Effective Date: [1/21/2025]

This policy indicates how the International Council of Museums (“ICOM”), The National Committee of ICOM in the United Arab Emirates (“ICOM UAE”), Dubai Museums L.L.C (“the Organising Committee”), and Dubai World Trade Center L.L.C. (hereinafter, together, “we”, “us”, “our” or the “Controllers”), as data controllers, use and protect the personal data that you (hereinafter “you”, “your”) communicate to them when you visit the website “https://dubai2025.icom.museum/” (hereinafter the “Website”), when you register to participate to the 27th General Conference of the ICOM in Dubai (hereinafter referred to as the “Event”).

1. Introduction 
We value your privacy and are committed to protecting your personal information. This Privacy Policy explains how we collect, use, and safeguard information when you visit our Website.

2. Recipients of your information 
Your personal information may be collected by ICOM, ICOM UAE and Dubai World Trade Centre LLC via the registration form, when you consult and interact with the pages of the Website, when you participate in the Event and/or when someone registers you to the Event as an accompanying person. ICOM, ICOM UAE and Dubai World Trade Centre LLC may share relevant personal information with the Organising Committee for the purposes set out in this Privacy Policy.

The Website may host links to third party sites, including social network sharing buttons. We draw your attention to the fact that these share buttons allow the collection of information about you. In order to know the conditions of use of this personal information, we invite you to read the privacy policies of the social networks concerned and accessible on their websites.

3. Information we collect

The Controllers do not collect data without warning you and only collect personal information strictly necessary for the purposes described below. To this end, the Controllers collect the following information:

• Personal information: 
  Last name, first name, country, contact details (email address, phone number), ICOM membership number (if applicable), student status, meetings attendance during the Event, dietary requirements, and other details you provide during registration or inquiries. The provision of certain information may be mandatory. The fields which are mandatory are indicated as such in the form. Please note that without the completion of these fields, we will not be able to register your attendance to the Event.
• When you participate to the Event:
  You are informed that the Event may be recorded in order to broadcast the Event, publish online the video of the Event on the Website, the Controllers’ websites and social media channels and to communicate on the Event. In this context, your image or voice could be recorded, notably if you ask questions during speakers presentation.
• Usage data:
  Information about how you access and interact with the Website, such as IP address, browser type, and pages visited.
• Cookies:
  Small files stored on your device to enhance your browsing experience. You can disable cookies in your browser settings, but this may limit functionality.

4. How we use your information 
We use your information to:

• Provide and improve our services.
• To manage Your registration to the Event and to send you the relevant information to access and participate to the Event.
• To organize and manage the Event.
• To contact you to respond to your request or suggestion.
• To contact you for safety purposes during or after the Event.
• To manage registration and entries to the Event.
• To perform analysis and statistics on the Event participation.
• Communicate updates, offers, and event details.
• Analyze Website usage to enhance user experience.

We may also use your personal information when necessary to comply with a legal or regulatory obligation.

The legal basis for the processing of your personal information may, depending on the applicable data protection laws and regulations, be: (i) your explicit consent, if you have given consent to the processing of your personal information for one or more specific purposes, (ii) the execution of a contract between us if the processing is necessary for the performance of a contract or in order to take steps at your request prior to entering into a contract, (iii) our legitimate interest, or (iv) the compliance with a legal obligation as applicable and to the extent permitted by applicable law.

5. Sharing of information 
We limit access to your information only to those employees who need to use it. They have an obligation to protect it and maintain its confidentiality.

We do not sell or rent your personal information to third parties. However, we may share your information with:

• Service providers who assist in Website operations.
• Authorities if required by law or to protect our rights.

In any case, our partners only receive the personal information necessary to carry out the services concerned and are in no case authorized to use this personal information in a context other than that of the service in question, or for purposes other than those for which the information was collected.

6. Data retention policy 
The information collected by the Controllers is kept for a limited period of time to achieve the purposes it was collected for, and as long as you do not exercise your rights as defined below.

We may nevertheless retain some of your personal information for a longer period of time, for the sole purpose of complying with any legal obligation, or to answer any questions or complaints that may be addressed to us after the end of the Event.

7. Data security 
We take the security of your personal information very seriously and strive to protect all information collected. In particular, we strive to prevent your information from being distorted, damaged or accessed by unauthorized third parties.

Thereby, we have implemented protective measures to ensure the confidentiality, security and integrity of your personal information. For example, we make sure access to information is restricted to those among our employees who have been trained to observe confidentiality rules. We also commit to store your information in secure operating environments. These measures take into account the sensitivity of the information we collect, process and store and the current state of technology.

However, no method of transmission over the Internet or method of electronic storage is 100% secure. Therefore, although we make every effort to protect your personal data, we cannot control the risks associated with the operation of the Internet and we draw your attention to possible risks regarding occasional data loss or breach of confidentiality for personal information transiting via this network.

8. Your rights 
Depending on your location and our lawful basis for processing your personal information, you may have rights to:

• Access, correct, or delete your personal information, as well as the right to limit the processing of your personal information.
• Opt out of marketing communications.
• Restrict or object to certain data processing.

To exercise these rights, contact us at [ICOMDubai2025@dwtc.com].

9. Your obligations 
As a user of the Website, you are bound to comply with the current legislation regarding the protection of personal information. In particular, with regard to the personal information you have access to, you must refrain from any collection, any misuse and, in general, any act likely to infringe on privacy, fundamental rights and freedoms.

10. Children’s privacy 
The Website is not intended for children under 13, and we do not knowingly collect information from them. If you believe we have collected information from a child, please contact us to delete it.

11. Changes to this policy
We may update this Privacy Policy periodically. Changes will be posted on the Website, and your continued use constitutes acceptance of the updated policy.

12. Contact us 
For questions about this Privacy Policy, please contact us at [ICOMDubai2025@dwtc.com].