ValGenesis Events Data Policy

1. Recording, Photography, Livestreaming, and Similar Capture

We (and service providers working for us) may take photos, make audio/video recordings, live stream, and capture other Event content. This may include screenshots, chat messages, Q&A, poll responses, whiteboards, and shared screens. These materials may include Your image, voice, name, job title, company/affiliation, biographical information You provide, and statements. We call all of this “Recordings.”

By registering for or participating in an Event, You allow us to:

1. record or capture Your participation;

2. use and edit the Recordings (e.g., trim, caption, transcribe, translate, or make clips), and publish, display, share, transmit, broadcast, livestream, and store them in any media now known or later developed; and

3. use the Recordings for lawful purposes, including

   1. running and improving the Event,

   2. internal training and education, and

   3. if You give the optional consent above (where required), external marketing, advertising, publicity, and promotions.

We may label Recordings with Your name and affiliation (for example, Your employer/company) based on what You provide during registration or participation.

2. Presentation Materials; License to Use; Speaker/Presenter Terms

If You speak, present, moderate, or provide any slides, papers, demos, handouts, templates, recordings, or similar materials for an Event (together, “Presentation Materials”), You give us a worldwide, non-exclusive, royalty-free, fully paid, transferable, and sublicensable license to use the Presentation Materials.

We may copy, share, display, perform, edit, translate, excerpt, and create adapted versions of the Presentation Materials, but only for:

1. running, hosting, and improving the Event;

2. internal education and training; and

3. external marketing and promotions (subject to Section 6 and any consent choices You make that apply to personal data in the Presentation Materials or Recordings).

You confirm that You have the rights and permissions needed to share the Presentation Materials and to grant this license, and that doing so does not violate anyone else’s rights (including confidentiality and intellectual property rights).

You are responsible for what You share. Do not disclose confidential information, restricted information, or personal data that You do not have the right to share (including third-party confidential information).

3. Ownership; No Compensation; Waiver and Release (to the extent permitted by law)

As between You and us, we own the Recordings.

You will not be paid (and You will not receive royalties or other compensation) for our creation or use of the Recordings as allowed by the agreement to this Policy.

To the extent permitted by law, You waive publicity/privacy (or similar rights) in the Recordings and release us and our Affiliates, employees, contractors, and agents from claims arising from our authorized use of the Recordings (including claims for defamation, invasion of privacy, right of publicity, or misappropriation).

4. Practical Limits; Recorded Areas and Virtual Sessions

We may offer limited ways to reduce chances You appear in some Recordings (for example, “camera off” guidance, name-display settings, or designated areas at in-person venues). But we cannot promise You will not appear - for example, in group shots, audience views, Q&A, chat, or other interactive parts of the Event.

If You turn on Your camera or microphone, ask questions, post in chat, respond to polls, or share Your screen, that content may be captured in the Recordings.

5. Minors

The Event is not intended for anyone under the age of eighteen. If we allow a minor to attend, a parent or legal guardian must give written consent in a form we approve before the minor participates.

6. Privacy Information for the EEA/UK/Switzerland (GDPR/EEA Privacy Laws)

This Section 6 applies if You are in the European Economic Area (“EEA”), the United Kingdom, or Switzerland (together, “EEA/UK/CH”). It explains how we use Your personal data for the Event and provides the information required by GDPR/UK GDPR and Swiss privacy law (including GDPR Articles 13 and 14).

6.1 Controller and Contact.

The controller (the company responsible for Your personal data) is VALGENESIS EMEA BV, Evert van de Beekstraat 1-104, 1118 CL Schiphol, Netherlands (“Controller”).

Data Protection Officer / Privacy Contact: privacy@valgenesis.com.

6.2 What personal data we use.

Depending on how You participate, we may process:

1. registration and profile data (for example, name, email, company, job title, country, and similar details);

2. Event participation data (for example, attendance, session choices, Q&A, chat, poll responses, and other interactions);

3. technical and usage data (for example, IP address, device identifiers, browser/app information, and log data), where provided by the Event platform or collected for security and access; and

4. Recordings (for example, audio/video/images, Your statements, and any personal data You choose to share during the Event).

6.3 Why we use Your personal data (and the legal basis).

We use Your personal data for the purposes below. For each purpose, we list the GDPR legal basis we rely on (as applicable):

1. Event administration (registration, access, support, logistics, communications, and delivering the Event): contract (GDPR Art. 6(1)(b)) and/or legitimate interests (Art. 6(1)(f)).

2. Security and integrity (preventing fraud/abuse and protecting the Event and participants): legitimate interests (Art. 6(1)(f)) and/or legal obligation (Art. 6(1)(c)).

3. Recordings for Event operations and internal training (including quality improvement and, where offered, maintaining an Event archive for participants): legitimate interests (Art. 6(1)(f)) and/or contract (Art. 6(1)(b)), depending on the Event.

4. External marketing/publication of Recordings that identify You (for example, posting on our websites, social media, or third-party video platforms): consent (Art. 6(1)(a)) where required. If You do not give this optional consent—or if You withdraw it—we will stop using Recordings that identify You for external marketing/publication going forward, subject to Section 7 and practical/technical limits.

5. Legal compliance and responding to requests from courts, regulators, or law enforcement: legal obligation (Art. 6(1)(c)) and/or legitimate interests (Art. 6(1)(f)).

6.4 Special category data.

Please do not share “special category” data during the Event (for example, health data, biometric data, or information about racial/ethnic origin, political opinions, religious beliefs, or trade union membership).

If You choose to share special category data during the Event (for example, in Q&A or chat), we will use it only as needed for the purposes in this Policy and only where we have a valid legal condition under GDPR Article 9 (including explicit consent where required).

6.5 With whom we share Your data.

We may share personal data with:

1. our Affiliates;

2. service providers that help us run the Event (for example, registration, webinar hosting, captioning/transcription, analytics, and content hosting); and

3. third parties when required by law or when needed to protect our legal rights and participants’ safety.

6.6 International transfers.

We may transfer Your personal data to countries outside the EEA/UK/CH. Some of those countries may not provide the same level of data protection. When we transfer data, we use appropriate safeguards (for example, adequacy decisions and/or Standard Contractual Clauses, and where applicable the UK International Data Transfer Addendum), plus additional measures where required.

6.7 How long do we keep data?

We keep personal data (including Recordings) only as long as reasonably necessary for the purposes in this Policy, considering the type of Event, how the content is shared, and legal requirements.

6.8 Your rights.

Depending on Your location and subject to legal limits, You may have the right to:

1. access Your personal data;

2. correct inaccurate or incomplete personal data;

3. delete Your personal data;

4. restrict processing;

5. receive a copy of Your personal data (data portability); and

6. object to processing (including processing based on legitimate interests).

If we rely on Your consent, You can withdraw it at any time. Withdrawal will not affect processing that happened before You withdrew consent.

6.9 Complaints.

You can complain to Your local data protection authority in the EEA/UK/CH.

6.10 Automated decision-making.

We do not use Your Event personal data for automated decision-making that has legal or similarly significant effects on You.

6.11 Whether You must provide data.

Some information (for example, contact and registration details) is required to register You and run the Event. If You do not provide required information, we may not be able to give You access.

7. Removal Requests and Withdrawal of Consent

If You ask us to remove a specific Recording that clearly features You, we will review Your request in good faith. However, we may not be able to remove it (or we may only be able to partially remove it) if:

1. Your appearance is not reasonably separable;

2. removal would materially harm the content (for example, a panel recording);

3. we must keep it for legal or compliance reasons; or

4. it has already been widely shared, including reposts by third parties.

If we relied on Your consent for external marketing/publication, You have the right and ability to withdraw that consent as described in Section 6.

Withdrawal applies going forward. It may not remove content that has already been published or reposted by others.

8. Third-Party Sites and Platforms

The Event or Recordings may be hosted or shared through third-party platforms (for example, streaming platforms or social networks). Those third parties have their own terms and privacy policies, and we are not responsible for their practices.

9. Updates to this Policy

We may update this Policy from time to time. The version in effect when You register and/or participate applies to that Event unless we notify You of an update and You participate after the updated version takes effect.