Privacy Policy | IPBA 2023

Privacy & Cookie Policy - One World: Law & the Environment Beyond Covid

We at IPBA Global FZ-LLC, a company registered in Ras Al Khaimah with commercial registration number 17001701 and our affiliates (“IPBA”, “we”, “our”, “us”) respect the privacy rights of our online visitors and individuals who participate in our conferences, either as a delegate or as an exhibitor (“you”, “your”, “yours”) and recognize the importance of protecting any personal data collected by us from you in accordance with applicable law.
This Privacy & Cookie Policy (the “Privacy & Cookie Policy”), along with the information on our website at (https://www.ipba2023.org) (“Conference Website”), will assist you in understanding what personal data we collect about you and how we collect, use, disclose and/or process that personal data.

The Privacy & Cookie Policy applies to data we collect from you for the purposes of the IPBA Annual Conference in Dubai, 7th to 10th March 2023, One World: Law & the Environment Beyond Covid (the “Conference”) and your use of the dedicated Conference Website. The Privacy & Cookie Policy is a standalone policy, which exists in addition to the privacy
policy of the Inter-Pacific Bar Association Limited of 120 Robinson Road, #08-01, Singapore, 06813 (“IPBA HQ”) and which can be found HERE (“IPBA HQ Policy”).

The IPBA HQ Policy will continue to apply, in addition to this Privacy & Cookie Policy, for example, if you visit the IPBA HQ main website ( Home : The Inter-Pacific Bar Association (IPBA) ), if you have signed up as an IPBA member, and to any personal data that is transferred to the IBPA HQ under this Privacy & Cookie Policy.

CONTACT US
If you, at any time, have any queries on this Privacy & Cookie Policy or complaints in relation to how we may manage, protect and/or process your personal data or if you wish to exercise any of your rights under applicable data protection law, please do not hesitate to contact us via the contact details below:

Telephone number: +81-3-5786-6796.
E-mail: ipba@ipba.org. Attention to the ‘Data Protection Officer‘.
Office address: IPBA Secretariat, Roppongi Hills North Tower 7F, 6-2-31 Roppongi, Minato-ku, Tokyo 106-0032 Japan. Attention to the ‘Data Protection Officer’.

If you are a resident of the UAE, and you wish to submit a complaint, you may also contact The UAE Data Bureau here The UAE Data Bureau , or the UAE Ministry of Economy’s consumer complaints department https://www.moec.gov.ae/en/complaints-service. We would encourage you to first raise your complaint directly with us.

WHAT PERSONAL DATA DO WE COLLECT FROM YOU AND HOW?

We may collect personal data from you through various means. This may include but is not limited to collection via our Conference Website and during any communications you have with us and other delegates during or after the Conference.
The personal data collected by us may include, without limitation:

Your title
Your first name
Your last name
Your firm / organisation name
Your city of practice
Your country of residence
Your designation or position
If you are an exhibitor, your passport copy
Your IPBA membership status
Your IPBA membership number
Your registered email address
Your dietary needs and the dietary needs of any person who you invite to accompany you
to the Conference

WHAT ABOUT COOKIES?
We may use cookies on some pages of the Conference Website. “Cookies” are small text files placed on your computer that assist us in providing a more customised website experience. If you are concerned about cookies, most browsers permit individuals to decline cookies. In most cases, a visitor may refuse a cookie and still fully navigate the Conference Website, however other functionality in the site may be impaired. When leaving the Conference Website, you can always
delete the cookie from your system if you wish.

HOW WILL MY PERSONAL DATA BE USED?
We will only use your personal data when the data protection regime applicable to your data allows us to. The grounds for processing may include the following:

Your consent;
To perform a contract between us;
The processing is necessary, as such term may defined under applicable law.

The personal data which we collect from you may be collected, used and/or disclosed (including transfer outside of the UAE) for the following purposes:

Where you register for the Conference, for inclusion in a delegate list containing your name, your firm/organisation name and your designation or position, your registered email address, and your city of practice (the “Delegate List”) which shall be made available in a hard copy pack at, and to visitors of, the Conference, and may be circulated in electronic form prior to the Conference, on request, to delegates and exhibitors for the purpose of facilitating interactions during and associated with the Conference, for example, for planning meetings between delegates and making networking arrangements in advance;
Where you attend the Conference, for adding to name badges, place holders and any other literature circulated at the Conference (including any Delegate List). facilitating, processing, dealing with, administering, managing and/or maintaining your attendance at the Conference;
Facilitating the collection of the Conference fees from your chosen payment method;
Storing, hosting, backing up (whether for disaster recovery or otherwise) of your personal data;
To ensure the security of our Conference Website, platform and systems;
Facilitating, dealing with and/or administering external audit(s) or internal audit(s) of our business;
Carrying out due diligence or other screening activities (including background checks) in accordance with legal or regulatory obligations (whether under the United Arab Emirates or any other country law) applicable to us, the requirements or guidelines of governmental authorities (whether in the United Arab Emirates or any other country) which we determine are applicable to us, and/or our risk management procedures that may be required by law (whether the United Arab Emirates or any other country) or that may have been put in place by us;
To prevent or investigate any fraud, unlawful activity or omission or misconduct, whether or not there is any suspicion of the aforementioned; dealing with and/or investigating complaints;
Complying with or as required by any applicable law, court order, order of a regulatory body, governmental or regulatory requirements of any jurisdiction applicable to us, including meeting the requirements to make disclosure under the requirements of any law binding on us, and/or for the purposes of any guidelines issued by regulatory or other authorities (whether of the United Arab Emirates or elsewhere), with which we are expected to comply;
Complying with or as required by any request or direction of any governmental authority (whether in regard to the United Arab Emirates or another country) which we are expected to comply with; or responding to requests for information from public agencies, ministries, statutory boards or other similar authorities (whether of the United Arab Emirates or foreign country). For the avoidance of doubt, this means that we may/will disclose your personal data to such parties upon their request or direction. (collectively, the “Purposes”).

DO YOU DISCLOSE OR TRANSFER MY PERSONAL DATA?
The personal data you provide us with will be used by us, our affiliates (including the IPBA HQ), and third parties who we use to power our services. We strive to not disclose your personal data to third parties, however, we may disclose or transfer your personal data in the following circumstances:

For the purposes of the Conference, we shall publish the Delegate List in a hard copy for circulation at or after the Conference and make such Delegate List available, on request, to delegates and exhibitors prior to the Conference to enable facilitating interactions during and associated with the Conference, for example, for planning meetings between delegates and making networking arrangements in advance. Facilitating connections is part of the services we provide as part of your attendance at the Conference;
To our third-party service providers, agents and/or organisations who we appoint to assist us with our service provision in relation to the Conference and/or the Conference Website;
Where the disclosure is required based on the applicable laws and/or regulations;
Where the purpose of such disclosure is permitted under applicable data protection law without explicit consent (for example, if the processing is necessary to fulfil our obligations to you as part of the services we provide in respect of the Conference);
Where the disclosure is necessary to respond to an emergency that threatens the life, health or safety of yourself or another individual;
Where there are reasonable grounds to believe that the health or safety of yourself or another individual will be seriously affected and consent for the disclosure of the data cannot be obtained in a timely way, provided that we shall, as soon as may be practicable, notify you of the disclosure and the purposes of the disclosure;
Where the disclosure is necessary for any investigation or proceedings;
Where the personal data is disclosed to any officer of a prescribed law enforcement
agency; and/or
Where the disclosure is to a public agency and such disclosure is necessary in the public interest.

We may also transfer your data outside of the jurisdiction in which it was collected for any of the Purposes, including to IPBA HQ. Where we transfer your data to a jurisdiction that does not have an adequate legal framework under applicable law, we will take all such measures as are required by applicable data protection law to ensure such information is safeguarded, including entering into contractual clauses to ensure that the recipient processor adopts such measures, controls and requirements as set out in the data protection regime applicable to such transfer.

HOW LONG WILL YOU KEEP MY DATA?
We will retain your personal data as long as is necessary to complete the Purposes. When assessing the appropriate retention period, we will consider the nature, amount and type of personal data we hold and the potential risk of harm from authorised use of disclosure, any retention periods imposed by law and the Purposes for which the data is held.

YOUR DATA PROTECTION RIGHTS
The rights that you have in relation to your data will depend upon the data protection regime applicable to you.

You may exercise your rights by submitting your request via one of the follow methods:

Telephone number: +81-3-5786-6796.
E-mail:ipba@ipba.org. Attention: the ‘Data Protection Officer‘.
Office address: IPBA Secretariat, Roppongi Hills North Tower 7F, 6-2-31 Roppongi, Minato-ku, Tokyo 106-0032 Japan. Attention it to the ‘Data Protection Officer’.

The rights you have may include the following and we will endeavor to grant the rights set out below irrespective of which data protection regime applies to you:

AUTOMATED PROCESSING
We do not take decisions solely based on personal data processed using automated tools.

MARKETING OPT OUT
We will not send you marketing messages. All communications you receive form us will be with reference to the Conference. IPBA HQ may send marketing messages, in which case the IPBA HQ Policy will apply and you may opt of such marketing communications by following the opt out provisions set out in the IPBA HQ Policy.

ADMINISTRATION AND SAFEGUARDING
We will make reasonable efforts to ensure that your personal data is accurate and complete. However, this means that you must also update us of any changes in your personal data that you had initially provided us with. We will not be responsible for relying on inaccurate or incomplete personal data arising from you not updating us of any changes in your personal data that you had initially provided us with.

We have also taken commercially reasonable efforts to take appropriate precautions and preventive measures to ensure that your personal data is adequately protected and secured. Appropriate security arrangements have been taken to prevent any unauthorized access, collection, use, disclosure, copy, modification, leakage, loss, damage and/or alteration of your personal data. However, we cannot assume responsibility for any unauthorized use of your personal data by third parties which are wholly attributable to factors beyond our control.

UPDATES TO THIS PRIVACY POLICY
As part of our efforts to ensure that we properly manage, protect and process your personal data, we will be reviewing our policies, procedures and processes from time to time. We reserve the right to amend the terms of this Privacy & Cookie Policy at our absolute discretion. Any amended Privacy & Cookie Policy will be posted on our website and can be viewed at https://www.ipba2023.org.

You are encouraged to visit the above website from time to time to ensure that you are well informed of our latest policies in relation to personal data protection.