Who we are:

Euro Petroleum Consultants (EPC) is a group of companies committed to ensuring the privacy of your personal data whilst also providing a personalised and valuable service. This Privacy Policy provides you information on why and how we process your personal data in the course of our business operations. Personal data means any data concerning a data subject or data with which a data subject can be identified with. Data subject is a term for a human being in accordance with data protection laws. We have tried to make this easy to read. If you need help understanding any of the terms used please see the definitions section at the bottom. For more details about the Euro Petroleum Consultants group please go to europetro.com/contact. Our companies are:

• Euro Petroleum Consultants Limited - 44 Oxford Drive, Bermondsey Street, London SE1 2FB, United Kingdom
• Euro Petroleum Consultants DMCC - AU Gold Tower, Office 32-I, Jumeirah Lakes Towers, PO Box 625766, Dubai, United Arab Emirates
• Euro Petroleum Consultants Sofia EOOD - 16, Simeonovsko Shose Blvd, Vitosha District, 17, Sofia, Bulgaria

Personal data we collect and why:

We process your personal data for the following purposes in the course of our business operations.

We collect any information you provide to us when you complete a form on our website or provide us with your details over the phone, by email or fax. This information might include your name, job title, company address, email address, phone numbers, fax number.

Why is the information collected and how is it being used:

All the information being collected is to provide you with services or information that you have requested from us such as attendance at our events or use of our consultancy services and to keep you updated about our other events and services that we believe may interest you.

In accordance with our legal requirements (GDPR 2016/DPA 2018) we process your personal data either because: 1. We have a registered “Contract” with you for you to attend one of our events with associated Terms and Conditions or 2. You have provided “Consent” by actively ticking a consent tick box on this website or 3. We are sending you information relevant to your business and role, which is called “legitimate interest”. Of course, you have rights related to your personal data which are outlined below.

Sharing of information:

Hotels and suppliers:

Information collected from you in relation to attending an event may be shared with third parties such as hotels, printers and any other suppliers or organisations that assist with the preparation and documentation of the event. In those cases, we will use all reasonable endeavours to ensure these third parties process your data securely and in line with legal requirements (GDPR2016/DPA2018).

Event App providers:

In-person events may use an Event app (the ‘Event App’) to enhance each delegate’s experience and facilitate interaction between delegates, speakers, sponsors and exhibitors. Use of the Event App (if applicable) will be at the discretion of each participant who will need to agree to the relevant Terms and Conditions and Privacy Policy of the app provider (whether it is a third party app or Euro Petroleum Consultants’ app). When using the Event App, information regarding delegate participation may be collected (or received from the third party app provider if applicable) e.g. presentations viewed, exhibition booths visited, materials downloaded etc by which delegates. Where you have provided consent (see sub-sections below ‘Sponsors and Exhibitors’) we may share details of this information received with the sponsors and exhibitors of that specific event to maximise the productivity of the event in connecting attendees. We will use all reasonable endeavours to ensure these third parties process your data securely and in line with legal requirements (GDPR2016/DPA2018). The Event App may enable private messaging between delegates and sharing of business cards. This data will be stored securely and accessible only to the delegates involved.

Virtual platform providers:

Virtual events may be held via our online platform or a third party platform provider and delegates will be required to agree to the relevant Terms and Conditions and Privacy Policy of the event platform provider accordingly prior to the event commencing. During a virtual event, information regarding delegate participation may be collected (or received from the third party platform provider if applicable) e.g. presentations viewed, exhibition booths visited, materials downloaded etc by which delegates. Where you have provided consent (see sub-sections below ‘Sponsors and Exhibitors’) we may share details of this information received with the sponsors and exhibitors of that specific event to maximise the productivity of the virtual event in connecting attendees. We will use all reasonable endeavours to ensure these third parties process your data securely and in line with legal requirements (GDPR2016/DPA2018).

Delegate lists:

We may share the following delegate lists for each event:

• General Delegate List – this list includes job title, company name and country only (no personal details). This list is used on the event website and during the event promotion.
• Event App Delegate List – this list includes name, job title, company name and is visible on the Event App (only accessible by the registered participants of that event). You can choose to add/remove details e.g. telephone number, email, linked-in profile, bio etc
• Sponsors and Exhibitors Delegate List – this list includes name, job title, company name, country, email and telephone number only - - this list is shared with the event sponsors and exhibitors (see further details below in sub-section ‘Sponsors and Exhibitors’) only if you have provided consent for your details to be shared (tick-box option at registration).

Sponsors and Exhibitors:

When registering for an event, you will be required to agree to our Terms and Conditions and Privacy Policy. You will separately be asked if you consent to your contact details (name, job title, company, country, email address and telephone number) to be shared with the sponsors and exhibitors of that specific event. For Virtual Events and in-person events using the Event App, we may also share details of your relevant participation in the event with the sponsor/exhibitor e.g. if you have viewed the sponsor’s presentation or exhibition booth and which materials have been downloaded.

We will share your details with the sponsors and exhibitors, in a secure manner, for the sponsors to then contact you, if desired, within a reasonable time following the event. Sponsors will not be permitted to share your details onwards to any third parties. If you provide consent for us to share your details with sponsors in this way, you agree to be contacted by the sponsors within a reasonable time following the conclusion of the event. For any subsequent communication, the sponsor will be required to obtain your consent for that directly.

You can revoke your consent provided to us at any time by emailing privacy@europetro.com. The request will be processed and will apply from that date onwards for any data sharing with the sponsors.

During an Event, if you choose to share your business card/virtual business card with the event participants, you are providing consent to share your contact details with them and to be contacted by them.

We do not sell any of the information we collect nor share for promotion purposes with any third parties in the ordinary course of our business.

EPC Event Management Services only (for Third Party Client events):

Where EPC is providing event management services only to a Third Party Client for the Client’s own event which you are attending or have registered your interest for, your data may be shared as set out in this section ‘Sharing of information’ where applicable.

In addition, where notified at the point of registration, your details may be shared with the Third Party Client and used in accordance with Client’s Privacy Policy.

Compliance with local legal requirements:

Depending on the location of an In-person Event, EPC as the Event organiser, may be legally required to share delegate details (e.g. name, nationality and contact details) with the relevant authority to comply with local laws.

E.g. Entry tickets to all events in Dubai must be supplied by Dubai’s Department of Economy and Tourism (DET) e-ticketing service. DET is the principal authority for the planning, supervision, development and marketing of tourism in Dubai. For our events held in Dubai, DET requires Euro Petroleum Consultants DMCC, as the Event Organiser, to provide delegates’ details such as, but not limited to, name, email, mobile number, nationality etc, and, where applicable (i.e. for event speakers), passport details and Emirates ID. If you have further questions about the DET e-ticketing service they can be contacted on etix@dubaitourism.ae.

Sharing of others information:

You may only share the personal data of another person with us where you have their express permission.

Storing of information and your rights:

All personal data we process is stored by us on our servers situated inside the European Economic Area (EEA).

For certain events and projects your information may be processed outside of the EEA. In such circumstances, we will take all steps necessary to ensure that all of your information is protected and processed in accordance with legal requirements (GDPR2016/DPA2018).

Our retention period for your personal data depends on the purposes for which we process your personal data. We inspect the necessity of the personal data stored regularly and keep records of the inspections. We will retain your information for a maximum of 7 years unless you request to be removed from our data-set before that time. You can ask at any time to be removed from our database, to see what personal data we have about you or to have your details corrected by submitting a request by mail to: privacy@europetro.com.

In addition to the above, all our email communications contain an “unsubscribe” function which if used will tell us that you no longer wish to receive that particular communication. In accordance with industry best practice guidelines, we may retain your information (including your election to opt out) for a reasonable amount of time to make sure that we do not contact you in the future.

We may use automated means of processing to match attendees in accordance with their interests and expertise with suitable events, organizers and other attendees. Therefore, the processing enhances the user experience of the attendees. As our automated means of processing is an integral part of our service, the automated processing is carried out as a part our customer relationships with attendees.

Providing your personal data to us:

You confirm that the contact information you have given is for the purpose of business communications. If you have provided a non-business domain email address (such as, but not limited to, gmail, hotmail, etc.) you are doing so in the context of it being used for your business and not personal interactions with Euro Petroleum Consultants.

Your personal data protection rights:

You have the following rights with regards your personal data:

Privacy policies updates:

This policy may be subject to change and we reserve the right to update when necessary. Updated privacy policies will be made available on our website. Last update on 15^th August 2023.

Third parties content:

Some of our websites may contain content and links to other websites that are operated by third parties. We don’t control these third-party websites (including whether or not they store cookies) and this Privacy Policy does not apply to them. Please consult the Terms and Conditions and Privacy Policy of the relevant third-party website to find out how that site collects and uses your information and to establish whether and for what purpose they use cookies.

Cookies:

We use "cookies" and other technologies such as pixel tags and web beacons. These technologies help us better understand user behaviour, tell us which parts of our websites people have visited, and facilitate and measure the effectiveness of advertisements and web searches. We treat information collected by cookies and other technologies as non personal information. However, to the extent that Internet Protocol (IP) addresses or similar identifiers are considered personal information by local law, we also treat these identifiers as personal information. Similarly, to the extent that non-personal information is combined with personal information, we treat the combined information as personal information for the purposes of this Privacy Policy.

We also use cookies and other technologies to remember personal information when you use our website, online services, and applications. Our goal in these cases is to make your experience with Euro Petroleum Consultants more convenient and personal. For example, knowing your country and language helps us provide a customized and more useful website experience.

As is true of most internet services, we gather some information automatically and store it in log files. This information includes Internet Protocol (IP) addresses, browser type and language, Internet service provider (ISP), referring and exit websites and applications, operating system, date/time stamp, and clickstream data. We use this information to understand and analyse trends, to administer the site, to learn about user behaviour on the site, to improve our product and services, and to gather demographic information about our user base as a whole. We may use this information in our marketing and advertising services.

Definitions:

Here are some helpful definitions to help with your understanding of this document.

• Privacy Notice or Policy means a data protection document that has been drafted according to Articles 13 and 14 of the GDPR, and with which the controller may inform its data subjects of the ways their personal data is processed.
• Controller means the party that is in charge of the personal data processing activities.
• Data subject is a term for a human being in accordance with data protection laws.
• Personal data means any data concerning a data subject or data with which a data subject can be identified with.