Exthereal’s Privacy Policy

1. Background and purpose of data processing 

 

Exthereal Oy (hereinafter “Exthereal”, “us”, “we”, or “our”), is a legal entity located at Messeniuksenkatu 10 A 16, 00250 Helsinki, Finland that specializes in and focuses on organizing fashion/retail and technology conferences.

In connection to our operations and to be able to provide and improve our Services and Events, we may collect and use your (“User”,“you”, or “your”) personal data. By using our Services and Events, you agree to the collection and use of that information in accordance with this policy. Please read this page carefully, for it informs you of our policies regarding how we collect, use and disclose personal data when you use Exthereal Services and Events and the rights you have associated with that data. 

Exthereal processes Personal Data under this Privacy Policy and in accordance with applicable laws, including the General Data Protection Regulation (2016/679) ("GDPR"). At times, the Exthereal platform may also be licensed to third parties and, in such cases, Exthereal may act as a processor or an independent controller together with those third parties.

 

2. Data controller’s contact details 

 

Name of the company: Exthereal Oy
Address: Messeniuksenkatu 10 A 16
00250 Helsinki Finland
E-mail: info@exthereal.com

 

3. Definitions

 

Exthereal Services refer to the Exthereal conference, online community, media as well as our website, including applicable features such as, but not limited to, online events. 

 

Events refers to the fashion/retail and technology events (physical or online) organized by Exthereal and/or under the Exthereal brand and are part of Exthereal Services. 

 

Personal Data refers to data about a living individual who can be identified from that data and from other information that we possess or are likely to possess about that living individual. 

 

Usage Data refers to data collected automatically or generated by the use of the Services or Events including applicable infrastructure like websites. Usage Data includes Cookies, which are small text files sent from a website and stored on your computer or mobile device.

 

Data Controller refers to the natural or legal person who (either alone or jointly with other persons) determines the purposes for and the manner in which any personal information are, or are to be, processed. 

 

Data Processors (or Service Providers) refer to any natural or legal person who process the data on behalf of the

 

Data Controller in order, for example, to process the data more effectively.


 

Data Subject (or User) refers to any living individual who is using our Services and is the subject of Personal Data.


 

4. Type of data collected 

 

A. Personal Data 

 

We may collect Personal Data from our Users in different ways, including when the User registers to Exthereal Services or subscribes to our newsletter. 

 

Personal Data will be collected from the User as a part of the registration. The following Personal Data is necessary in order to be able to use Exthereal Services: 

  • Registration: first name; last name; email address; organization and job title; marketing opt-in or opt-out

We may also collect and process the following Personal Data in connection with your use of Exthereal Services: 

  • Marketing: name; email address; event attendance information; User interests

  • Customer feedback and other information the User provides to us in correspondence. 

 

B. Usage Data

 

We and/or our authorized third-party service providers may automatically collect the following Usage Data when you visit or interact with Exthereal Services. This Usage Data may include information such as your computer's IP address, browser type and version, the time and date of your visit to our Services, the time spent interacting with our Services, URL of the website you visited before and after visiting Exthereal Services; unique device identifiers and other diagnostic data.

 

C. Cookies 


We use cookies and similar tracking technologies, such as beacons, tags and scripts, to collect and store certain information. This information is used to improve and analyse our Services to help us better serve and support our Users. For example, the information can be used to identify visitors to Exthereal Services and personalize the information we provide to our Users by remembering usernames, passwords and language preferences.

 

Users may choose to refuse cookies or to alert when a cookie is being sent. However, some parts of Exthereal Services may not function properly if use of cookies, in part or in whole, is refused. 

 

D. Web Analytics

 

Exthereal Services use Google Analytics and other web analytics services to track and report website traffic to help us improve our Services. Users can opt-out of Google Analytics by using the following browser add-on tool: Google Analytics opt-out add-on. 

5. Purposes of using the data 

We use the collected data for a variety of purposes:


  • To organize Events and provide, maintain, and improve Exthereal Services 

  • To provide personalized content and customized user experience  

  • For customer communication, marketing and development 

  • For research

  • To allow Users to participate in interactive features of our Services including, but not limited to, downloading 3D files from our Services

 

6. Legal basis for processing personal data under the General Data Protection Regulation (GDPR)


 

If you are from the European Economic Area (EEA), our legal basis for collecting and using the personal information described in this Privacy Policy depends on the Personal Data we collect and the specific context in which we collect it. Exthereal may process your Personal Data because:

  • You have given us permission to do so

  • The processing is in our legitimate interests and it is not overridden by your rights

  • To comply with applicable laws

  • We need to perform a contract with you

When possible, we use pseudonymized or non-personally identifiable data. 

7. Storage of data

We do not store your Personal Data longer than is legally permitted and necessary for the purposes set out in this Privacy Policy. We will retain and use your Personal Data to the extent necessary to comply with our legal obligations or legitimate interests such as handling of claims, bookkeeping, internal reporting and dispute resolution. We will also retain Usage Data for the purposes of analysis. Usage Data is generally retained for a shorter period of time, except when this data is used to better secure or otherwise improve our Services, or we are, in rare circumstances, obligated to retain this data for longer periods due to legal proceedings.


8. Transfer of data 

Your information, including Personal Data, may be transferred to and maintained on servers located outside of your governmental jurisdiction where the data protection laws may differ from those of your jurisdiction. Exthereal always takes necessary steps to ensure that Users’ personal data receives an adequate level of protection in the jurisdictions where it is stored and processed and in accordance with this Privacy Policy. No transfer of your Personal Data will take place to an organisation or a country unless there are adequate controls in place including the security of your Personal Data and other personal information.


9. Disclosure of data and recipients

Exthereal only shares Personal Data within our organization for the purposes of this Privacy Policy, for example, with our employees responsible for marketing. We do not share Personal Data with third parties outside of our organization unless one of the following applies: 

  • It is necessary for the purposes of this Privacy Policy to share Users’ Personal Data to third parties, such as other Users of Exthereal Services or other collaborators/event organizers, that need to access it in order for us to perform Exthereal Services. 

  • For legal reasons with a good faith belief that such action is necessary to (a) meet the requirements of a legal obligation; (b) detect, prevent, or otherwise address wrongdoing, security or technical issues; and/or (c) protect the interests, properties or safety of Exthereal, the Users, or the public.

  • To authorized Service Providers who perform services for us, including but not limited to data processing, data storage, accounting, payment, sales and marketing Service Providers. Our agreements with our Service Providers comply with privacy and security standards at least as strict as the terms of this Privacy Policy. 

  • With explicit consent to share your Personal Data with third parties outside Exthereal for reasons other than the ones mentioned above. The User has the right to withdraw consent(s) at any time. 

10. Security of data

Exthereal uses commercially acceptable means to protect all Personal Data we collect and process. Since no method of data transmission or electronic storage is perfect, we cannot guarantee your Personal Data’s absolute security.


If a security breach that might have negative effects on the Users’ privacy would occur, despite the security measures, Exthereal will inform the affected parties as well as relevant authorities in accordance with the applicable data protection laws as soon as possible. 

11. The data subject’s rights under the General Data Protection Regulation (GDPR)

 

If you are a resident of the European Economic Area (EEA), you have certain data protection rights. 

  • Right to access data relating to you and processed by us

  • Right to rectify incorrect, imprecise, incomplete, outdated or unnecessary data we have stored about you by contacting us 

  • Right to object to certain use of your Personal Data (though this may lead to certain limitations on using Exthereal Services)

  • Right to delete your own Personal Data from our systems unless we have legitimate grounds not to delete the data, e.g., legal obligations

  • Right to restrict processing of Personal Data (though this may lead to certain limitations on using Exthereal Services)

  • Right to data portability, that is, the right to be provided with a copy of the information we have on you in a structured, machine-readable and commonly used format

  • Right to withdraw consent at any time where Exthereal relied on your consent to process your personal information

  • Right to forbid direct marketing, for example, by using the unsubscribe function offered in connection with each direct marketing message 

  • Right to complain with the local data protection supervisory authority in case you consider that our processing of your Personal Data appears to be inconsistent with the applicable data protection laws 

 

For more information, please contact your local data protection authority in the European Economic Area (EEA).


In Finland, the local supervisory authority is the Data Protection Ombudsman (www.tietosuoja.fi). 

 

If you wish to be informed about what Personal Data we hold about you and/or if you want it to be removed from our systems, please contact us (see Data Controller's contact details in section 2). The message should include the following information: full name, home address, email address and telephone number. We may ask you to verify your identity before responding to such requests. We also reserve the right to reject requests that are unreasonably repetitive, excessive or manifestly unfounded. 

12. Automatic decision-making and profiling

We are not using the data for automatic decision-making or profiling.

13. Changes to the Privacy Policy

We may update our Privacy Policy from time to time. We will let you know via email and/or on our Services prior to the change becoming effective.  Changes to this Privacy Policy are effective once they are posted. You are advised to review the Privacy Policy periodically for any changes.