Privacy policy

Who we are

PopMid organizes the PopMid music industry tradeshow (the Spain and Portugal editions) and runs this website, popmid.eu. This policy explains what personal data we collect, why, and what your rights are. PopMid is the controller of your personal data under the EU General Data Protection Regulation (GDPR).

PopMid
Einsteinweg 11H
3225 LT Hellevoetsluis
The Netherlands
info@popmid.eu

For any question about your personal data, or to exercise your rights, e-mail us at info@popmid.eu.

Visiting this website

This website does not use cookies, analytics, advertising trackers or social media plugins. Fonts, images and scripts are all served from our own web server, so no data about your visit is sent to third parties such as Google or Facebook.

This website runs on our own web server. Like any web server, it automatically records basic technical data when you visit a page: your IP address, the date and time, the page requested, and your browser type. We use these server logs only to keep the website secure and working properly. Our legal basis is our legitimate interest in running a secure website (Art. 6(1)(f) GDPR). The logs are kept for a limited period and then deleted automatically.

Registering for PopMid

When you register for PopMid, we ask for the information we need to process your registration:

• About your company: company name, address (street, postal code, city, state or province, country), phone number, company e-mail address, VAT number, logo, a company description and the business fields you work in;
• About each attendee: first and last name, role or job title, e-mail address, phone number, a profile picture, and whether they attend as a professional or as a friend or family member (including children);
• About your stay: hotel room type, arrival and departure dates, and airport transfers if you ask us to book them;
• Your choices: the opening dinner, gazebos, sponsoring or a Friend of PopMid donation, and any remarks you add;
• Administration: that you agreed to our terms, and the invoices and payment reminders we sent you.

We use this information to handle your registration, book your hotel room, invoice you, and keep you informed about the edition you registered for. Our legal basis is the performance of our agreement with you (Art. 6(1)(b) GDPR). We keep invoicing records because we are legally required to (Art. 6(1)(c) GDPR).

You need to provide this information to register. Without it, we cannot process your registration.

Registrations for children are made by their parent or guardian. We only process information about children as far as necessary for their attendance and hotel stay.

Contacting us

If you e-mail us or contact us through Facebook, we use your name, contact details and message to respond to you. Our legal basis is our legitimate interest in answering your questions (Art. 6(1)(f) GDPR), or taking steps at your request before registering (Art. 6(1)(b) GDPR).

When you contact us through Facebook, Meta also processes your data under its own privacy policy.

News about future editions

If you have attended or registered for PopMid before, we may e-mail you about future editions, for example when registration opens. Previous Sponsors and Friends receive priority registration this way. Our legal basis is our legitimate interest in informing our existing attendees (Art. 6(1)(f) GDPR). You can unsubscribe at any time by replying to one of our e-mails or writing to info@popmid.eu.

The visitor guide

To help attendees find each other and plan meetings, we publish an online visitor guide at popmid.eu/guide. It shows:

• for each participating company: the company name, logo, address, description and business model;
• for each attendee of that company: their full name, profile picture and company e-mail address.

The guide is shared with attendees, but it is not password-protected, so anyone who has the link can view it. Our legal basis is our legitimate interest, and that of all attendees, in making business contacts at PopMid, which is the reason the event exists (Art. 6(1)(f) GDPR).

You can object to this at any time. If you'd rather not have your profile picture or other details in the guide, or want them changed or removed, e-mail info@popmid.eu and we'll take care of it.

Photos at PopMid

We take photos during PopMid and use some of them on this website and on our social media to show what PopMid is like. Our legal basis is our legitimate interest in presenting our event (Art. 6(1)(f) GDPR). If you'd prefer not to be photographed, or would like a photo of you removed, let us know and we'll take care of it.

Who we share data with

We never sell your personal data. We share it only when necessary:

• Hotels. To book your room, we pass your name, contact details and booking details to the hotel concerned, such as Hotel Barcarola (Spain), Aquashow Park Hotel, Vilamoura Garden Hotel or Hilton Vilamoura (Portugal). The hotels invoice you directly and process your data under their own privacy policies.
• Transfer and transport companies, if you ask us to arrange transport for you.
• Service providers who help us run PopMid, such as our e-mail provider. They only receive the data they need to provide their service to us. We host this website and the visitor guide ourselves.
• Authorities, when we are legally required to share data, or when needed to protect our rights or the safety of attendees.

The hotels we work with are located in the European Union. We do not transfer your personal data outside the European Economic Area, unless a service provider does so with appropriate safeguards in place, such as an EU adequacy decision or the European Commission's standard contractual clauses.

How long we keep data

• Registration data is kept for as long as needed to organize the edition you registered for and to handle any follow-up.
• Invoicing records are kept for 7 years, as required by Dutch tax law.
• Contact details of previous attendees are kept so we can tell you about future editions, until you tell us you no longer want this.
• E-mails are kept for as long as needed to deal with your question.
• Visitor guide entries stay online while they are useful for the edition concerned, or until you ask us to remove them.
• Server logs are kept for a short period and then deleted automatically.

Security

We take appropriate technical and organizational measures to protect your personal data against loss and unauthorized access. This website is served over an encrypted connection (HTTPS), and access to registration data is limited to the people who need it to organize PopMid.

Your rights

Under the GDPR, you have the right to:

• access the personal data we hold about you;
• have incorrect data corrected;
• have your data deleted;
• restrict how we use your data;
• object to our use of your data based on legitimate interest, including e-mails about future editions and your entry in the visitor guide;
• receive your data in a portable format;
• withdraw any consent you have given, at any time.

To use any of these rights, e-mail info@popmid.eu. We will respond within one month. We may ask you to confirm your identity first.

If you're not satisfied with how we handle your data, you can file a complaint with the Dutch Data Protection Authority, the Autoriteit Persoonsgegevens, or with the data protection authority in your own country.

Other things to know

Links to other websites

This website links to other websites, such as those of the hotels and our Facebook page. We are not responsible for how those websites handle your data, so please read their privacy policies.

Changes to this policy

We may update this policy from time to time. The date at the top of this page shows when it was last changed. If we make important changes that affect you, we'll let you know by e-mail or with a clear notice on this website.