Privacy Notice for RELEX Events

1. Summary of Key Information  

We, Retail Logistics Excellence – RELEX Oy and its affiliates (“RELEX”), may take photos and videos of the external and internal events we organize and of our stands and exhibitions in other events such as trade shows. If you attend our events or visit our stands, exhibitions or similar, you may be captured in the photos or videos. We may use the photos and videos in our internal and external communication and marketing.  

If you wish not to be photographed or videoed, please let us know at the beginning of the event or upon arrival to our stand, exhibition or similar event. We will aim to exclude you from the photos and videos.  

Please find more details on the use of the photos and videos below as well as information on your legal rights. 

2. What is the purpose and the legal basis of processing personal data? 

The purpose for taking the photos and videos is mainly to collect materials we can use in our internal and external communication and marketing. The photos and videos may also be archived for potential use in the future regarding, for example, company histories.   

The legal basis for the use is our legitimate interest to document our events, maintain our employee, partner and customer relationships and perform marketing and employee branding activities. 

3. What data do we process?  

We collect photos and videos from the events, stands, exhibitions and similar.  

We may also ask you for your name, title, role and employer in connection with taking the photos and videos in case we will use such details in our external and internal communication and marketing together with the photo or video. We may also get such identifiers from our personal data registers such as customer register or employee register. 

4. From where do we receive data? 

We collect the information by taking the photos and videos and by asking you for your information. We may also use information from our existing personal data registers.  

5. To whom do we disclose data, and do we transfer data outside the EU or the EEA? 

We may use professional photographers, videographers and other subcontractors that collect and process the personal data on our behalf. We store the personal data in our IT systems that may be licensed or purchased from external service providers.  

We may transfer the personal data outside the EU/EEA or the personal data may be collected outside the EU/EEA. When personal data is processed outside the EU/EEA, we make sure that the subcontractor has committed to use the EU Commission’s standard contractual clauses, together with supplementary measures, where applicable.  

6. How do we protect the data and how long do we store them? 

We are committed to keeping your personal data safe. RELEX will implement appropriate technical and organizational measures in order to ensure sufficient information security. Security measures are put in place in order to prevent unauthorized access to and manipulation of your personal data.  

We take appropriate steps to address online security, physical security, risk of data loss and other such risks taking into consideration the risk represented by the processing and the nature of the data being protected. Also, we limit access to our databases containing personal data to authorized persons having a justified need to access such information. 

We will store the photos and videos as long as it is necessary for the processing purposes of internal and external communication and marketing and the documentation of company events. We will regularly evaluate the need to keep the photos and videos and remove such that are deemed no longer necessary for future use. Even in such cases, photos and videos that have been used in, for example sales presentations, press releases and other materials, will remain in the published and distributed versions. 

7. What are your legal rights? 

Should you want to avoid being photographed or videoed in our events, we request you to inform us of your wish at the beginning of the event or upon your arrival to our stand, exhibition or similar. We will aim to exclude you from our photos and videos. 

Depending on your situation, you may also request: 

  • access to your personal data and information regarding the nature, processing and disclosure of the data. 
  • any personal data, which is incorrect, unnecessary, lacking or outdated to be corrected, removed or completed. 
  • for the erasure or restriction of processing your data: Should you believe that your personal data is inaccurate, the processing is illegal, we are not processing your data in accordance with the processing purpose or you want to oppose the processing, you may contact us to request the erasure, or restrictions on the processing of your data.  
  • for data portability, which means having your personal data transferred to another controller in a structured, commonly used and machine-readable format, to the extent applicable. 

On grounds relating to your particular situation, you may also have the right to object to processing activities when the legal basis of processing is legitimate interest.  

You also have the right to lodge a complaint with a supervisory authority in case you think that your rights have been violated. You may choose to lodge a complaint with a supervisory authority in the EU Member State of your habitual residence, place of work or place of the alleged infringement. 

Please note that upon exercising any of the rights listed above, you may be requested to provide additional information for identification purposes. Such additional information shall not be used for any other purpose and will be removed after successful identification. Please also note that it may not always be possible to identify you and photos and videos connected to you. 

8. Who can you be in contact with?  

You may contact the following contact person if you have any questions or wish to exercise your legal rights: 

Privacy Director Hannes Saarinen

The data controller of the personal data under the General Data Protection Legislation of the EU is the RELEX group company that organizes the event, stand, exhibition or similar. You can find a list of the RELEX group companies here: 

9. Where can I find more information on how RELEX processes personal data? 

You may read about RELEX’s privacy policies from the following sources: 

Customer register: 

Partner register: 

Job applicant register: 

Employee register: Please visit RELEX’s intranet (Section Privacy Policies for RELEX) 

10. Can there be changes to this privacy notice? 

We reserve the right to update this privacy notice at any time. We recommend that you revisit this privacy notice from time to time to review any possible changes.