Aramco Overseas Company B.V. & Aramco Overseas Company UK LTD - PRIVACY NOTICE FOR EVENTS AND COMMUNICATIONS
Aramco Overseas Company B.V. and Aramco Overseas Company UK LTD jointly (“Aramco’’), and a wholly owned subsidiary of The Saudi Arabian Oil Company (Saudi Aramco) in Saudi Arabia, follow strict corporate guidelines to protect the personal data of its event invitees and attendees to ensure compliance with local data protection regulations and the General Data Protection Regulation (GDPR).
We ask you to take a moment to review this Notice. In this Notice, Aramco informs you of the nature of the personal data collected and held in its files and the purposes of the processing.
The Purposes for Processing Your Data
The personal information that you provide Aramco is only kept and processed in connection with event attendance and relevant communications. Specific purposes for collecting personal data include but are not limited to:
(1) Identifying and selecting individuals to be considered for event invitations;
(2) Identifying and/or verifying invitee information through submitted and publicly available information;
(3) Providing assistance if required for the purpose of attending the event, including supporting and/or facilitating travel, event logistics and other arrangements;
(4) Improving the relevance of event planning through targeted communications;
(5) Coordinating event logistics i.e. regarding locations, accommodation etc.
(6) Photographs and video recordings to be used in publicity materials for both internal and external use both online and in print i.e. social media, websites, printed publications;
(7) Distributing communications:
•Digital and printed publications created by Aramco and/or its affiliates;
•By event partners or media outlets such as newspapers who may also be in attendance at events. However, should an event partner collect personal information during an Aramco event they do so under their own privacy policies.
Photography and Videography
Aramco may be taking photographs and videography (“Images”) at the event. If you do not wish to have your Images taken please contact: PublicRelations@aramcooverseas.com.
Personal Data Stored by Aramco
The information kept in Aramco’s electronic system and physical files could include the following categories of personal data of event invitees and attendees:
•Contact information i.e. addresses, phone numbers, email addresses;
•Job titles; employer name;
•Personal preferences i.e. menu selection, gift selection;
•Images taken at the events;
•Public profiles or biographies;
•Other information needed or permitted under applicable law.
Sensitive Personal Data
The information Aramco keeps may include sensitive data such as preferences or accommodation requirements when relevant for specific functions. Such data will not be used for any other reasons.
Sensitive data may include:
•Dietary requirements, which could potentially indicate health information, religious or philosophical beliefs;
•Gender and sexual orientation could be indicated by title (Mr./Mrs.) and attending partner;
•Disabilities, racial or ethnic origin (sometimes known for logistical assistance);
•Company or organizational data, which could indicate political beliefs and trade union membership, racial and/or ethnic origin.
Under applicable law, you have rights regarding your personal data. You have the right to: •Access your personal data; •Rectify your personal data (add to or update or correct some ofyour personal data); •Request the deletion of your personal data; •Restrict the processing of your personal data; •Object to the processing of your personal data; •Portability of your personal data;
To assert any of the above listed rights to your data please contact Aramco in writing at the address provided below:
Aramco Overseas Company B.V.
Attn: Corporate Communications Division/GDPR Query
2517 KX Den Haag
You also have the right to lodge a complaint with the Supervisory Authority. The Supervisory Authority in this instance is the Dutch Data Protection Authority.
Handling of Your Personal Data
Please note that Aramco has limited access to the personal data. Only individuals within Aramco and its affiliates and service providers, which need to have access to carry out their own function related to the event, will have access. Aramco sometimes needs to share the personal data to carry out the event planning or communications. For example, we work with service providers such as caterers and location venues, or accommodation and transportation providers in delivering events. In order to safeguard your data, Aramco has agreements in place with the aforementioned service providers that have access to the data.
All affiliate personnel who have access to your personal data operate under strict corporate guidelines to ensure the protection of the data and compliance with local data security regulations.
Depending on the location of the event and publicity and marketing on social media and websites, personal data may be visible outside the EU. In order to transfer the personal data in compliance with applicable laws, Aramco has Data Transfer Agreements with its affiliates and with Saudi Aramco.
Personal data will be kept on file in case there are additional events to which Aramco would like to extend invitations. We will securely destroy it in accordance with our internal policies or anonymize it. You can at all times request to be removed from our files and may request earlier deletion by contacting us in writing at the address below:
Aramco Overseas Company B.V.
Attn: Corporate Communications Division/GDPR Retention
2517 KX Den Haag