ARIAS-U.S. Data Privacy Statement

Last updated: 18 May 2018

ARIAS-U.S. may collect and store certain information, including personal data. ARIAS-U.S. takes the protection of your personal data very seriously in all of its processes. This Data Protection Statement is meant to help you understand how data are collected, processed and stored to meet legal requirements and ARIAS-U.S.’s data protection standards.

It will be very difficult and in most countries even impossible for ARIAS-U.S. to provide you services if you refuse to allow ARIAS-U.S. to process your data. For this reason, by providing personal data to ARIAS-U.S., 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, ARIAS-U.S. would not be able to process your personal data.

1. Scope of this Data Protection Statement

This Data Protection Statement applies to all services offered by ARIAS-U.S..

This Data Protection Statement does not apply to services offered by other companies or individuals. This Data Protection Statement does not cover the information practices of other companies and organizations who advertise ARIAS-U.S. services or any third party operating any website to which the ARIAS-U.S. website or other digital asset may contain a link.

2. Data collected and method of collection

2.1 In general

ARIAS-U.S. collects general and personal data concerning you from:

• you when you provide your details to ARIAS-U.S.;
• participants at meetings and events organized by ARIAS-U.S.;
• users of ARIAS-U.S.’s websites and third parties (such as online service provider or single sign on authority).

Following the reception of the data, an electronic profile is created in ARIAS-U.S.’s proprietary tools for each person or entity (the “Contact Profile”).

The Contact Profile may contain but is not limited to:

• name;
• gender;
• date of birth;
• address;
• phone numbers;
• email addresses;
• organization or company of employment and/or job title;
• field of activity and/or interest;
• credit card references/numbers;

2.2  Cookies Policy

We use cookies on our Website. By continuing to browse our website or close the cookies banner, you consent to the use of cookies.

Our Cookies Policy explains what cookies are, how we use cookies, how third-parties we may partner with may use cookies on the Service, your choices regarding cookies and further information about cookies.

What are cookies

Cookies are small pieces of text sent by your web browser by a website you visit. A cookie file is stored in your web browser and allows the Service or a third-party to recognise you and make your next visit easier and the service more useful to you. Cookies can be “persistent” or “session” cookies.

How ARIAS-U.S. uses cookies

When you access our website, ARIAS-U.S. and ARIAS-U.S.’s third party service providers may collect data of a technical nature in a variety of ways. We use cookies for the following purposes:

• to enable certain functions of the website,
• to provide analytics,
• to store your preferences ad personalize the content,
• to improve the user experience
• to enable advertisements delivery, including behavioral advertising
• to share on social networks

We use both session and persistent cookies on the Service and we use different types of cookies to run the Service:

• Essential cookies

We may use essential cookies to authenticate users and prevent fraudulent use of user accounts.

• Third-party cookies

In addition to our own cookies, we may also use various third-parties cookies to report usage statistics of the Service, deliver advertisements on and through the Service, and so on.

What are your choices regarding cookies

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
• etc…

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

Where can you find more information about cookies

If you do not want information collected through the use of cookies, there is a simple procedure in most browsers that allows you to decline the use of cookies. You can learn more about cookies and the following third-party websites:

• AllAboutCookies: http://www.allaboutcookies.org/
• Network Advertising Initiative: http://www.networkadvertising.org/

3. Purpose of data collection

ARIAS-U.S. uses the data collected to provide, maintain, protect and improve the overall quality of its services. Data collection is also meant to protect ARIAS-U.S. and its users. ARIAS-U.S. does not collect more data than is necessary to fulfill such purposes.

In addition to creating Contact Profiles, ARIAS-U.S. uses your data for the following purposes and for which you give your consent:

a) Promotion and marketing: ARIAS-U.S. may use your data to personalize your experience on the ARIAS-U.S. website by presenting advertisements that are more relevant to you, to send you marketing communications that we believe may be of interest to you, including information about our services, case studies, thought leadership or whitepapers, blog updates, etc. For example, ARIAS-U.S. uses third party service providers to present services and offers tailored to the preferences and interests demonstrated by your online activity over time. ARIAS-U.S. may use your data for promotion and marketing purposes for ARIAS-U.S.’s current or ARIAS-U.S. may use the data to analyse trends in order to propose other services to its Clients, such as new events or other services.

b) Technical data: ARIAS-U.S., or third parties instructed by ARIAS-U.S., evaluate this data purely for statistical purposes and only in an anonymised form, in order to optimize ARIAS-U.S.’s website and increase user-friendliness, efficiency and safety. ARIAS-U.S. may in particular use technical data to measure the success of ARIAS-U.S. marketing campaigns, compile statistics about ARIAS-U.S. website usage and response rates, and use aggregated personal data calculate the percentage of ARIAS-U.S. users who have a particular telephone area code.

c) Other purposes: ARIAS-U.S. may use your data as ARIAS-U.S. believes to be necessary or appropriate: (a) under applicable law, including laws outside your country of residence; (b) to comply with legal process; (c) to respond to requests from public and government authorities including public and government authorities outside your country of residence; (d) to enforce ARIAS-U.S.’s terms and conditions; (e) to protect ARIAS-U.S.’s operations; (f) to protect ARIAS-U.S.’s rights, privacy, safety or property, you or others; and (g) to allow ARIAS-U.S. to pursue available remedies or limit the damages that ARIAS-U.S. may sustain.

ARIAS-U.S. will ask your consent before using data for a purpose other than those that are set out in this Statement subject to mandatory laws.

4. Duration of storage

General and personal data will be kept by ARIAS-U.S. only as long as reasonably necessary taking into consideration its need to answer queries or resolve problems, to provide improved and new services and to comply with legal requirements under applicable laws or with inquiries from Clients on past events or travel activities. ARIAS-U.S. will retain general and personal data during a maximum period of five years if no

5. Security and organizational measures

To ensure the safety of your data on ARIAS-U.S.’s website and systems, ARIAS-U.S. has implemented appropriate technical, contractual, 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 ARIAS-U.S. staff, third party companies’ (i.e. service providers) staff or our Clients’ authorized staff (who have contractually agreed to keep all information secure) have access to your personal data. All ARIAS-U.S. staff who have access to your personal data are required to adhere to the staff confidentiality regulations and all third-party employees who have access to your personal data have signed non-disclosure agreements. In addition, data transfer agreements are in place with third-party companies that have access to your personal data to make sure these data remain secure.

6. Your rights

In accordance with applicable data protection laws and regulations, you have a right to request access to, rectification of your Data, or restriction of processing, and to object to said processing, as well as the right to data portability to the extent applicable. Moreover, you have a right to lodge a complaint with a supervisory authority.

Under certain conditions you also have the right to have your personal data that is stored by ARIAS-U.S. blocked and deleted, unless ARIAS-U.S. has to keep these data for legitimate business or legal purposes. For more information, you should contact the Data Protection Officer at the above-mentioned e-mail address

ARIAS-U.S. gives you many choices regarding ARIAS-U.S.’s use and disclosure of your personal data for marketing purposes. By contacting the Data Protection Officer at the above-mentioned e-mail address, you may opt-out from receiving future electronic marketing messages from ARIAS-U.S. and request that we not share your personal data with unaffiliated third parties for their marketing purposes. ARIAS-U.S. will try to comply with your request(s) as soon as reasonably practicable. Please note that if you opt-out as described above, ARIAS-U.S. will not be able to remove your personal data from the databases of unaffiliated third parties with which ARIAS-U.S. has already shared your personal data (i.e., to which we have already provided your personal data as of the date that we implement your opt-out request). Please also note that if you do opt-out of receiving marketing-related messages from ARIAS-U.S., we may still send you important administrative messages, and you cannot opt-out from receiving administrative messages.

7. Changes

This Statement may be revised and updated by ARIAS-U.S. from time to time to comply with statutory data protection and privacy laws. ARIAS-U.S. will post any statement changes on its website and, if the changes are significant, ARIAS-U.S. will send a notice to the e-mail address provided in your Contact Profile.