Event / Conference / Group Travel

Privacy policy

Eventity's processing of personal data

Eventity follows the requirements of the General Data Protection Regulation (GDPR). The data protection regulation applies from 25 May 2018 and means, among other things, increased control over any personal data registered to your name by companies and organizations. We process all our customers, partners, suppliers, clients and employees’ personal data in accordance with the GDPR and with the utmost respect for personal integrity. 

What is personal data?

Personal data is any information that relates to an individual who can be directly or indirectly identified. Names and phone numbers are some examples of personal data. Sensitive personal data is a category of personal data for which additional protective measures must be taken when being processed. Health data is an example of sensitive personal data.  

Learn more at: https://gdpr.eu/what-is-gdpr/

Purpose of the personal data

The personal data is processed to fulfill a contracted service or product, in our case usually a travel or meeting service. 

This data may be used for the following purposes: to provide travel and meeting-related products and services ordered by you, to contact you in the event of any changes or cancellation of a departure, credit or debit card verification/examination, immigration/customs control, security control, health control or administrative controls, legal purposes, statistical analysis, customer surveys, customer relationship messages and offers of services and products that we believe you may be interested in. Furthermore, Swedish legislation, such as the Swedish Accounting Act, requires certain information to be stored. 

When applying to become a candidate in any of our recruitment processes, information that is necessary for carrying out the recruitment process will be stored. 

Collection of personal data

When you make a booking through us, we collect the personal data needed to carry out the booking according to your wishes. 

In some cases, your employer has an agreement with us which means that we already have access to personal data such as the names of approved clients before you make your booking. 

In the context of recruitment, we ask applicants to submit a CV and cover letter and may then process the personal data contained in such documents. 

What personal data we process

Personal data may include name, address, gender, passport number, telephone number, social security number, email and payment card number. In some cases, we may also collect information on the health status of passengers with specific health-related requirements, which may affect their preferred travel and accommodation options. 

Who gets access to the personal data

We use subcontractors to book meeting and travel services, such as airlines, hotels and meeting venues. We demand that all of our suppliers and data processors comply to the requirements of the General Data Protection Regulation. Transfers of personal data to a so-called third country (countries outside the EU/ESS) are never made without the customer’s knowledge. As a meeting and travel partner, meetings and travel all over the world are an obvious and natural part of the business. This means that personal data may be transferred when a customer wishes to travel to such a country. Personal data transferred is limited to what the desired product or service requires in order to be conveyed. 

The transfer of information or transparency to e.g. authorities also occurs to the extent that legal or regulatory requirements so require. We never transfer or process data to other unauthorized parties. Personal data collected by Eventity is never sold to third parties. 

We may share your application with our employees who are involved in the recruitment process and with selected third parties who act as data processors to assist us in the recruitment process. Third parties may be, for example, recruitment companies, partners for conducting personality tests, etc. All disclosures are made in accordance with the law and your personal data will not be used for purposes other than those you have been prior informed of. We also ensure that your personal data is handled legally and correctly if it is transferred outside the EU/EEA area. 

How long is the personal data stored

Your personal data in connection with a completed trip or meeting with us is stored in the booking system for up to 3 months after the date of return. 

In the financial system, the necessary information is saved in accordance with the Accounting Act for 7 years. 

If you have registered to receive market mailings, you can decline further mailings at any time. 

If you are not employed by us, we will save your personal data for a maximum of two (2) years after the end of the recruitment process, after which the data will be deleted or de-identified. If you are employed by us, your data will be archived in your employment file and will be stored in accordance with our internal personal data policy for employees. 

Protection of personal data

We take the necessary security measures to protect your personal data. These may include technical measures such as antivirus, firewall, encrypted email, multi-factor authentication and well-protected booking systems or organizational measures such as data minimization and access minimization. 

Rights of the individual

As an individual, you have the right to request an extract of what personal data is stored, the purpose and legal basis for the processing and the recipients of the personal data. Likewise, the right to request deletion of data that is no longer needed for the purposes for which it was collected. 

For more information regarding how Eventity processes personal data, please contact the GDPR manager, telephone +46 10 122 67 00 or e-mail gdpr-ansvarig@lingmerths.se. 

If you think that your personal data has been processed incorrectly and you do not wish to raise it with us, you can contact the Swedish Data Protection Authority to file a complaint. 


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