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Virtual Summit Policy

GovNet Events have compiled the following policies to ensure full enjoyment of our Virtual Summits, and to ensure full transparency for all our delegates, sponsors and attendees:

Badge Policy

As a delegate on this virtual event, your name, job title and organisation name, and any other details you choose to populate your event profile with, will be visible to all other attendees as well as sponsors and exhibitors of this event. Your contact details (email address, telephone number and postal address) will remain hidden. However, if you choose to connect with any other attendee, sponsor or exhibitor, please note that by doing so you consent that your personal data you provided to us will be shared with them, and that these sponsors or exhibitors may be in contact with you about their products or services outside our event platform. The definition of consent to connect is defined as accepting an invitation to connect and/or meet, or initiating such a connection yourself. You also agree that these parties may transfer your data outside of the EEA for these purposes and you consent to such a transfer.

Communication Policy

As a sponsor or exhibitor on this virtual event, you will be able to connect with all delegates attending the event as well as invite them to meet with you. You will gain access to the platform starting 7 days prior to the event date so that you can set up your virtual booth and arrange meetings with delegates for the day(s) of the event. The platform will remain live for between 14 and 30 days following the event live date (depending on the specific event terms), and during this time you will still be able to communicate with delegates through this platform. Please note that while meetings can be arranged before the event date, the meetings themselves must take place either on the event date(s) or during the period which the platform remains open afterwards.

Data privacy notice: you will be able to see all delegates’ names, job titles, and any information they choose to make public on their individual profiles from 7 days prior to the event until 14 or 30 days after the event. Their contact details (email address, telephone number and postal address) will remain hidden, unless they agree to connect and/or meet with you on the event platform, or initiate such a contact themselves, in which case you will be able to have full access to their personal information and will be able to download those contact details up to 14 or 30 days after the event date. We advise sponsors and exhibitors against contacting delegates outside the event platform before the event date, as it is our experience you will get the best response by gaining consent and engaging with delegates on the day(s) of the event. Please note that contacting any delegate that has not agreed to connect and/or meet with you on the event platform or initiated such a contact themselves is strictly prohibited and constitutes a breach of your contract with us. We monitor such communication and may charge a fine of up to £1,000 + VAT for each unauthorised communication if proven.

Once any attendee agrees to connect with a sponsor or exhibitor via our platform, that sponsor or exhibitor becomes a data controller in relation to the shared data. This includes complying by all relevant data protection laws, including having a complaints procedure in place and an option of opting-out of receipt of any communications from you.

Attendance Policy

  1. Sharing of personal information:
    1. Delegate: As a delegate on this virtual event, your name, job title and organisation name, and any other details you choose to populate your event profile with, will be visible to all other attendees as well as sponsors and exhibitors of this event. Your contact details (email address, telephone number and postal address) will remain hidden. However, if you choose to connect with any other attendee, sponsor or exhibitor, please note that by doing so you consent that your personal data you provided to us will be shared with them, and that these sponsors or exhibitors may be in contact with you about their products or services outside our event platform. The definition of consent to connect is accepting an invitation to connect and/or meet, or initiating such a connection yourself. You also agree that these parties may transfer your data outside of the EEA for these purposes and you consent to such a transfer.
    2. Exhibitor or Sponsor: As a sponsor or exhibitor on this virtual event, you will be able to connect with all delegates attending the event as well as invite them to meet with you. You will gain access to the platform starting 7 days prior to the event date so that you can set up your stall and arrange meetings with delegates for the day of the event. The platform will remain live for 14 or 30 days following the event live date (Depending on the specific event terms), and during this time you will still be able to communicate with delegates through this platform. Note that while meetings can be arranged before the event date, the meetings themselves must take place on the event date(s) or during the period the platform remains open afterwards. Data privacy notice: you will be able to see all delegates’ names, job titles, and any information they choose to make public on their individual profiles from 7 days prior to the event until 14 or 30 days after the event. Their contact details (email address, telephone number and postal address) will remain hidden, unless they agreed to connect and/or meet with you on the event platform, or initiated such a contact themselves, in which case you will be able to have full access to their personal information and be able to download those contact details up to 14 or 30 days after the event date. We advise sponsors and exhibitors against contacting delegates outside the event platform before the event date, as it is our experience you will get the best response by gaining consent and engaging with delegates on the day(s) of the event. Please note that contacting any delegate that has not agreed to connect and/or meet with you on the event platform, or initiated such a contact themselves is strictly prohibited and constitutes a breach of your contract with us. We monitor such communication and may charge a fine of up to £1,000 + VAT for each unauthorised communication if proven. Once any attendee agrees to connect with a sponsor or exhibitor via our platform, that sponsor or exhibitor becomes a data controller in relation to the shared data. This includes complying by all relevant data protection laws, including having a complaints procedure in place and an option of opting-out of receipt of any communications from you.
  2. Rules of conduct:

We are committed to providing a professional, friendly, safe and welcoming environment for all attendees, speakers, sponsors and exhibitors participating in our virtual events, regardless of gender, sexual orientation, disability, race, ethnicity, religion, national origin or other protected class. We expect all participants to help ensure a safe and positive experience for everyone. Unacceptable behaviour will not be tolerated during any portion of a meeting or event.

Unacceptable behaviour includes but is not limited to:

  1. Intimidating, harassing, abusive, discriminatory, derogatory or demeaning speech or actions
  2. Harmful or prejudicial verbal or written comments or visual images related to gender, sexual orientation, race, religion, disability or other personal characteristics, including those protected by law
  3. Inappropriate use of nudity and/or sexual images
  4. Real or implied threat of professional or financial damage or harm
  5. Inappropriate disruption of the event
  6. Photographing, video or audio recording of slides, oral or poster presentations without our written prior permission

Consequences of misconduct may include:

  1. Immediate removal from event without warning
  2. Restrictions from future events run by PMG Ltd.
  3. Unwanted communication:

Our virtual event platform offers all participants to connect with one another before, after and at the event. We ask that you use this option sensibly and respect other attendees’ preferences and wishes. Please refrain from contacting anyone that expressly asked you not to contact them. Please also avoid excessively contacting anyone. We find that personalised communication works best and advise against attempts to mass-communicate with a generic message.