Privacy Policy

The processing of personal data (hereinafter ‘the data’) carried out by Fedagrim VZW are subject to Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data (‘General Data Protection Regulation’) (hereinafter referred to as ‘the data protection legislation’).

This privacy statement applies to the processing of personal data in connection with the organisation of our events “Agribex”, “PotatoEurope” (Belgian edition), “Demogroen” and “Graslanddemo”, hereinafter collectively referred to as “the event”.

Data Controller

Fedagrim VZW
164 Jules Bordetlaan, PO Box 4
1140 Brussels
Tel.: +32 (0)2 262 06 00
Email: privacy@fedagrim.be

Who is this privacy statement intended for?

This privacy statement applies to the processing of personal data relating to:

Exhibitors, former exhibitors and potential future exhibitors at the event
Visitors, former visitors and potential future visitors to the event
Press contacts, Public Relations, the judging panel and speakers
People who contact us for information about the event
Suppliers we use in connection with the event

Categories of personal data

Depending on the nature of our relationship with you, we may process the following personal data.

Exhibitors, former exhibitors and potential future exhibitors at the event

In particular:

Surname, first name, gender, language, role
Address, telephone (landline and/or mobile), email, fax
Information about your business: name, legal form, address, telephone number, email address, VAT number, company registration number, sector of activity, bank account number
Events in which you or your company have taken part as an exhibitor
Events you have shown an interest in or which may be of interest to you
Transactional information (information relating to your account: type, size, location, components, contract terms, price, payment details, any outstanding invoices, payment history, etc.)
Number of participants who used your barcode to take part in the event
If you are taking part in our ‘New Product Selection’ competition: the information we receive from you via your entry form
Information regarding sponsorship of one of our events
Any other information you have voluntarily provided to us (e.g. as part of satisfaction surveys, registrations on our website, enquiries you have made to us, etc.)
Date of registration of the information and source

Visitors, former visitors and potential future visitors to the event

In particular:

Surname, first name, gender, language
Address, telephone number (landline and/or mobile), email
Information about your business: name, legal form, address, telephone number, email address, VAT number, company registration number, sector of activity
Events you have attended or registered for
Events you have shown an interest in or which may be of interest to you
If you have used a barcode, please provide information regarding its origin (e.g. barcode linked to an exhibitor, to an advert in a magazine, to our website, etc.)
Transactional information (which event you attended, whether you are a paying visitor or a guest, payment history, etc.)
Any other information you have voluntarily provided to us (e.g. as part of satisfaction surveys, registrations on our website, enquiries you have made to us, etc.)
Date of registration of the information and source

Press contacts, public relations representatives, the judging panel and speakers, and anyone who contacts us for information about the event (hereinafter ‘our Contacts’)

In particular:

Surname, first name, gender, language
Address, telephone number (landline and/or mobile), email
Information about the company you work for: name, legal form, address, telephone number, email address, VAT number, company registration number, sector of activity
The event you are taking part in and in what capacity (judge, speaker, etc.)
Events you have shown an interest in or which may be of interest to you
Any other information you have voluntarily provided to us (e.g. in connection with enquiries you have made to us, …)
Date of registration of the information and source

Suppliers we use in connection with the event

In particular:

Surname, first name, gender, language
Address, telephone number (landline and/or mobile), email
Information about your business: name, legal form, address, telephone number, email address, VAT number, company registration number, bank account number
Transactional information (contract, details of services provided or to be provided, price, payment details, payment history, any disputes, etc.)
Date of registration of the information and source

Information collected via cookies and similar technologies

When you visit our website, we may store information using our cookies. For further information on this specific use, please refer to our ‘cookie policy’, which is available on our website.

Information sourced from third parties

We may also process information relating to you that is sourced from external databases (e.g. in exhibitor catalogues for similar events, on your websites, via your importer if you are one of their distributors, via the Cross-Sectoral Business Register, or via companies specialising in data trading or social media platforms) which we use to update your details or to send you personalised information.

Use of your data and legal bases

With your consent

(Legal basis: Section 6a of the Data Protection Act.) We use and process your data for the following purposes:

To answer your enquiry when you ask us for information
To send you our newsletter or other direct marketing communications that you wish to receive by email

Any consent given may be withdrawn at any time by contacting us in accordance with the procedure set out below in the section ‘Exercising your rights’.

Performance of your contract

In connection with a request for a quotation or the performance of your contract (legal basis: Article 6b of the Data Protection Act):

For drawing up a quotation or concluding a contract (e.g. an exhibitor’s contract), and for its implementation and follow-up (general contract management)
For the inclusion of exhibitors in the event catalogue, by providing the relevant details to the catalogue publisher
For general access, ticketing and visitor management
For general safety management during the event
For accounting and debt recovery purposes
To combat potential fraud, offences and breaches, and to ensure the management of disputes and any legal proceedings

Legitimate interest

Where we have a legitimate interest in our marketing activities. After all, certain processing operations involving your personal data are necessary for the performance of our activities. In such cases, we take care to strike a balance between our legitimate interest and respect for your privacy (legal basis: Article 6(f) of the data protection legislation):

To send you direct marketing communications by email on the basis of your implied consent, if you are one of our customers (visitors who have purchased a ticket or whose ticket has been paid for by a third party, exhibitors, etc.) and we have received your email address from you. You have the right to object to this use of your email address at any time, free of charge.
To contact you for direct marketing purposes via other means of communication for which your prior consent is not required
For sponsorship applications
To centralise, combine and enrich your data with useful information from external partners
To contact you regarding satisfaction surveys or market research
If you are one of our media contacts, so that we can send you our press releases or other useful information about our event
To improve our products or services, and to tailor our events, websites or mobile applications to the preferences of our visitors, exhibitors, contacts or prospective customers
To combat potential fraud, offences and breaches, and to ensure the management of disputes and any legal proceedings

Legal obligations

To comply with the legal obligations to which we are subject (legal basis: Article 6c of the Data Protection Act):

In certain cases, we are legally obliged to process your personal data and/or disclose it to the government or to bodies designated by law.

Sharing your data with third parties

Your personal data may be disclosed to third parties in the following circumstances:

To our subcontractors, in connection with the services they provide to us (e.g. external ticketing agencies, catalogue publishers, stand service providers, advertising agencies, IT service providers, cloud service providers, debt collection agencies, etc.). These parties process your data solely on the basis of our instructions
To our partners in logistics and events
To our potential legal successors
To certain authorities in connection with our compliance with our legal obligations

Transfer of your data outside the European Union

Your data will not be transferred to countries outside the European Union.

Retention period for your data

We will retain your personal data for the following periods:

Categories of data subjects	Retention period
Prospective exhibitors/sponsors, prospective visitors	The retention period may vary depending on how frequently our events are organised: Potato Europe: your data will be retained for a period of two editions; Agribex: three editions; Demogroen/Demovert: three editions; Grasland Demo/Demo Fenaison: two editions.
Exhibitors/sponsors	Your data will be retained for ten years from the date of the last event in which you took part. This retention period does not apply if you still owe Fedagrim a payment. In such cases, your data will be retained until the debt has been settled.
Jury/speakers	Your personal data will be retained for ten years from the date of the last event in which you took part.
Visitors / people who were registered for the event but did not check in	Your data will be retained for ten years from the date of the last event you attended.
Newsletter subscribers	Your details will be retained for as long as you do not unsubscribe from the newsletter.
Press Contacts / Public Relations	Your details will be retained for as long as you hold the position for which you were included in our database.
Suppliers	Your data will be retained for up to seven years after the expiry of the contract.
Archiving	We may need to retain your data for a longer period for other purposes, e.g. to comply with our legal obligations (including accounting and tax obligations) or to serve as evidence in the event of a legal dispute. Access to archived data is restricted.

Data security

We do everything we can to secure your personal data as effectively as possible and to protect your privacy to the greatest extent possible. We take all the technical and organisational measures necessary to this end, in particular to prevent the loss, misuse or alteration of the information we collect.

Only staff members who need access to your data in order to carry out their duties will be granted access to your personal data. They handle personal data and confidential information with due care.

Description of your rights and the procedure for exercising them

Your right of access and rectification

In accordance with the provisions of data protection legislation, you have the right to access your personal data held in our records. You also have the right to request that we correct any inaccurate data relating to you or complete any incomplete information.

Your right to withdraw your consent

If you have given Fedagrim your consent to process your data, you may withdraw that consent at any time.

Your right to object

You may object at any time, without giving a reason, to the use of your personal data for direct marketing purposes.

Your right to be forgotten

You have the right to request that your data be completely deleted from our database in the circumstances specified by law.

Your right to restrict processing

In the event of a dispute regarding the processing of your personal data, you may request that the processing be restricted. In this case, we will no longer use your personal data until the dispute has been resolved.

Your right to data portability

Finally, you have the right to data portability in respect of the personal data that you have provided to us yourself. In such cases, your data will be transferred to the recipient you have specified.

Exercising your rights

You must exercise your rights by submitting a written request. We reserve the right to ask you to provide proof of your identity (to prevent us from disclosing your personal data to other people).

Please send your application to:

Fedagrim VZW
164 Jules Bordetlaan, PO Box 4
1140 Brussels
For the attention of the Privacy Department
or by email: privacy@fedagrim.be

If you send us your enquiry by email, we will — unless you give us other instructions — reply to it by email as well.

In accordance with the provisions of data protection legislation, we will process your request within 30 days of receiving all the information required to deal with it. If your request is complex, this period may be extended by up to two months, but in such cases we will inform you in advance.

For further information about our privacy policy, or if you have any complaints regarding the protection of your personal data, please contact us in writing at the address given above.

You may also contact the Data Protection Authority at any time at Drukpersstraat 35, 1000 Brussels, or by email at contact@apd-gba.be.