PRIVACY POLICY

EVA GLOBAL EVENTS SA – PRIVACY POLICY
Effective date: 7 July 2025 (Updated version)

This section provides information about EVA. This Privacy Notice outlines how we use and protect any information we collect through our website. If you have any questions about our collection of your data, please contact us at info@eva-gva.com

1. Introduction

EVA Global Events SA (“EVA”, “we”, “us”), headquartered at Chemin de la Gravière 16, 1225 Chêne-Bourg, Switzerland, respects your privacy and is committed to protecting your personal data.
This Privacy Policy explains how we collect, use, and protect your personal data, whether collected through our website or as part of our event management and project delivery activities.

This policy applies to:

  • Website visitors

  • Clients and prospective clients

  • Event participants

  • Suppliers, partners, and collaborators

We act as a Data Controller when we determine the purposes and means of processing your personal data, particularly in the context of our website and direct communications. When acting on behalf of clients (e.g., managing registration platforms or guest data), we may act as a Data Processor under the client’s instructions.

Please read this Privacy Policy carefully. If you do not agree with its terms, please refrain from using our services or website.

2. What Data We Collect

Depending on your interaction with EVA, we may collect:

  • Website visitor data: IP address, browser type, operating system, pages visited, referring URLs, click behavior, scrolling, and timestamps. This is collected via Squarespace and cookies.

  • Client and participant data: Full name, email address, phone number, company, dietary or access requirements, travel data, accommodation preferences, and event participation data.

  • Third-party tool data: Information shared or accessed via platforms like Cvent, Airtable, Google Drive, and Microsoft SharePoint for event and project delivery.

We do not intentionally collect sensitive personal data unless explicitly provided and necessary (e.g., for accessibility or medical needs at events).

3. Purpose and Legal Basis

We process your personal data for the following purposes:

  • To maintain and analyze website performance (legitimate interest)

  • To respond to inquiries or provide quotations (contract or pre-contract)

  • To plan and deliver events as contracted (contractual necessity)

  • To comply with legal and regulatory obligations (legal requirement)

  • To ensure cybersecurity and prevent fraud (legitimate interest)

  • To send communications related to your services or events (legitimate interest or consent, where required)

4. Third-Party Tools and Data Transfers

As part of our services, we use third-party platforms including, but not limited to:

  • Cvent (event registration & communication)

  • Airtable (event planning and databases)

  • Google Drive (document sharing)

  • Microsoft SharePoint (client-facing project management)

We select service providers who adhere to strong data protection practices and where possible, are certified under recognized standards (e.g., ISO 27001, Privacy Shield, SCCs). Nevertheless, we do not control the technical infrastructure of these platforms and cannot guarantee absolute security against breaches or unauthorized access originating from any systems.

Where data is transferred outside Switzerland or the EU, EVA relies on the safeguards and compliance measures implemented by its third-party service providers, to support lawful data transfer under applicable data protection regulations.

5. Client and Participant Consent

Where applicable, and upon request of the Client in line with their event and service expectations, EVA will facilitate the collection of explicit consent from participants before using their personal data for specific purposes such as event registration, dietary accommodations, or marketing communications.

If requested, EVA will include appropriate consent clauses or checkboxes in project briefs, onboarding forms, or registration materials, in alignment with the Client’s instructions and EVA’s Terms & Conditions.

6. Data Retention

We retain personal data only as long as necessary for the purposes described above or as required by law. Event-related participant data is deleted or anonymized within 12 months following event closure unless agreed otherwise or legally required to retain it longer.

7. Your Rights

You have the right to:

  • Access the personal data EVA holds about you, which is limited to information collected strictly for the organization and delivery of an event, as agreed upon and requested by the Client;

  • Request rectification or deletion of such data;

  • Withdraw consent at any time, where applicable;

  • Request restriction of or object to the processing of your data;

  • Request the transfer of your data in a structured, machine-readable format (data portability).

To exercise any of these rights, please contact info@eva-gva.com. EVA will respond in accordance with applicable data protection laws and within the legally defined timeframes.

8. Data Security

EVA takes reasonable steps to protect personal data against accidental or unlawful destruction, loss, alteration, unauthorized disclosure, or access. This includes working with reputable third-party service providers that offer standard security measures.

However, EVA does not implement its own advanced physical, technical, or organizational security infrastructure beyond what is necessary for the execution of contracted services.

If you believe your personal data may have been accessed or compromised in connection with EVA’s services, please notify us immediately at info@eva-gva.com so we can review the situation accordingly.

9. Cookies and Analytics

Our website uses essential cookies and analytics cookies provided by Squarespace. Analytics cookies are used only when you accept them via the banner. For more information, see: The cookies Squarespace uses

10. Complaints and Supervision

If you are not satisfied with our handling of your personal data, you may lodge a complaint with the Swiss Federal Data Protection and Information Commissioner (FDPIC) or your local supervisory authority in the EU.

11. Updates to this Policy

We may revise this Privacy Policy to reflect legal or operational changes. Updates will be posted on this page with a revised date. Continued use of the site or services after an update indicates your acceptance.

12. Contact Us

EVA Global Events SA
Chemin de la Gravière 16, 1225 Chêne-Bourg, Switzerland
✉ info@eva-gva.com

Updated on 7 July 2025