Shanghai Horizon Exhibition Co., Ltd. Privacy Notice

Introduction and who we are

Shanghai Horizon Exhibition Co., Ltd. (hereinafter referred to as "we/us/our") connects specialists all over the world through events. Therefore, in order to fully respect your privacy, please carefully read and understand this Privacy Policy (hereinafter referred to as this "Policy") before you agree to submit your personal data to us. This Policy will explain how we collect, use and protect your personal information when you register with and participate in the World Breakbulk Expo which was held by us. Please read this Policy carefully.

Updating your information and marketing preferences

We want you to remain in control of your personal data. We try to ensure the personal data held about you is accurate and up to date. We will always provide the opportunity to unsubscribe or opt out of future marketing communications.

Information on how to unsubscribe or opt out will be provided on every marketing email we send you. However, if at any stage you would like to update and/or correct such personal information, or opt-out of future marketing communications, you can request this via our request form or by sending an email to us: marketing@wbx-sh.com.

What we collect

Personal data we may collect or process about you when you use our products and services, and that we may receive from other sources includes:

• Contact details such as name, email address, postal address and telephone number;

• Nationality and professional information;

• Demographic information such as gender, age and birth date;

• Usernames and passwords;

• Payment information, such as a credit or debit card number or bank account details;

• Comments, feedback, ratings, posts and other content submitted, including survey information and interactions with our chatbots;

• Interests and communication preferences, including marketing permissions where appropriate;

• Images, including photographs and video footage, for example via CCTV or cameras in our mobile apps, or where we require a photograph on an event badge for security purposes, including biometric data for identification, or crime prevention purposes;

• Information verifying your identity such as passport details to comply with legal obligations in certain countries and to provide visa invitation letters where requested;

• IP address, website and communication usage information, such as correspondence and details of your use of our website and services obtained through cookies or other tracking technologies.

For personal information collected under this policy, such as event credential photographs, passport details, and credit/debit card or bank account information, specific authorisation scenarios are as follows:

• Passport details: Used solely for processing your visa invitation letter;

• Credit card/bank account information: Used solely for encrypted processing when settling event-related fees;

• Event ID photograph: Used solely for event identity verification and security management.

This personal data relates to the following categories of people:

• Prospects, customer contacts, subscribers and users in respect of our services and products;

• Visitors, sponsors, exhibitors and speakers at our events;

• Contacts of our service providers and business partners.

We may collect this information directly from you when you register for an event or engage with our services and/or platforms. We may also collect this information from third party partners and public sources to the extent permitted by applicable data protection law and Person Information Protection Law. In some cases, the data we collect from third parties is provided in a de-identified form and we are only able to connect it to you, if, and when you enter your email address on one of the WBX sites.

Data collected by third parties at our events

In some cases, third parties attending our events may collect information about you, for example by taking a photograph of your business card on the registration system, or by scanning your visitor badge. We are not the data controller of this data, cannot access the data and are not responsible for third party use. For further information, please refer to the privacy policies of the relevant third parties or the terms of service of the relevant apps.

Children's personal data

Most of our services and products are directed at business professionals and are not intended for children under the age of sixteen. For the majority of our events and services we do not knowingly collect personal data from users in this age group and reserve the right to delete such information if we become aware of having collected it. 

How and why personal data is used

Product enquiries, sales and administration

If you have made an enquiry about us or our products or services, either online or over the phone, your personal data will be used to respond to the enquiry or to take other steps at your request, prior to you entering into a contract with us.

If you have purchased or registered for one of our products or services, including on a trial basis, we will use your personal data, including bank or card details, to provide you with the product or service, communicate with you about it, handle payments and recover any debts.

To include professional information in our products and consulting services

If your professional personal data is relevant to our products and is freely available through public sources, such as a website related to your work or profession, listed directories, press releases, industry publications, or if you provide it to us, to the extent permitted by applicable data protection laws, we may use such personal data in the products we provide to customers, for example in subscription products, research, industry analysis and insights. We may also check your information against the information listed on available databases, to identify and verify your professional status.

If you make an enquiry or engage us to provide consulting services or research/analysis, we will collect information such as your name, country, job title, company information, postal address, e-mail address and telephone number. We will use your personal data to respond to the enquiry or to fulfil consulting services.

For event and exhibition management

If you participate in one of our events as a speaker, sponsor, exhibitor or attendee, your personal data will be used in connection with the running of the event, to handle payments and recover debts. This includes our legitimate business interests in carrying out logistic, administrative and analytics activities, to ensure our events run smoothly and so that we can offer an improved experience for our customers.

We may also use your personal data to maintain databases that allow us to assess your qualities as a speaker or sponsor/exhibitor, promote events and encourage further engagement at our events, and to request references in certain circumstances.

After asking for your concentration, we may share your personal data with exhibitors at the event you are going to attend, so that they can contact you in advance and arrange to meet with you during the event.

In addition, photos and videos are taken at our events, which may feature attendees, speakers, sponsors or exhibitors. Where we have taken photos and videos at our events that feature you as an attendee, sponsor or exhibitor, to the extent permitted by applicable data protection laws, those photos and videos may be used for promotional purposes. Third parties may also take photographs at our events, for example to maintain a record of stands or exhibitors they have visited. These third parties may also use your biometric information from your photograph to find pictures of you have taken during the event, to share these pictures with you. Such processing will not take place without your explicit consent. We are not responsible for the collection or use of images taken by third parties.

Where events and exhibitions use badge scanning technology, your personal data will be used to identify you at certain access points, such as to access VIP areas, seminars, entry and exit in other areas of the event. This will provide certain location information. Badges cannot be read remotely.

The personal data obtained from badge scanning will be used for access control, security and analyzing visitor traffic with a view to improving the event experience for visitors and others. We may also use de-identified image data taken from cameras and/or location data collected via a mobile phone app and Bluetooth beacons to analyse visitor traffic and/or to assess attendance at particular seminars or presentations. This data may be shared with the relevant exhibitors.

Should we employ "ID photo recognition" technology at the exhibition entrance for identity verification, we shall fulfil our obligations in advance through the following measures:

1. We shall explicitly inform you via the event registration confirmation SMS/email that we will utilise ID photo recognition technology for identity verification, alongside stating the purpose of such use;

2. By registering for the event, you indicate that you "agree to the use of my ID photo for identity verification during the event";

3. ID photos are solely used for real-time identity verification during the event. Facial feature data collected during recognition will not be stored, and all recognition records will be deleted upon the event's conclusion."

Where we are hosting and managing a virtual exhibition or event, we (and any third-party platform provider acting on our behalf) will use your personal data provided during the registration process to host and manage this digital event; and also, for analyzing visitor interactions and traffic with a view to improving the event experience for visitors and provide you with a personalized experience.

When you enter virtual spaces, zones or rooms such as an exhibition booth, your personal data may be shared with the sponsor and exhibitor to allow them to engage with you subject to the attendee privacy notice you may have been provided during the registration and login process.

For marketing

We may use your personal data to send you newsletters, offers or other marketing emails that keep you up to date with our news, events and products that may be of interest. Depending on the nature of your interaction with us and applicable data protection laws, you may have actively given us your consent (i.e. opted in) or we may be entitled to rely on your implied consent or legitimate interests to market to you. The opportunity to opt out of future marketing will always be provided, and you have the right to amend your marketing preferences at any time (see Your Rights section).

In some circumstances, where you have provided your mobile telephone number, we may send marketing SMS/text messages or call you for marketing purposes, in accordance with applicable local laws. We may also send postal mailings with information on new products and events, where we have a lawful basis to do so, and you have provided us with your postal address.

Many of our events and products are co-branded or sponsored by third party exhibitors or sponsors. We may share your details with these third-party partners. Where this happens, a clear notice will be provided, and you will have the opportunity to opt out or opt in to such sharing as required by applicable data protection laws. The third party partner's use of your details will be in accordance with the notice provided and its privacy notice, and is not covered by this Privacy Notice.

For our client-facing marketing services

We will combine the personal data that they collect from you, including much of the information in the "what we collect" section above, with personal data collected from certain trusted third-party sources and use this information to create profiles in order to determine your/your company's commercial interests.

For example, we will collate the information you provide as part of your registration for events, information you generate in connection with your attendance at events, information obtained by us using first party cookies and tracking technology on our websites and certain information we obtain from third parties (such as data providers) to analyse, segment and determine which marketing segments you fall within.

This information can then be used by, or for the benefit of, our clients in different ways as part of our marketing service offering to enable these clients to undertake tailored and targeted advertising campaigns. Our clients can present individuals with information about products and services that our clients think will be of interest to them via various channels based on the marketing segments we have developed and allocated individuals to. In many cases, these advertising campaigns are run by us on behalf of clients without us ever sharing any personal data with the relevant clients (including via marketing emails, and social media channels and our advertising partners who facilitate advertising on third party sites). In other cases, we may provide client's information that the client is unable to use to identify you in order for them to instigate their own marketing campaigns. These activities are undertaken based on your consent to receive marketing communications.

In social media

We may use your personal data to undertake advertising campaigns on social media platforms such as LinkedIn, X and Facebook in order to provide information about upcoming events or new products and to ensure you only receive relevant advertising about our products and services. We may share your personal data with social media platforms so that you see advertising about our, or our partners', products and services that we think you will be interested in when you interact with the relevant social media platform. We may also share your personal data with social media platforms to help us present relevant advertising to individuals who the social media platforms determine are likely to have similar interests to you.

We maintain a presence on social media platforms, through our company and brand pages. We collect personal data when you interact with us on social media. Please note that these social media platforms may set cookies and other tracking technologies on your device when you visit their pages and when you navigate from their pages.

These platforms may share information with us about your visits to our pages (usually for statistical purposes to see how users interact with our content on social media platforms). The social media platforms are responsible for how they handle your personal data and information about their collection and use of your personal data can be found in their respective privacy notices and cookies notices.

For surveys

We may use your personal data to undertake research surveys for ourselves or on behalf of a third party. This includes your contact information, pseudonymised demographic information and any feedback or answers you provide. Surveys may be carried out digitally or face-to-face.

For customer and prospect management (including analytics and product management)

The personal data held about you, combined with other personal data legitimately obtained and shared with us by third parties or publicly available data, may be used to better understand our customers and their preferences and to improve the products and services delivered. This may include automated profiling and campaign management techniques.

Data may also be used in advertising campaigns on social media platforms such as LinkedIn, X and Facebook in order to provide information about upcoming events or new products and to ensure you only receive relevant advertising about our products and services as described above.

For website analytics

When you visit our websites, we may combine session information or other information collected through tracking technologies, whether you are logged in or not, with personally identifiable information to understand and analyse your online experiences, improve the efficiency and operation of our websites or services and determine which events, products and services are likely to be of interest to you.

Our marketing-related emails contain a campaign-unique "tracking code" to tell us whether emails are opened, and combined with other technology, to verify any clicks through to links within the email. We may use this information for purposes including determining which of our emails are more interesting and to query whether users who do not open our emails wish to continue receiving them.

Where you subscribe to an online service, the accompanying emails similarly include a tracking code. We track interaction with these emails and our online services to validate attendance for accreditation purposes, to help determine which information is of interest to you and to customize the advertisements seen on our sites. We will do our best to provide you with choices, but we do not promise to be able to receive or comply with the Web browser's "Do Not Track" signal, when you use our website.

For news alerts

We collect when you sign up for news alerts is used to provide that service, and to understand the background and interests of our subscriber list.

In providing the service we gather statistics about how many emails are opened, using industry standard technologies including image downloads. This is to help us monitor and improve the news alerts service and information is collected and analyzed at an aggregate level only.

With your permission, from time-to-time we may use your registration details to contact you about the news alerts service. You can unsubscribe from the service at any time using links provided within our emails.

For fulfilment of our legal obligations, including anti-fraud or anti-crime measures and screening

It is industry standard for companies to access and use certain personal data to prevent fraud and other crimes, as may be required by applicable law and regulation and best practice at any given time. If false or inaccurate information is provided and fraud is identified or suspected, details may be passed to fraud prevention agencies and may be recorded by us or by them.

To ensure we comply with international trade sanction laws and regulations, where appropriate customers, vendors and suppliers are screened against applicable sanctions lists.

We may also collect categories of personal data required by local law in order to obtain an event license or to respond to queries or requests made by law enforcement.

Processing of Facial Images / Video Footage Captured by Security Surveillance

To maintain public order and safeguard personnel and property at the exhibition venue, security surveillance equipment (including cameras) will be installed in public areas (such as main entrances, exhibition hall corridors, high-value exhibit zones, and emergency exits). The processing rules for facial images and video footage captured by such equipment are as follows:

• The precise locations of security surveillance equipment will be displayed on notice boards at exhibition entrances. Footage and video captured by surveillance cameras shall be used solely for security traceability purposes. It shall not be utilised for marketing promotions, user profiling, or any other non-security-related objectives, nor shall it be shared with non-security-related third parties;

• Security surveillance footage shall be retained for 'one month following the conclusion of the exhibition event. Upon expiry of this period, the footage shall be permanently destroyed through data overwriting and physical shredding. Should security incidents necessitate extended retention, we shall notify attendees via our official website's 'Privacy Policy Update Notice', SMS, and email regarding the reasons for extension and the new retention period prior to implementation. Concurrently, we shall report such extensions to the local public security authorities;

• Surveillance footage is encrypted and stored on dedicated servers. Access operations generate logs (including user, time, and action details) retained for one year for compliance auditing purposes.

How we protect personal data

We recognize the importance of protecting and managing personal data. Your personal data will be treated with the utmost care and security.

We use a variety of physical and technical measures to keep personal data safe and prevent unauthorised access to or use or disclosure of it. Electronic data and databases are stored on secure computer systems with control over who has access to information using both physical and electronic means. Our colleagues receive data protection training and there is a set of detailed security and data protection notices which colleagues are required to follow when handling personal data.

While we take all reasonable steps to ensure that personal data will be kept secure from unauthorised access, we cannot guarantee it will be secure during transmission by you to a website or other services, as we do not control that transmission. We make use of HTTPS (HTTP Secure) whereby the communication protocol is encrypted via Transport Layer Security (TLS) for secure communication over a computer network. The website is loaded via the HTTPS protocol (indicated by a lock icon), ensuring that the data transmission to the data controller we are responsible for operating is protected by authorization from official security certificate authorities.

International transfer of personal data

We put in place appropriate protection, including Standard Contractual Clauses where applicable, to make sure your personal data remains adequately protected and is treated in line with this notice and applicable data protection laws.

If we need to transfer your personal information outside of China (such as when entrusting overseas IT service providers to store data), we shall strictly comply with the Personal Information Protection Law and relevant regulations, fulfilling the following obligations:

We shall clearly inform you of the following details:

• The name, country/region, and contact details of the overseas recipient;

• The scope of information transferred and the purpose of transfer;

• We shall enter standard contractual clauses with the overseas recipient. Should you wish to review these, you may submit an email request to us.

Certain country specific requirements apply to this section, as listed below in the country supplements below.

Third party links

This website contains links to other websites. We are not responsible for the privacy practices of these websites and do not accept any liability in connection with their content. We recommend reviewing the privacy notice of each third-party site linked from this website to determine its use of your personal data.

Who personal data is shared with

As an event organizer to provide you with our services and products, your information may be shared for specific reasons.

Sharing with Service Providers

We may share your personal data with third parties who assist in providing our products and services and administering our business. These include IT and marketing technology host suppliers, web and data hosting providers, mailing houses, ad servers, logistics and general services contractors, debt collection agencies, onsite health and safety partners, event registration partners, sales platform providers, communication tool providers, stand designers/builders/fitters, suppliers of sponsorship/marketing/PR collateral and other event collaboration partners. Personal data will only be shared with third parties if and to the extent it is necessary for them to provide our products and services to you. We only share the minimum necessary information with service providers for their service delivery, explicitly prohibiting them from using your information beyond the service scope. We conduct regular compliance checks on service providers, who must comply with contractual obligations to protect the personal information you shared with us.

Sharing with other Organizations

We may share your personal data, including contact details and product or service interaction with trusted partner organizations for their marketing purposes, in accordance with local data protection laws and where required, with your permissions.

We may share your personal data with clients and data providers in connection with the marketing services, who are bound to process that data strictly in compliance with applicable law.

In connection with legal or regulatory obligations

We may process your personal data to comply with our legal and regulatory requirements or to respond to regulators where applicable. This may include disclosing your personal data to third parties, the court service and/or regulators or law enforcement agencies in connection with inquiries, proceedings or investigations by such parties anywhere in the world or where compelled to do so.

In some circumstances, we may be legally required to disclose your personal data because a court, the police, another judicial or law enforcement body or government entity has asked us for it.

How long your information is kept

These criteria ensure that personal data is retained responsibly, in line with best practices and regulatory obligations.

We may continue to retain this personal data after we have ceased such uses for certain legitimate business purposes. For example, if you have opted out of marketing communications from us, we will retain limited details about you to ensure we can honour your opt-out request.

Furthermore, regarding sensitive personal information (such as passport details and financial account information): we retain such data only until the specific purpose for which it was collected is fulfilled, after which it is promptly deleted. Should legal requirements (such as litigation or regulatory investigations) necessitate an extended retention period, we shall inform you of the reasons for the extension and the new retention period.

Contact us

For any questions about this Privacy Policy or our use of your information, you can contact us.

You can also contact us at No.850, Bocheng Road, Pudong New Area, Shanghai, China or email MARKETING@WBX-SH.COM.

We will reply to you within 5 working days upon receiving your email and will wholeheartedly address any of your privacy concerns. However, you always have the right to complain to any supervisory authority or other public body with responsibility for enforcing privacy laws in your country. 

Changes to this Privacy Notice

To keep up with changing legislation, best practice and changes in how we process personal data, we may revise this Privacy Notice at any time. Depending on the nature of the changes, we may update you via email if we have your personal data; or we may update the Notice without notice by posting a revised version on this website. To stay up to date on any changes, check back periodically. In addition, we shall promptly notify you of any policy changes via email or text message.