ATTENDEE IDENTIFICATION
Full particulars of Attendee must be submitted to Udenz for approval and registration before they may be admitted to the summit. As the personnel are approved by Udenz (‘authorised personnel’) they will be issued *E-badges for identification and admission purposes. Attendee shall procure that authorised personnel:

• Display their badges conspicuously whilst in the Venue; and
• Do not pass their badges to other persons.

* Attendees must wear the identification badges issued by the Organiser at all times. Additional attendees/staff will be permitted upon payment of the relevant registration fees.

* Attendees who did not print their badges may have it printed at the on-site printer section for a fee.

NOTE: For verification purposes, Udenz shall reserve the right to request for any identification.

DATA PROTECTION (Please refer to ANNEX 1 for extensive information)

• Udenz may collect and process personal company data, which may include personally identifiable data such as the contact person’s email, address and contact number (“personal data”) in order to perform its obligations pursuant to this Terms and Conditions as well as to provide Attendees information about future events. Udenz will mainly collect the personal data directly from Attendees when they complete the Application Form or through other approved Udenz third party service providers. Provision of the personal data would be mandatory. Without such information Udenz may not be able to perform its obligations under this Terms and Conditions, such as to contact the Attendee with anything related to the registration/Event (if any).
• Such data will generally not be transferred or shared with any other entity, though there may be disclosure or sharing of personal data for purposes of compliance with laws, regulations or directives by regulators or authorities. By submitting personal company data to Udenz and signing the application form, Attendee’s expressly consent, on behalf of their officers and employees, to the transfer and processing of that personal company data in the UAE and elsewhere.

*Compliance with all applicable data protection laws is of the utmost importance, this also includes the European General Data Protection Regulation of May 2018 (Regulation (EU) 2016/679) (the GDPR). Where shared Personal Data that constitutes EU Personal Data is transferred by the Organiser in a location outside of the European Economic Area “EEA”, the Organiser shall comply with its obligations pursuant to Chapter 3 of the GDPR (Rights of the data subject) and Part V of the PDPA (Access to and Correction of Personal Data).

• Consent and rights of the Attendee
• By agreeing to these Terms and Conditions, the Attendee consent to the collection and use of his/her personal data as outlined in this Statement, including the use and provision of his/her personal data for direct marketing. Please send requests to access or correct data, to cease communications, and questions or complaints to: E-mail: support@udenz.ae
• Attendees’ information is kept on Udenz group companies’ database and used by Udenz group companies to assist in providing selected products and services which may be of interest to the Attendees and which will be communicated by letter, phone, fax, email, or other electronic means. The personal information which you provide to us will be held by us on a database and may be shared with Udenz group of companies for direct marketing purposes. Please note, however, that Udenz may release the Attendee’s personal data if required to do so by law, or by search warrant, subpoena, or court order.
• For company-related data, Udenz utilises such information for the purpose of sending event-related offers, managing business processes with you as an Attendee, information and advertising prior and after the event, communication and Attendee databases updating in the UAE and abroad, and market research.
• If you do not wish your personal data to be used together with the company data, you are free to object at any time to the further use and communication of your personal data to third parties by emailing it to us at support@udenz.ae

NOTE: Each Attendee badge will be marked with a barcode which can be scanned by Exhibitors to capture your personal information such as your name, job title, organisation and email address. 

DISCLOSURE OF INFORMATION

Attendee’s personal data without the data subject’s permission, will not be disclosed or shared with any third parties for purposes other than those stated at the time the data was collected. Udenz will retain the personal data it holds confidential but in certain circumstances, may provide or transfer the personal data to:

• Its agents, advisers, service providers, contractors, and auditors, in connection with their operations and/or services for facilitating and enhancing their operations, conducting analysis, research and auditing based on the personal data;
• Its overseas offices, affiliates, joint ventures partners, which are also summit organisers, for the purpose of conducting direct marketing in relation to the promotion of and invitation to their trade fairs in UAE and around the world;
• Persons to whom the Organiser is required to make disclosure under applicable laws in or outside the United Arab Emirates.

COPYRIGHT
All intellectual property rights in all materials produced or distributed by Udenz in connection with this Event is expressly reserved and any unauthorised duplication, publication or distribution is prohibited.

FORCE MAJEURE
Udenz shall be under no liability if it shall be unable to carry out any provision of the  Terms and Conditions for any reason beyond their control including Act of God, legislation, war, terrorist activity, fire, flood, drought, failure of power supply, lock-out, strike or any other general cases of “force majeure” whether or not “ejusdem generis” with the foregoing or any cause not within Udenz control or for any loss or damage sustained in the event that the opening or holding of the Summit is prevented, postponed or abandoned or if the hall becomes totally or partially unavailable for the holding of the summit due to any of the foregoing causes.

EXCLUSION OF LIABILITY
Udenz excludes all liability for loss, injury or damage to persons or property at the Event. All indemnities, warranties, terms, and conditions (whether express or implied) are excluded. Udenz accepts no liability for any loss or damage whatsoever that you may suffer in connection with or arising from the Event whether direct, indirect, or consequential (including but not limited to loss of profit, loss of business or any other type of economic loss) or otherwise. 

AMENDMENT
Udenz reserves the right to amend these terms and conditions from time to time and you will be subject to the terms and conditions in force at the time your registration is submitted.

ADDITIONAL RULES AND REGULATIONS

• Udenz reserves the right to interpret, alter and amend these General Terms and Conditions and to issue additional rules and regulations at any time they consider necessary for the orderly operation of the summit, all interpretations of these Conditions and any additional rules and regulations by the Organiser shall be final.
• Attendee shall abide by the rules and regulations of the summit Venue which are deemed to be integral parts of and incorporated into these General Terms and Conditions. In the event of conflict between the provisions of such rules and regulations and these General Terms and Conditions, these General Terms and Conditions shall prevail.
• In the event of a breach of any of the conditions herein Udenz may in all cases retain any amount paid by the Attendee and recover further monies from the Attendee as provided herein. All communications should be addressed to:

Udenz.
P.O. Box 13636
E-mail:           support@udenz.ae
Website:       www.udenz.io

ATTENDEE RULES & REGULATIONS
By completing this Attendee Registration Form, the Attendee acknowledges receipt of and agrees to comply with all the rules and regulations stated herein.

GOVERNING LAW
This Registration Terms and Conditions shall be governed by and construed in accordance with the laws of the United Arab Emirates.

Disclaimer for Leisure Activities notice (when applicable)
You should consider carefully whether you will be able to participate fully in the leisure activities offered as part of the visitor programme. Udenz warns that some activities may be physically demanding or carry inherent dangers. You accept that it is entirely your responsibility to decide whether participation in any activity in the attendee programme is appropriate to your capabilities, aptitude, fitness, and health, and it is also your responsibility to observe all safety requirements and instructions that you may be given in relation to such activities. To the extent permitted by law, neither Udenz nor its officers or employees will accept any liability whatsoever for any direct, indirect, incidental, special, or consequential damages, whether due to negligence or any other cause, arising from participation in any part of the visitor programme, including but not limited to activities outside the conference or summit. In the event of death or personal injury, the liability of Udenz and its officers and employees is limited accordingly.

ANNEX 1
DATA PROTECTION

By providing personal data to Udenz, you agree to have read this privacy policy and agree to abide by any obligations contained therein, as it may be amended from time to time.

• Scope of this Data Protection Statement

This Data Protection Statement applies to all services offered by Udenz. This Data Protection Statement does not apply to services offered by other companies or individuals. This Data Protection Statement does not cover the information practices of other companies and organisations who advertise Udenz services or any third party operating any website to which Udenz website or other digital asset may contain a link.

• Data Collected and Method of Collection

Udenz collects general and personal data concerning you from:

• you when you provide your details to Udenz;
• its Clients (in such cases, Client must ensure that it is entitled to disclose such data and that you are aware of the various matters detailed in this Data Protection Statement);
• participants at Client’s meetings and events organised by Udenz;
• users of Udenz’s or Client’s websites; and third parties (such as online service provider or single sign on authority).

Following the reception of the data, an electronic profile is created in Udenz tools for each person or entity (the “Contact Profile”).

The Contact Profile MAY contain but is not limited to:

• name;
• gender;
• date of birth;
• address;
• phone numbers;
• email addresses;
• nationality
• physical location data during an event
• food or allergies preferences
• emergency contact information
• organisation or company of employment and/or job title;
• field of activity and/or interest;
• credit card references/numbers;
• travel destinations;
• travel schedules;
• travel preferences;
• accommodation preferences;
• other communicated preferences;
• passport; and
• visa details.
• additional information as requested by Clients on events

Udenz may process sensitive personal data based on a specific and explicit additional consent of data subjects.
By attending an event, individual authorises, free of charge and without consideration of any kind whatsoever, that any image and sound recording made in connection with the event, by video and/or audio recording, and/or photograph on which it appears, may be used, reproduced, modified and broadcast on any medium known or unknown to date and in particular on social networks or its Sites, by The Dentist Summit – UAE Chapter or by any Udenz company within the meaning of the regulations in force, or their partners, for the duration of exploitation of the video and/or audio recordings, and/or photographs.

• Purpose of Data Collection

Udenz uses the data collected to provide, maintain, protect, and improve the overall quality of its services. Data collection is also meant to protect Udenz and its users. Udenz does not collect more data than is necessary to fulfil such purposes.
In addition to creating Contact Profiles, Udenz uses your data for the following purposes and for which you give your consent:

Bookings:
The Contact Profiles are stored in a database as a reference document to be consulted each time a booking is to be made. When a booking is made, Udenz creates a booking code that contains all of the personal data along with the booking information that is needed to fulfil your request and to fulfil regulatory requirements for certain destinations. To make bookings, Udenz might need to transfer personal data to various third-party travel suppliers (such as airlines, hotels, car rental companies, online booking tool companies, safety and security tracking providers and computer booking systems) within your home country or in another country where you may be travelling and often also to government bodies for certain destinations.

Legal basis: Contract;

• Promotion and Marketing:

Udenz may use your data to personalise your experience on the Udenz website by presenting advertisements that are more relevant to you, to send you marketing communications that we believe may be of interest to you, including information about our services, case studies, thought leadership or whitepapers, blog updates, etc. For example, Udenz uses third party service providers to present services and offers tailored to the preferences and interests demonstrated by your online activity over time. Udenz may use your data for promotion and marketing purposes for Udenz’s current or prospective Clients and/or third parties in Udenz’s industry. Udenz may use your data to personalise your experience on the event website by presenting advertisements that are more relevant to you, and to send you marketing communications as chosen by you in the registration process. Udenz may use the data to analyse trends in order to propose other services to its Clients, such as new events or other services.

• Statistical Analysis related to Websites:

Udenz, or third parties instructed by Udenz, evaluate this data purely for statistical purposes and only in an anonymised form, in order to optimise Udenz’s website and increase user-friendliness, efficiency and safety. Udenz may in particular use technical data to measure the success of Udenz marketing campaigns, compile statistics about Udenz website usage and response rates, and use aggregated personal data to calculate the percentage of Udenz users who have a particular telephone area code.

Legal basis: Legitimate Interest
Udenz may disclose your Data to third parties where such disclosure is permitted and required by law or court order, or where such disclosure is necessary for the protection and defence of its rights. Other than in these cases, your Data will not be transferred or made available to any third party without your prior consent.

• Duration of Storage

General and personal data will be kept by Udenz no longer than necessary for the execution of the purposes aforementioned.  Udenz will retain general and personal data during a maximum period of five years if no specific legal requirement. For applicants, the data will be retained for a maximum period of two years.

You may cancel/delete your Udenz account by sending an email to support@udenz.ae.

• Location of Storage and Controller of Data Base

The Contact Profiles that Udenz maintains are stored in cloud-based central databases at third-party providers’ location in Europe, United States and Asia. Third-party providers have signed our dedicated data protection clauses. Any transfer of your Data outside the European Economic Area shall only take place with suitable safeguards in place, such as contractual terms in compliance with applicable data protection laws and regulations.

You may have further information on the above by sending an email to support@udenz.ae.

• Your Duties

You must ensure that the data you provide us with are:

• correct;
• accurate;
• current;
• truthful; and
• Compliant with any applicable laws.

In particular, since Udenz will mainly use email communications with you, you are required to notify us of any modification of your email address. Alternatively, you can directly update your Contact Profile. Udenz is committed to protecting the privacy needs of children and we encourage parents and guardians to take an active role in their children’s online activities. Udenz does not target the digital asset to children less than fourteen (14) years of age or knowingly collect information from children for the purpose of selling products or services.

• Transfer and Communication of Data

In general
Udenz is a worldwide company with offices in over 31 countries across Europe, the Americas, Asia, and the Middle East. Your personal data may therefore be transferred to and outside of Switzerland, including in countries whose data protection laws may be different from those in your country of residence.

• Transfers within Udenz:

Transfers are made throughout Udenz and its subsidiaries to support its activities and/or services.

• Transfer to Third-Parties:

Udenz works with certain third parties to obtain support services in connection with travels, meetings, and events services and/or other Udenz services to its Clients, such as emergency online booking services, hotel booking services, ground transportation requirements or airline ticket issuance, badge provider and, in some cases, personal data will be shared with these third parties in order to pursue Udenz’s mission and goals. Udenz may also transfer personal data to third parties at the request of its Clients. For example, to sponsors and exhibitors or to other third parties for data consolidation or tracking services to generate statistics. During events or congresses, sponsors or exhibitors may scan participants or Attendees’ badges with the consent of the latter. Therefore, collection and use of the personal data is governed by each sponsor or exhibitor’s privacy policy. Udenz may transfer your data to third parties for promotion and marketing purposes as outlined under Promotion and Marketing above. Udenz may also transfer your data to a third-party in the event of any reorganisation, merger, sale, joint venture, assignment, transfer or other disposition of all or any portion of Udenz business, assets, or stock (including in connection with any bankruptcy or similar proceedings).

As part of its activities, Udenz works with a certain number of recurring partners who process personal data on our behalf for specific purposes:

• Badge provider;
• Benchmarking tool;
• Event management platforms;
• Hospitality;

This list is not exhaustive and can be updated from time to time. We invite you to regularly consult this list to keep up to date with any changes.

Regulatory Transfers:
Udenz may be required by law to transfer data to governments and regulatory and/or supervisory authorities.

• Security and Organisational Measures

To ensure the safety of your data on Udenz’s website and systems, Udenz has implemented appropriate technical, contractual, administrative, physical, and organisational measures to protect your personal data from loss, destruction, unauthorised access, accidental or unlawful disclosure and manipulation. These measures are subject to continuous development in accordance with technological progress and are periodically reviewed to comply with all applicable privacy laws.

Only authorised Udenz staff, third party companies’ (i.e., service providers) staff or our Clients’ authorised staff (who have contractually agreed to keep all information secure) have access to your personal data. All Udenz staff who have access to your personal data are required to adhere to the staff confidentiality regulations and all third-party employees who have access to your personal data have signed non-disclosure agreements. In addition, data transfer agreements are in place with third-party companies that have access to your personal data to make sure these data remain secure.

• Your Rights

In accordance with applicable data protection laws and regulations, you have a right to request access to, rectification of your Data, or restriction of processing, and to object to the said processing, as well as the right to data portability, unless Udenz has to keep these data for legitimate business or legal purposes. For more information, you should contact the above-mentioned e-mail address. Moreover, you have a right to lodge a complaint with a supervisory authority.

To contact Udenz with questions or issues about Udenz’s data processing, you should contact the following e-mail address: support@udenz.ae.

By contacting the above-mentioned e-mail address, you may opt-out from receiving future electronic marketing messages from Udenz and request that we not share your personal data with unaffiliated third parties for their marketing purposes. Udenz will try to comply with your request(s) as soon as reasonably practicable.

Please note that if you opt-out as described above, Udenz will not be able to remove your personal data from the databases of unaffiliated third parties with which Udenz has already shared your personal data (i.e., to which we have already provided your personal data as of the date that we implement your opt-out request).

Please also note that if you opt-out of receiving marketing-related messages from Udenz, we may still send you important administrative messages, and you cannot opt-out from receiving administrative messages.

• Changes

This Statement may be revised and updated by Udenz from time to time to comply with statutory data protection and privacy laws. Udenz will post any statement changes on its website and, if the changes are significant, Udenz will send a notice to the e-mail address provided in your Contact Profile.

• Contact

If you need further assistance, please contact us on the email address below.
E-mail address: support@udenz.ae.