MME Data Privacy Statement

Meeting Minds Experts(MME)is a leading Professional Conference Organiser headquartered in the United Arab Emirates, which provides association management, congress management, meetings and event services to its corporate or association clients (the “Client”)

This Privacy Policy explains when and why we collect personal information about our members and other people who visit our website, how we use it, the conditions under which we may disclose it to others and how we keep it secure.

It will be impossible for MME to provide you services if you refuse to allow MME to process your data. For this reason, by providing personal data to MME, you agree to be legally bound by and explicitly consent to this Data Protection Statement, as it may be amended from time to time. If you do not agree to this Data Protection Statement or cannot form a legally binding contract, MME would not be able to provide you services.

It is MME’s utmost concern to constantly improve its services in order to best meet the needs of its Clients. Therefore, MMEmay collect and store certain information, including personal data. MMEtakes the protection of your personal data very seriously in all of its business processes. This Data Protection Statement is meant to help you understand how data are collected, processed and stored tomeet legal requirements and MME’s data protection standards

MME collects general and personal data concerning you from:

• You when you provide your details to MME;(when you register on our site, request a booking, subscribe to our newsletter, respond to a survey or fill out a form)
• Its Clients (in such cases, Client must ensure that it is entitled to disclose such data and that you are aware of the various matters detailed in this Data Protection Statement)
• Participants at Client’s meetings and events organized by MME
• Users of MME’s or Client’s websites; and third parties

The personal information most commonly collectedto create your contact profileincludesbut is not limited to:

• Name and job title
• Nationality
• Contact details (including address, business address, email –both work and personal, telephone number, mobile number)
• Demographic information such as age group,postcode, preferences and interests
• Passport and visa details

If you make a purchase via our websites, your card information is not held by us. It is collected by a third-party payment processor, who specializes in the secure online capture and processing of credit/debit card transactions and follows the global PCI compliance standards.

MME uses the data collected to provide, maintain, protect and improve the overall quality of its services. Data collection is also meant to protect MME and its users.
MME does not collect more data than is necessary to fulfil such purposes.In addition to creating contact profiles, MME uses your data for the following purposes and for which you give your consent:

a) Registrations:Contact profiles are processed to enable you to register for events organized by MME or Client’s meetings and respond to your queries. When registration is made, MME creates a contact ID that contains all of the personal data along with the registration information that is needed to fulfil your request and to fulfil regulatory requirements.

b) Bookings:The contact profiles are stored in a database as a referenceto be consulted each time a booking is to be made. When a booking is made, MME creates a contactIDthat contains all of the personal data along with the booking information that is needed to fulfil your request and to fulfil regulatory requirements for certain destinations. To make bookings, MME might need to transfer personal data to various third-party travel suppliers (such as airlines, hotels, car rental companies, online booking tool companies, safety and security tracking providers and computer booking systems) within your home country or in another country where you may be traveling and often also to government bodies for certain destinations.

c) Consolidation of data: At the request of a Client, MME or a third party may prepare information reports that summarize and analyze the expenditures per event, per travel supplier, etc. Such reports which may include certain personal data from your Profile are then submitted to the requesting Client.

d) New products and services: With the goal of improving services and based on the data given to MME, MME may send you additional information related to your current or future event(s) and/or trip(s). An example might be a list of restaurants near a specific hotel in the destination city or parking facilities at the departure airport.

e) Promotion and marketing: MME may use your data to send you marketing communications that we believe may be of interest to you, including information about our services, updates, etc. MME may use your data for promotion and marketing purposes for MME’s current or prospective Clients. MME may use the data to analyze trends in order to propose other services to its Clients, such as new events or other services.

f) Technical data: MME, or third parties instructed by MME, evaluate this data purely for statistical purposes and only in an anonymized form, in order to optimize MME’s website and increase user-friendliness, efficiency and safety. MME may in particular use technical data to measure the success ofmarketing campaigns, compile statistics about website usage and response rates, and use aggregated personal data.

g) Other purposes: MME may use your data as MME believes to be necessary or appropriate: (i) under applicable law, including laws outside your country of residence; (ii) to comply with legal process; (iii) to respond to requests from public and government authorities including public and government authorities outside your country of residence; (iv) to enforce MME’s terms and conditions; (v) to protect MME’s operations; (vi) to protect MME’s rights, privacy, safety or property, youor others; and (vii) to allow MME to pursue available remedies or limit the damages that MME may sustain,

As per the UAE law, we are required to hold certain types of information to fulfil our statutory obligations (for example compliance with the requirements of Dubai Government). We will hold your personal information on our systems for as long as is necessary for the relevant activity, such as events that we organize.

We will only process personal information where we believe we have a lawful basis to do so. The basis for processing will vary from activity to activity. In some instances, processing may have more than one lawful basis.

You hereby agree and give your consent to MME to transfer and communicate your data as follows:

a) Transfer to third-parties: MME works with certain third parties to obtain support services in connection with travels, meetings and events services and/or other MME services to its Clients, such as emergency online booking services, hotel booking services, ground transportation requirements or airline ticket issuance, and, in some cases, personal data will be shared with these third parties as may be required by the law. MMEmay also transfer your data to a third-party in the event of any reorganization, merger, sale, joint venture, assignment, transfer or other disposition of all or any portion of MMEbusiness, assets or stock (including in connection with any bankruptcy or similar proceedings). Prior to a transfer, third-parties (except for travel suppliers and authorized transfers such as within the EU) are required to sign a data transfer agreement with MMEthat requires them to follow the applicable data protection laws.

b) Regulatory transfers: MMEisrequired by law to transfer data to governments and regulatory and/or supervisory authorities.

If you visit MME’s website your data will be transported via an open publicly accessible network. This involves notably the risk that your data may be intercepted and read by third parties, allowing such third parties to infer an already existing or future business relationship between you and MME.

Furthermore, you are notified that information you transmit or allow to be transmitted to you by MMEvia an electronic medium, in particular via e-mail, SMS, etc. are usually unencrypted and therefore neither confidential nor secure. Even in the event of an encrypted transmission, sender and recipient remain unencrypted in each case. Third parties may therefore be able to infer an existing or future business relationship between you and MME.

If you provide MME with personal information, your personal data is collected in a country whose data protection laws is different from, and currently non-existent, than those in your country of residence. You are hereby notified that your personal data might be accessed by governmental authorities in United Arab Emirates.

The periods for which we retain personal information depends on the purpose for which the information wasobtained but, in general terms, we will retain personal data for so long as required by law, or as may be required for record keeping and legal claims purposes.

The contact profiles that MME maintains are stored in a cloud-based central database at a third-party provider’s location.

Our website makes use of cookie files to distinguish you from other users of our site, to provide you with a bespoke user experience tailored to your individual preferences. A cookie file (a small file of letters and numbers) will be placed on your computer or other access device each time you visit our site.

We also use analytical cookie files. These allow us to recognize and count the number of visitors to our site and to see how visitors move around our site when they are using it. This helps us to improve the way our site works, for example, by ensuring that users are finding what they are looking for easily.

If you’d like to delete cookies or instruct your web browser to delete or refuse cookies, please visit the help pages of your web browser:

For Internet Explorer: https://support.microsoft.com/en-us/help/17442/windows-internet-explorer-delete-manage-cookies

For Safari: https://support.apple.com/en-us/HT201265

For Chrome: https://support.google.com/chrome/answer/95647?co=GENIE.Platform%3DDesktop&hl=en

For Firefox: https://support.mozilla.org/en-US/kb/delete-cookies-remove-info-websites-stored

For Opera: http://help.opera.com/Windows/10.20/en/cookies.html

Please note, however, that if you delete cookies or refuse to accept them, some features of the website may not work properly, you may not be able to store your preferences, and some of our pages might not display properly.one of our pages might not display properly.

There is currently no general federal data protection law in the United Arab Emirates (UAE) comparable to those applicable in Europe.

However,the following is a quick summary of yourexecutable requests:

• Access to your information –you have the right to request a copy of the personal information about you that we hold. If you would like a copy of some or all of your personal information, please email or write to us at the address shownbelow.
• Correcting your information -we want to make sure that your personal information is accurate, complete, and up to date, and so you may ask us to correct any personal information about you that you believe does not meet these standards.
• Deletion of your information(Under certain conditions)–you have the right to ask us to anonymyzpersonal information about you where:
• You consider that we no longer require the information for the purposes for which it was obtained
• We are using that information with your consent and you have withdrawn your consent, see ‘withdrawing consent to using your information’ below.
• Withdrawing consent using your information -where we use your personal information with your consent, you may withdraw that consent at any time, and we will stop using your personal information for the purpose(s) for which consent was given.

Please contact our Data Protection Officer provided in the “contact information” belowif you wish to exercise any of these.

To ensure the safety of your data on MME systems, MME has implemented appropriate technical, administrative, physical and organizational measures to protect your personal data from loss, destruction, unauthorized access, accidental or unlawful disclosure and manipulation. These measures are subject to continuous development in accordance with technological progress and are periodically reviewed to comply with all applicable privacy laws. However, we cannot and do not guarantee the security of your personal data and therefore cannot assume any liability in this respect.

Only authorized MME staff, third party companies’ (i.e. service providers) staff or our Clients’ authorized staff have access to your personal data. All MME staff who have access to your personal data are required to adhere to the staff confidentiality regulations

We keep this policy under regular review and will place any updates on thisstatement. This privacy statement was last updated inMay 2018

If you need further assistance, please contact our Data Protection Officer, Mohamed Erfan, erfan@meetingmindsdubai.com