PRIVACY POLICY

Meet U There SRL – corporate website, business contacts, associations and events

Last updated: 26 July 2026

This Privacy Policy explains how Meet U There SRL processes personal data when you visit our corporate website, contact us, work with us, register for or participate in an event, or interact with an association or organisation whose administration we support.

It applies to www.meetuthere.be, to event and association websites operated by or with Meet U There, and to related registration, accommodation, invoicing, mailing and event-management services. A specific event or association may provide an additional privacy notice. Where it does, that specific notice identifies the relevant controller and takes precedence for the processing covered by it.

The processing described in this policy is subject to Regulation (EU) 2016/679 (the General Data Protection Regulation or GDPR), the Belgian Act of 30 July 2018 on the protection of natural persons with regard to the processing of personal data, and other applicable Belgian and European privacy and electronic-communications rules.

1. Who is responsible for your personal data?

Meet U There SRL, trading as Meet U There, has its registered office at Val des Seigneurs 4, Box 8, 1150 Brussels, Belgium. Company and VAT number: BE 0892.700.601. You can contact us at info@meetuthere.be or +32 (0)2 771 43 00.

Meet U There may process personal data in different roles:

  • As a data controller for its own corporate website, enquiries, business contacts, suppliers, contractual administration, security and its own communications.
  • As a processor when an association, company or other event owner determines why and how participant, member or stakeholder data are processed and instructs Meet U There to provide registration, invoicing, accommodation, mailing, membership or event-management services.
  • In limited cases, as a joint controller where Meet U There and a client jointly determine the purposes and essential means of a specific processing activity. The relevant event or association notice will explain the respective responsibilities.

For an event organised on behalf of a client, the event website or registration form will normally identify the client organisation as controller. Questions relating to that event may be sent to the contact address shown on the event website or to Meet U There, which will forward or assist with the request as appropriate.

2. Whose personal data do we process?

Depending on the services involved, we may process personal data relating to:

  • Visitors to our corporate, event and association websites.
  • People who contact us, request information or ask for an offer.
  • Current, former and prospective clients, suppliers and business partners, including their contact persons.
  • Event participants, accompanying persons, invitees and guests.
  • Association members, board members and applicants for membership.
  • Speakers, moderators, scientific committee members, authors, reviewers and other faculty members.
  • Sponsors, exhibitors, service providers, venue contacts and other event stakeholders.
  • People appearing in photographs, audio recordings or video footage made in connection with an event.

3. What personal data may we collect?

The categories of data depend on your relationship with us and the requirements of the relevant event or service. They may include:

  • Identification and contact data, such as name, title, preferred language, postal address, email address and telephone number.
  • Professional and organisational data, such as employer, job title, department, profession, professional registration or accreditation number, association membership, areas of expertise and professional biography.
  • Account and registration data, such as login details, registration status, attendance, selected sessions, workshops, social activities, ticket or badge information and communication preferences.
  • Company and invoicing data, such as legal entity name, address, company and VAT number, purchase-order references, billing contact, invoices, payment status and transaction references.
  • Payment data. Where card payment is available, full card details are handled directly by the payment service provider and are not stored by Meet U There; we receive only the information needed to confirm and reconcile the payment.
  • Event logistics data, such as accommodation, travel, transport, arrival and departure details, rooming information, clothing or equipment sizes and other practical preferences.
  • Information needed for accessibility, dietary, allergy or medical accommodations. Such information may constitute sensitive personal data and is requested only when necessary.
  • Identity-document or passport information where strictly required for travel, accommodation, access control, security or a legal obligation. Please do not send identity documents unless specifically requested through the designated channel.
  • Speaker, author and faculty data, such as curriculum vitae, biography, photograph, presentation materials, conflicts-of-interest declarations, bank details, fee and reimbursement information.
  • Sponsor and exhibitor data, such as booth contacts, registrations, logistics, orders, badges, contractual and invoicing information.
  • Communications and feedback, including emails, requests, survey answers, complaints and records of consent or objections.
  • Photographs, audio and video recordings made at events.
  • Technical data, such as IP address, browser and device information, security logs, timestamps, website interactions and cookie identifiers where applicable.
  • The date, source and history of updates to the information.

4. Where do the data come from?

We usually obtain personal data directly from you through a website, registration form, membership portal, email, survey, contract or onsite interaction. We may also receive data from the client organisation responsible for an event or association, your employer or registration sponsor, another participant who registers you, a speaker or committee member, an accreditation body, or publicly available professional sources.

When data have not been obtained directly from you, the relevant controller will provide the information required by Article 14 of the GDPR within the applicable timeframe, unless a lawful exception applies.

5. Why do we process personal data and on what legal bases?

Website enquiries, offers and business contacts

We process contact and correspondence data to answer questions, prepare offers, manage prospective relationships and communicate with clients, suppliers and partners. The legal basis is taking steps at your request before entering into a contract, performing a contract, and our legitimate interest in operating and developing our business.

Event registration and participation

We process registration, attendance and logistics data to confirm participation, issue badges, manage sessions and social activities, provide practical information, arrange accommodation or transport, deliver requested services and support onsite safety. The legal basis is normally performance of a contract or steps taken before entering into a contract. When Meet U There acts as processor, the controller determines the applicable legal basis.

Association and membership administration

Where instructed by an association, we may manage applications, membership records, fees, board administration, communications, meetings and member services. The association is normally the controller, and Meet U There acts on its documented instructions.

Payments, invoicing and legal administration

We process financial and contractual data to issue and pay invoices, collect fees, reconcile payments, keep accounts, recover debts, manage disputes, comply with tax and accounting rules and establish or defend legal claims. The legal bases are performance of a contract, compliance with legal obligations and our legitimate interest in protecting our rights.

Accreditation, compliance and reporting

For accredited or regulated events, we may record registration, attendance, professional status and other information required by an accreditation body, professional association, transparency framework, public authority or applicable compliance rules. The legal basis may be performance of a contract, a legal obligation, the legitimate interests of the controller and participants, or consent where required.

Service communications and direct marketing

We send operational messages that are necessary for an event, membership or contract. We may also send information about similar events or services where permitted by law and where our legitimate interests are not overridden by your rights. We rely on consent when the law requires it. Every marketing email offers a simple way to unsubscribe, and you may object to direct marketing at any time.

Surveys, statistics and service improvement

We may use feedback and participation information to evaluate events, improve our services, forecast attendance and produce internal or client reports. Wherever reasonably possible, reporting is aggregated or anonymised. The legal basis is our legitimate interest, or that of the relevant client, in improving and managing the service.

Photography and recordings

Events may be photographed, filmed, streamed or recorded. General atmosphere and crowd images may be processed on the basis of the organiser’s legitimate interest in documenting and communicating the event, subject to a balancing assessment and appropriate onsite information. Close-up portraits, interviews or recordings intended for prominent promotional use will be based on consent where required. You may alert the registration desk or contact the organiser if you do not wish to be photographed, and you may object afterwards on grounds relating to your particular situation.

Sensitive personal data

Information about health, allergies, accessibility, religion-related dietary requirements or other special categories of data is processed only when necessary and with your explicit consent, or on another legal basis permitted by Article 9 of the GDPR. Access is restricted to people and service providers who need the information to provide the requested accommodation or protect your vital interests.

Security, fraud prevention and legal compliance

We process limited technical, access and transaction data to secure websites and systems, prevent misuse or fraud, investigate incidents and comply with lawful requests. The legal bases are our legitimate interest in maintaining secure services and compliance with legal obligations.

6. Is providing personal data mandatory?

Mandatory fields are identified in the relevant form. If you do not provide information required to register, invoice, arrange accommodation, verify eligibility or comply with an event’s legal or security requirements, we may be unable to provide the requested service. Optional fields can be left blank without preventing basic participation, although a specific optional service may then be unavailable.

7. Automated decision-making

We do not make decisions based solely on automated processing, including profiling, that produce legal effects or similarly significant effects for you. If this changes for a specific service, you will receive clear information before the processing begins.

8. Who may receive your personal data?

Personal data are shared only where necessary for the stated purposes. Depending on the event or service, recipients may include:

  • The client association, company or organisation responsible for the event or service.
  • Meet U There personnel and authorised temporary event staff.
  • Venues, hotels, transport providers, travel agents, caterers, security providers and other operational suppliers.
  • Registration, membership, badge-printing, event-app, virtual-event, streaming and audiovisual service providers.
  • Banks, payment service providers, accountants, auditors, debt-recovery providers and insurers.
  • IT, hosting, cloud-storage, support, email and communication service providers.
  • Photographers, videographers and production partners, subject to appropriate instructions and safeguards.
  • Accreditation bodies, professional associations, compliance platforms, public authorities and regulators where required.
  • Professional advisers and competent courts or authorities where necessary to establish, exercise or defend legal claims.
  • Sponsors or exhibitors only where this has been clearly explained in advance and a valid legal basis applies. Contact details are not sold, and they are not shared for a sponsor’s independent marketing merely because you attended an event.

Service providers acting as processors are bound by appropriate data-protection and confidentiality obligations and may process data only for the agreed services and instructions.

9. International transfers

We seek to use services located in the European Economic Area. Some suppliers or their support operations may nevertheless process data in countries outside the EEA. Where this occurs, the relevant controller relies on an adequacy decision, the European Commission’s Standard Contractual Clauses or another lawful transfer mechanism, together with supplementary safeguards where necessary. You may contact us for further information about the safeguards applicable to a specific transfer.

10. How long do we keep personal data?

We retain personal data only for as long as necessary for the purpose for which they were collected, taking account of legal duties, limitation periods, the controller’s documented instructions and the need to resolve disputes. Unless a specific event notice, contract or legal rule requires a different period, our standard retention periods are:

  • Corporate enquiries and unsuccessful offer requests: up to 2 years after the last substantive contact.
  • Core participant, member and account-administration data: up to 10 years after the last participation or end of the relationship, where needed for contractual history, accounting, compliance or legal evidence. Operational details that are no longer needed are removed earlier.
  • Invoices, payment records and accounting documents: 10 years after the end of the relevant accounting period, or longer where a specific law requires it.
  • Client, supplier, sponsor, exhibitor and speaker contracts and related records: up to 10 years after the contract or relationship ends.
  • Identity documents and travel or security details: deleted as soon as the relevant purpose has ended and, in principle, within 30 days after the event or completed service, unless retention is legally required or necessary for an ongoing dispute.
  • Accessibility, allergy, dietary and other sensitive operational information: deleted as soon as the requested accommodation has been delivered and, in principle, within 30 days after the event, unless you have expressly asked us to retain a preference for a future service.
  • Marketing subscriptions and preferences: until you unsubscribe or object. Inactive marketing contacts are reviewed and normally removed after 3 years without meaningful interaction, unless another lawful relationship continues.
  • Website and security logs: normally no longer than 12 months, unless an incident requires longer retention.
  • Photographs and event recordings: for as long as they remain relevant to the documented communication or archival purpose, subject to applicable image rights, objections and agreed licences.
  • Event-specific personal data processed by Meet U There on behalf of a client may be deleted at the client’s documented request, subject to applicable legal retention obligations and the terms of the data-processing agreement. Residual backup copies will be deleted through the normal backup cycle and will not be actively processed.

Data may remain for a limited additional period in secured backups and will not be actively used during that period. Data needed for a dispute, investigation or legal obligation may be isolated and retained until that matter is finally resolved.

11. Cookies and similar technologies

Our websites may use strictly necessary cookies or comparable technologies for security, network management, language preferences and essential functionality. These do not require consent where they are strictly necessary for a service you requested.

Analytics, advertising, social-media or other non-essential technologies will be used only after consent where consent is required. You can refuse or withdraw such consent without losing access to essential website functions. The cookie banner or cookie settings on the relevant website provide information about the technologies actually in use, their providers, purposes and lifetimes.

Our websites may contain links to external services such as LinkedIn. When you follow an external link, that provider processes data under its own privacy policy.

12. How do we protect personal data?

We use appropriate technical and organisational measures designed to protect personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access. Measures include access controls, confidentiality obligations, secure hosting and transmission where appropriate, backups, staff awareness, supplier review and incident-response procedures. Access is limited according to role and operational need.

No internet or storage system can be guaranteed to be completely secure. If a personal-data breach creates a risk to individuals, the responsible controller will assess and notify the competent authority and affected persons where required by law.

13. What are your rights?

Subject to the conditions and limits in the GDPR, you may:

  • Request access to your personal data and obtain a copy.
  • Ask us to correct inaccurate data or complete incomplete data.
  • Request deletion of your data.
  • Request restriction of processing.
  • Object to processing based on legitimate interests. You may object to direct marketing at any time and without giving a reason.
  • Receive data you provided in a structured, commonly used and machine-readable format and, where technically feasible, have them transmitted to another controller.
  • Withdraw consent at any time, without affecting processing carried out lawfully before withdrawal.
  • Lodge a complaint with a supervisory authority.

To exercise a right, contact info@meetuthere.be or the controller identified on the relevant event or association website. Please describe the request and the event, organisation or email address concerned. We may ask for proportionate information to verify your identity and protect your data from unauthorised disclosure.

We normally respond within one month after receiving a complete request. For a complex request or multiple requests, this period may be extended by up to two additional months; if so, you will be informed within the first month.

14. Complaints

We invite you to contact us first so that we can try to resolve your concern. You also have the right to contact or lodge a complaint with the Belgian Data Protection Authority:

15. Changes to this Privacy Policy

We may update this Privacy Policy to reflect changes in our services, suppliers, legal obligations or data-processing practices. The current version will be published on this page with its last-updated date. Where a change materially affects an ongoing service or the way we use data, we will provide additional notice where required.