Privacy Policy

SmithNovak cares how your personal information is treated and we value your privacy.

We collect personal information from you in the course of our business including through the use of our website, when you contact or request information from us, when you attend our events or send your CV to us, or as a result of business communications with our staff. Information we collect includes:

• Basic information such as your name, your company, your job title and a profile photo
• Contact information such as your postal, web and email addresses and your phone number
• Payment-related information
• Information from your visits to our website or in relation to materials and communications we send to you electronically
• Information related to your involvement in the event such as your quote or comment regarding the event

A key purpose for any individual or company attending our business conferences is to network and meet new potential business partners. To achieve this, a certain amount of your personal information must therefore be made available to everyone attending. This will be processed only for the duration of the event and will be made available to other participants. Information includes;

• Basic information such as your name, your company and your job title
• Profile photos, videos and photos taken by SmithNovak at the event
• Information you have included on slides when presenting and comments you have made during your participation in panel discussions
• A personal or company profile explaining your area of expertise or the services your company offers
• A copy of your business card if you have asked us to share with other participants

SmithNovak reserves the right to take photography, video and sound recordings of individuals participating at SmithNovak events and is hereby authorised to copyright, use and publish the same in print and/or electronically. SmithNovak may use such materials as well as any presentation materials supplied by participating individuals with or without individuals' names for any lawful purpose including publicity, illustration, advertising and web content in relation to any event.

Unless otherwise specified, we will retain your personal data only for the duration of your business with us. For example, if you attend one of our events, we will retain your data from the moment you register your attendance with us until shortly after the event or, if you fill in a Contact Form on our web, we will respond to you and store your information until your inquiry is answered or resolved, and no longer.

If you request to add your details to our distribution list to receive information concerning our future events or job positions, we will keep your personal information for a maximum period of five years.

We collect information about you when you provide it to us or interact with us directly, for instance engaging with our staff or registering to attend one of our events

We collect your personal information when you request information concerning the services we offer via Contact Forms on our web or during email communications sent to and from us.

We may collect or receive information about you from other sources, such as keeping the contact details we already hold for you accurate and up to date using publically available sources

We use personal information collected;

• To promote our services, including information about job vacancies and details of events
• To arrange your attendance at our events and to communicate to other participants that you are attending
• To manage and administer our relationship with you
• To provide information requested by you
• To improve the quality of the services we offer and the tools we use to promote our offer including our website and other marketing materials
• For the purposes of recruitment

Bookings to attend our events are made via an Online Booking Form located on our website or via an internal electronic Booking System that sends out attendance notifications to you. In these instances we collect only the personal information necessary in relation to your attendance and the payment of fees associated with attendance. As part of the booking process, we also give you the option to opt-in to receive on-going marketing materials concerning future events.

Our website invites you to provide us with personal information by completing an email inquiry form or by directly sending us an email.  The purpose of these emails is apparent at the point that you provide your personal information and we only use this information for those purposes.

Our website uses Google Analytics, a web-based analytics tool that tracks and reports on the manner in which the website is used to help us to improve it. Google Analytics does this by placing small text files called ‘cookies’ on your device. The information that the cookies collect, such as the number of visitors to the site, the pages visited and the length of time spent on the site, is aggregated and therefore anonymous.

By allowing us to use these third-party cookies, you give us an option to analyze our website traffic and to understand where our visitors are coming from. Session cookies are removed as soon as you leave the website.

Cookie list:

• PHPSESSID - An essential first-party cookie enabled by default for purposes of correct website functionality. Expires When the browsing session ends.
• cookieconsent_status - disabled by default - First-party cookie used to indicate a given cookie consent. Expires after 1 year.
• _ga - disabled by default - Google Analytics - Used to distinguish users. Expires after 2 years.
• _gid - disabled by default - Google Analytics - Used to distinguish users. Expires when the session is closed. Expires after 1 day.
• _gat_gtag_* - disabled by default - Google Analytics - Used to throttle request rate. Expires after 1 minute.

We collect and process personal information about you in relation to business meetings with any of our staff or as a result of attendance at our events.

If you are attending one of our events, and unless already specified by you, we will share your basic personal information with other participants via printed materials and electronic networking applications used before, during and immediately after the event.

If you are sending your personal information to us in relation to the recruitment services we offer to third-party clients, we will share your personal details with these third-parties in relation to specific job opportunities for which you have expressed interest.

We may also share your personal information with suppliers to whom we outsource certain support services such as printing, translation and photocopying. We may also share your data with third parties involved in the hosting or organising of our events, or other events we co-organise with them.

If in the future we re-organise or transfer all or part of our business, we may need to transfer your information to new SmithNovak entities or to third parties through which the business of SmithNovak will be carried out.

We may use social media sites such as Facebook, LinkedIn and Twitter to advertise your attendance at one of our events however we will only do this after receiving your prior permission.

We do not sell, rent or otherwise make personal information commercially available to any third party, except with your prior permission.

To ensure unauthorised access, use, disclosure, alteration or destruction consistent with applicable data protection laws, we store and protect your personal data in a secure, encrypted database.

Right to be forgotten:
If at any time you request that your personal data should be deleted, we will do so and also stop sharing it with any third parties who are also then obligated to stop processing it.

Right to access:
If you request details of the information we hold on you, we will provide you with electronic copies of that data. We will also show where the data is stored and what it is being used for. You may also have the right to lodge a complaint in relation to our processing of your personal information with a local supervisory authority.

Mandatory Breach Notification:
If a security breach that is likely to “result in a risk to the rights and freedom of individuals” occurs, we will notify you and also data protection authorities within 72 hours.