Data Privacy

Privacy Notice for BAU 2027 Registration

Controller

The controller responsible for the processing of your personal data is:

Hydro Building Systems France SARL

270 rue Léon Joulin – BP 63709

31037 Toulouse Cedex 1

France

 

Data Protection Officer

If you have questions, concerns, or requests regarding the processing of your personal data, you may contact Hydro Building Systems France using the general contact details provided on our website.

Hydro has established Binding Corporate Rules (BCR) that apply to all Hydro entities and ensure a consistent level of protection for personal data within the Hydro Group.

No Data Protection Officer is appointed for Hydro Building Systems France.

 

Use of XFAIR

Registration and participant management are provided through the Event Management System (EMS) platform provided by XFAIR.

XFAIR processes personal data exclusively on behalf of Hydro Building Systems France SARL, on documented instructions from Hydro Building Systems France SARL, and does not use the data for its own purposes. The processing is governed by a data processing agreement pursuant to Article 28 GDPR.

 

Registration and Participant Management

In connection with BAU registration and participation, we may process the following categories of personal data in particular:

  • name and business contact details;
  • company, job title or function and business address;
  • registration, participation, ticket and badge data;
  • information provided in the registration form and event-related preferences;
  • UTM parameters, where registration is attributed to an invitation or campaign;
  • communication, consent and objection records;
  • where applicable, information about selected products or solutions;
  • technical access and log data required to operate and secure the systems used.

Registration and event administration: We process your data to handle your registration, organize your participation, provide tickets and, where applicable, badges, and conduct the event.

Where processing is necessary to provide the registration and participation service requested by you, the legal basis is Article 6(1)(b) GDPR. Where no contractual or comparable participation relationship exists, processing may be based on Article 6(1)(f) GDPR. Our legitimate interest is to properly organize and conduct the event.

Event-related e-mails: We send e-mails required for registration and participation, including registration confirmations, reminders and, where applicable, BAU tickets. The legal basis is Article 6(1)(b) GDPR or Article 6(1)(f) GDPR.

Campaign attribution: If you reach the registration page via a landing page, invitation link or other campaign link, UTM parameters may be processed. These data are linked to your registration in order to attribute and assess the source and effectiveness of invitation and marketing campaigns.

Available campaign parameters may, where technically implemented, be transmitted directly to XFAIR when the form is submitted, without prior storage in your browser. The associated processing of personal data is based on Article 6(1)(f) GDPR where it is limited to campaign attribution and performance measurement.

Where necessary to handle a specific trade fair contact or requested follow-up, participant and lead data may be transferred to Salesforce and to the HBS/Hydro company or sales team responsible for the relevant market. The legal basis is Article 6(1)(b) or Article 6(1)(f) GDPR.

RFID-enabled product information: Where you expressly request product information or contact, the identifier of an RFID touchpoint scanned at the stand may be linked to your participant record. This enables us to prepare the product or solution information selected by you for follow-up communication.

A personalized follow-up e-mail containing product or sales information is sent only where you have expressly requested the product information or contact, or where you have separately consented to personalized follow-up communication. Consent may be withdrawn at any time with effect for the future. Section 7 of the German Act Against Unfair Competition (UWG) must also be observed for promotional e-mails.

 

Recipients of Personal Data

Where necessary for the purposes described above, personal data may be disclosed to or accessed by:

  • XFAIR as provider of the registration platform, participant management and EMS application;
  • Salesforce for the administration and follow-up of event leads;
  • the HBS/Hydro companies and sales teams responsible for the relevant market or registration;
  • authorized technical service providers and sub-processors for hosting, e-mail delivery, security and related services.

 

International Data Transfers

Personal data processed through XFAIR is generally stored in the European Economic Area. Depending on the technical configuration and support organization, access from countries outside the European Economic Area or the United Kingdom may not be excluded.

Where personal data is transferred to or accessed from a country that does not provide an adequate level of data protection, appropriate transfer mechanisms and safeguards will be used, in particular the European Commission's Standard Contractual Clauses and, where required, additional measures under applicable law.

 

Retention Periods

We store personal data only for as long as necessary for the respective purposes.

  • Registration, ticket, app and campaign attribution data in the event platform are deleted no later than six weeks after completion of the event-related follow-up, unless statutory retention obligations or another documented reason require longer storage.
  • Raw RFID touchpoint data are deleted after completion of the relevant follow-up communication, unless they are required for a specific and ongoing contact or lead.
  • Sales leads stored in Salesforce are reviewed regularly. Leads that are no longer being pursued are deleted or anonymized where there is no ongoing business relationship or other documented reason for continued storage.
  • Consent and objection records are retained only for as long as necessary to demonstrate compliance with legal obligations and defend potential claims.

 

Your Rights

Subject to the applicable legal requirements, you have the right of access to your personal data, the right to rectification, erasure, restriction of processing and data portability.

Where processing is based on Article 6(1)(f) GDPR, you have the right to object to the processing of your personal data on grounds relating to your particular situation.

Where processing is based on your consent, you may withdraw that consent at any time with effect for the future.

You also have the right to lodge a complaint with a competent data protection supervisory authority.

 

Automated Decision-Making

No automated decision-making, including profiling within the meaning of Article 22 GDPR, takes place in connection with event registration and participation