Baltic Sea Region

Exhibition for Meetings,

Events and Incentives

Privacy Policy

The Information We Collect

We will only collect personal identifiable information about you and given by you when you subscribe to our newsletter. You can unsubscribe from at any time by following the unsubscribe link in our email communications.

Purposes for which we use information about our users

If you wish to register on our website, subscribe to a service, book places at events, request further information, contact us, complete any surveys, enter competitions, or provide content for inclusion on our websites (e.g. blogs or other online forums) we will collect certain data, including personal data. The data we will collect may include:

  • title, name, address, business phone number(s), email address;
  • employment details, such as your current role and responsibilities, experience, seniority;
  • information about your organisation and the industry that you work in;
  • areas of interest which you have notified us about, as well as what we can assume from your engagement with our products and services;
  • your marketing preferences;
  • your newsletter preferences;
  • any data recoverable from social networking sites, where permission from you has been obtained; and
  • account login credentials, such as usernames and passwords, password hints and similar security information;
  • other account or event registration and profile information, such as educational, employment and professional background, dietary and accessibility requirements, and photo;
  • payment information, such as credit or debit card number;
  • comments, feedback and other information you provide to us, including information that you send to customer support and messages, appointment inquiries and other information that you wish us to share with our exhibitors, visitors, partners and others; and/or
  • any other information that you submit to us.

We may receive the above information directly from you, or from your colleague or corporate contact who registers for a subscription or event on your behalf.

Please note that not all of the information we request is mandatory to provide you with the service. You are not required to provide any optional information.

We will also keep a record of any financial transaction you make with us. Online payments made through our websites are processed securely by the following third party payment provider Paypal. Please refer to Paypal’s privacy policy at for details of how your payment card data is processed by them. We do not directly collect or process your debit or credit card information, except in limited circumstances where you provide us with new debit or credit card details over the phone. In such circumstances, we do not retain a copy of your debit or credit card details.

If you respond to surveys, unless we inform you otherwise, your answers will be aggregated and anonymized for research and analysis purposes. However, if you choose to provide any information in your response to a survey which identifies you (e.g. name, job title), we may be able to identify you from this.

We also collect information about our users for a variety of purposes. These include:

  • where you supply information to us in order that we deliver a required service e.g. newsletters relevant to you and your interests, information will be processed by us to supply the information and material which we promise.
  • so we can communicate with you in response to a specific action performed by you on this site, e.g. send us a message;
  • to help us improve and personalize our services, both on our own channels and third party channels.

How will your personal information be used

The personal information we collect allows us to:

  • provide the products and services you have ordered or signed-up to;
  • register you for events and administer those events;
  • notify you of key information in relation to your subscription or any events you are attending;
  • verify your identity and details of your payment method or credit card amount (where payments are required);
  • administer our websites (such as access controls) and provide customer services;
  • aggregate information about you with other users to better understand what services our users will be interested in;
  • meet legal, regulatory and compliance requirements;
  • monitor and analyse the use of any account to prevent, investigate and/or report fraud, terrorism, misrepresentation, security incidents or crime;
  • gather information to form statistical and trend analysis including to monitor user demographic and to improve our products, services, events and marketing practices;
  • monitor your use of our products and services and attendance at events and to build up customer profiles (including through use of analytics software) to help us identify content and marketing materials which will be of interest to you and other customers like you;
  • communicate with you including responding to your enquiries;
  • investigate any complaints about our websites, products, events;
  • personalise your experience of our website, products, services and events, for example, by displaying targeted advertising and content which we believe likely to be relevant and of interest to you ; and
  • contact you about our products and services which we think might be of interest to you.

We may share your personal information with our affiliate companies and their brands for the above purposes, including where a brand that you have subscribed to is managed or partly managed by one of our organizing partners.

Where you are attending an event organised by us and, where you have provided your consent for us to do so (or we have informed you that we are relying on some other legal basis to share this information) , we may share your name, job title and company with the other attendees of the event (including making this information available via the event online diary, on social media sites and/or in our event guide).

Where you register to attend certain seminars or presentations at our events hosted by a third party, we may share your registration information with such third party and we will share your registration information with the sponsors of our events.

Where you indicate that you want us to share your details with exhibitors at events (for example, by scheduling appointments with them) we share your information with those exhibitors.

Where your subscription to our service is a part of a wider corporate subscription (i.e. your employer obtains a subscription for all of its employees) we may share information about your use of the service with your employer.

We may share your registration information including name, job title and contact details with other third parties for marketing purposes, where you have provided consent for us to do so.

We may employ the services of third party service providers to help us in certain areas, such as website hosting, maintenance, call centre operation and the operation of events. In some cases the third party may receive your personal data. However, at all times, we will control and be responsible for the use of your personal data and we will endeavour to ensure that our service providers are bound by contractual obligations to only process your personal data in accordance with our instructions.

We may use aggregated information so we can administer and improve our website, analyse trends and gather broad demographic information and detect suspicious or fraudulent transactions. We may pass this information to third parties. In most cases this information will be anonymised, meaning that you will not be able to be identified from it.

We may share some of your information with advertisers, ad servers and ad networks to deliver targeted advertising both on our websites and on selected partner websites but this will not include any information which directly identifies you. However, by interacting with or viewing an advert, you should be aware that the third party may make the assumption that you meet the targeting criteria used to display the advert. These activities may involve the use of cookies and other similar technologies. Please read the Use of Cookies below for further information on the cookies we use and how you can enable/disable them. If you complete a survey, we may share your responses in an aggregated and anonymised form with third parties carrying out research relating to the topics covered in the survey or, if the survey relates to your use of one of our subscription products, and this forms part of a corporate subscription taken out by your employer for you and other employees,, we may share information provided in your survey responses about your use of the subscription with your employer. If you have included information about yourself in your survey responses (e.g. name, job title), third parties or your employee (as appropriate) may be able to identify you from this.

We may occasionally be required by law, court order or governmental authority to disclose certain types of personal data. Examples of the type of situation where this would occur would be:

  • in the administration of justice; or
  • where we have to defend ourselves legally.

Sale of the business

In the event that the business is sold or integrated with another business, your details will be disclosed to our advisers and any prospective purchaser’s advisers and will be passed to the new owners of the business.

Grounds for processing

Our processing of your personal data will be where: it is necessary for the performance of a contract we have with you; where you have provided your consent; it is necessary for us to comply with legal obligation that we are under; or it is in our (or a third party’s) legitimate interests and such interests do not prejudice your rights or freedoms. Our (or a third party’s) legitimate interests will include:

  • to gather information for statistical and trend analysis including to monitor user demographic so we can better understand those that use our products and services and improve such products and services and marketing practices; to provide employers who hold a corporate subscription with information about how their subscribers are using our services;
  • to monitor use of our products and services and build up customer profiles (including through use of analytics software) to help identify content and marketing materials which will be of interest to you (save where you have opted-out);
  • to monitor attendance at events to better understand how best to run future events;
  • to monitor interactions at events (including tracking which exhibition stands attendees visit during events) to improve our events in the future;
  • where we require you to submit information about your role when registering for our service so that we can ensure that our content and events are also appropriately targeted;
  • where we share your information with sponsors of events that you attend to allow us to obtain the most appropriate sponsor for the events and to facilitate business-to-business communication during and after our events;
  • where we share your information with sponsors of reports that you download and webinars to allow us to obtain the most appropriate sponsor for such reports and webinars and to facilitate business-to-business communication between you and that sponsor, unless you chose not to have your information shared;
  • where we send you business-to-business marketing about products, services and events of the brand with whose website or event you have registered, and of other brands within our business, and in which we think you may be interested, unless you tell us you do not want to receive such marketing; where we rely on legitimate interests as the condition for processing this data (in which case we will tell you), where we share your information with other attendees of an event to facilitate business-to-business communication between you and that attendee.
  • where we research individuals for the purposes of including their details in our publications or products or for marketing to you (inless you have opted out of receiving this)
  • where will publish news and content containing personal data within our publications, products and content.

Fraud prevention and automated decision making

If you provide a credit or debit card, we may also use third parties to check the validity of the sort code, account number and card number you submit in order to prevent fraud as well as to process any transaction you attempt via our websites. Any decision to deny you services based on the validity of your card details will be made by automated decisions. If you are denied a service because of this automated decision-making you are entitled to request us to further investigate. Please contact us at where you have been denied access to a service based on your card details being declared invalid and you consider this to be in error. It may also be that you will need to contact your bank/payment provider.

If false or inaccurate information is provided and fraud is identified, details may be passed to fraud prevention agencies. Law enforcement agencies may access and use this information. We and other organisations may also access and use this information to prevent fraud and money laundering, for example when:

  • checking details in applications for credit and credit related or other facilities;
  • managing credit and credit related accounts or facilities;
  • recovering debt;
  • checking details on proposals and claims for all types of insurance;

Marketing communications

Where we have told you that we will do so – such as during the registration process to our websites/website services and events (as applicable) – we may from time to time contact you by email, SMS, telephone or post about our products and services (including from all our brands) that may be of interest to you.

If at any point, you would like to opt-out of receiving such marketing communications from us, or would like to change the channels that we use to contact you, please click on the unsubscribe link at the bottom of any emails you receive, or email us, stating your preferences, at


Our site contains links to other websites over which we have no control. We are not responsible for privacy policies or practices of other websites to which you choose to link from this site. We encourage you to review the privacy policies of those other websites so you can understand how they collect, use and share your personal information.


We have implemented reasonable technical and organisational measures designed to secure your personal information from accidental loss and from unauthorised access, use, alteration or disclosure. However, the Internet is an open system and we cannot guarantee that unauthorised third parties will never be able to defeat those measures or use your personal information for improper purposes.

Your rights

You have the following rights in relation to your personal data:

  • a right of access to your personal data held by us;
  • a right to receive your personal data in machine-readable format;
  • a right to object to processing that is likely to cause or is causing you damage or distress;
  • a right to object to decisions being taken by automated means (including profiling for the purposes of marketing);
  • a right in certain circumstances to have inaccurate personal data rectified, blocked, erased or destroyed; and
  • a right to claim compensation for damages caused by a breach of data protection legislation.

These rights can be exercised by contacting us at In order to protect you, we reserve the right to verify your identity before processing any such request.

If you contact us in relation to your rights we will do our best to accommodate your request or objection. Please note, however, that not all rights are absolute.

Updating your personal information

You may review, correct, update or change your personal information at any time by contacting us at Often, where you have signed up for an online account on one of our websites you can also amend you details via that online account.


We will retain your personal data for the period necessary to fulfil the purposes outlined in this Privacy Policy unless a longer retention period is required or permitted by law. Accordingly, your personal data shall be maintained for up to seven years following the end of the services we provide to you/your last contact with us. This retention period may be extended if any applicable statutory or regulatory obligation requires us to hold information for a longer period.

How to contact us

As a reminder, if you have any questions about this statement or your personal information, please contact us at

Use of Cookies

This website ( uses so-called cookies. Cookies are small pieces of data which are saved in your browser when you load a website. The cookies store information about your session on the web site, mainly used for statistics, but please note: They do not store any information that can identify you personally. By browsing, you consent to our use of cookies.

Cookies can be useful both for the site owner and the visitor. The owner can use this data to customize the pages, thus creating a better user experience. Cookies can for example remember which items you have put in your online shopping basket, or register which pages you visit or the length of your session.

Cookie settings in your browser 

Most browsers are by default set to accept cookies. You can delete cookies in your browser. use the Help function if you are not sure how this is done. Please note that if you don’t allow cookies, this may affect site functionality and user experience.

All browsers allow you to limit cookie behavior or deactivate them through the browser settings. The browser also lets you check which cookies are saved on your computer, and you can delete specific cookies (or all of them).

Cookies used for statistics

We use the statistics tool Google Analytics record the user’s browsing activity on These data cannot be traced back to you as an individual. We record information about which pages you open, how much time you spend on each page, and which city/area you are visiting from. Through the Google Analytics tool we can the study traffic, user patterns and trends. By gathering this data we get useful information which we can use to create a better web site.

We use cookies where the information is stored in a text file on your computer. This is a common practice. The Google Analytics cookie is a so-called first-party cookie. It has a setting that ensures that it deletes itself after 24 months if you do not return to this site. in accordance with Google’s guidelines for use of Google Analytics, no personal information about the users is stored. The collected data is stored in Google’s servers. You can read more about how Google collects and protects data on

Google Analytics anonymizes your IP address before the data is stored by Google, meaning the stored IP address cannot be used to identify you as an individual.

Read more about the Google Analytics cookie policy here.

Third party functions

Our site, like most websites, includes functionality provided by third parties. A common example is an embedded YouTube video. Our site includes the following which use cookies: YouTube – Cookie Policy powers the videos on our site.

Advertising Cookies

Cookies are widely used in online advertising. Neither us, advertisers or our advertising partners can gain personally identifiable information from these cookies.

Remarketing Cookies

We also use the remarketing technologies provided by Google and Facebook. These technologies address users who have already visited our websites and other online services and indicated an interest in our offerings to be targeted with specific advertising as a part of the Google Partner or Facebook network. These ads are inserted with the help of cookies. These are small text files that are stored on the user’s computer. These text files help to analyse user behaviour when visiting our website and will then be subsequently used to direct advertising and product recommendations to the user based on his or her interests. The data about user behaviour will not be disclosed to third parties. Personal data, such as your email address, telephone number, credit card number, etc. will not be collected, processed or stored.

If you prefer not to receive advertising based on your interest, you can deactivate Google’s or Facebook’s use of cookies for this purpose by browsing the deactivation site of the network advertising initiative. Alternatively, users can deactivate the use of cookies by third parties by using the deactivation site of the network advertising initiative.

Using this website, you agree to the processing of data about you by Google and Facebook in the manner described and for the aforementioned purpose. For this purpose, Google’s and Facebook’sLinkedIn’s privacy policy, separate from our own, also applies.


© 2009 (first edition of the work), Public Institution Vilnius Tourist Information Centre
© 2015 Public Institution Vilnius Tourist Information Centre & Conference Bureau
© 2017 Public Institution „GO Vilnius“

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