Personal data protection charter

Article I. Preamble

The Company EXHIBITION CONSULTANT INTERNATIONAL is specialized in supplying refreshment Material to professionals wishing to organize Events such as trade shows. It will be referred hereafter to as the “Company”.
The Company provides Users with complete or personalized renting solutions packages of quality Material the Company owns with Products sell via its Website www.essence-services.com (Hereafter referred to as the “Website”).
The Company is the editor of the Website which allows its Users to take acknowledge of the proposed Services, to choose the Material the User wishes to order at the moment of Order form’s transmission.
These various Services are available on the Website or at any other address which could be added to it or substitute to it.
The present personal data protection Charter (Hereafter referred to as the “Charter”) is aimed at defining the client personal data’s collection, use and share terms and conditions (Hereafter referred to as the “ Personal Data ” for the specific needs of the present Charter) that the Company needs to collect in the frame of the execution of the Services provided to the Website’s Users.

Article II. Definitions

Each of the contractual terms defined within the General Terms are considered having the same meaning in accordance with the present, except contradiction with the below listed definitions which will prevail.
Charter means Personal data’s collection, use and share terms and conditions that the Company needs to collect in the frame of the execution of the Services provided to the Website’s Users.
Personal Data means any information relating to an identified or identifiable individual in the sense of the European General Data Protection Regulation applicable on May 25th, 2018 (Hereafter referred to as the “GDPR”).
Processing means any operation or set of operations which is performed on personal data or on sets of personal data, whether by automated means or not, such as collection, recording, organisation, structuring, storage, adaptation or alteration, retrieval, consultation, use, disclosure by transmission, dissemination or otherwise making available, alignment or combination, restriction, erasure or destruction in the sense of the GDPR

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Article III. Scope

The Company reserves the right to modify the Charter, if necessary, according to the Services evolution or legislative developments, at its sole discretion. The use of the Services is always subjected to the most recent version of the Charter. The User shall consult the last version of the Charter as often as necessary.
In any case, any important modification will be notified to the User to collect its agreement by e-mail or by any other way 30 (thirty) days at least before their effective application.

Article IV. Personal Data collection

IV.1 Collected information

This information contains the User’s Personal data collected during access to the Services, such as:
The individual-related data of any User’s representative, such as a legal representative, a collaborator, employee or not, and more particularly:
The first name;
The last name;
The name of the User’s company;
The User’s email address;
The User’s phone number;
the User’s mailing address;
the User’s account ID.
These data are mandatory for the Order management. Should these Personal data miss, the User will not be able to reach the proposed Services.

IV.2 Personal data preservation duration

The collected and processed Personal Data will be preserved during the Contract duration, in order not to exceed the necessary duration regarding the purposes for which they are proceeded.
In any case, certain Personal data categories will be subject to an intermediate archiving at termination of the Contract or its early termination for whatever reason, if these Personal data are necessary for the Company as proof to protect itself in case of dispute. The duration of this intermediate archiving will be of 5 ( five) years from the date of the early termination of the Contract, with exception with the subscription to the Services proof as well as the copy of the Contract, which will be preserved during a duration of 10 (ten) years from the execution of the Contract, in application of the article L 213-1 of the French Consumer Code.
Should the Contract signed between the Company and the User be suspended or blocked, the Personal data will be preserved during 5 (five) years from the suspension with exception with the subscription to the Services proof as well as the copy of the Contract, which will be preserved during 10 (ten) years from the execution of the Contract, in application of the article L 213-1 of the French Consumer Code

IV.3 Different kind of processing

The Company use the collected User’s Personal data in order to:
The execution of the Services;
Make requests for estimates;
Transmit the Order confirmation;
Make the Order forms;
Transmit to the User, if necessary, information on the Services by e-mail, SMS or any different means of communication, within the limits of the authorization given by the User;
Improve the quality of the Services such as the personalization of the offer, the knowledge of the User improvement through statistical anonymised analyses, if necessary;
Ensuring the respect of i) the applicable legislation, ii) the normal use of the Services and iii) the present Charter;
Transmit to the User, according to the applicable legal provisions and with the User’s agreement, when required by the legislation, marketing, advertising and promotional messages, invitations for events and information relative to the use of the Services;
Proceed to the User’s ranking on databases;

Article V. Recipient and cause of Personal data’s transmission

The Company collects and processes personally the User’s Personal data of its Website through its legal representative and through its working team, its collaborators, employees or external providers, in any case bound by a confidentiality clause and informed about the security obligation related to the Personal data processing and collection.
In accordance with the use of the Services, some of the collected data shall be transmitted to:
The Company’s working team (its legal representative, collaborators, employees, occasional interns or external providers) ;
Subject to the consent of the User, to the providers occurring for the needs for any marketing communication;
To the GDPR certified applications needed by the Company to handle the executed actions such as payment services to enable the Order’s payment by bank card, if necessary;
To the IT Company’s service;
To the Company’s hosting and saving server;
In case of a legal obligation to comply with a legal or judiciary request;
In case the Company transfers its activity, by any mean, to a possible transferee of its business, of one or the other of its assets or shares constituting the registered capital.

Article VI. Personal data’s transfer

Personal data are preserved in France, in the Company’s offices, at the staff disposal and can be subject to transfer for simple preservation, to the providers selected by the Company.
The digital preservation providers undertake to inform the Company about it beforehand and to comply, in any case, with the GDPR provisions so that the minimal protection warranties of this regulation are respected.

Article VII. Rights of the User

The User can access and obtain a copy of its personal data hold by the Company. The User shall send his request either by using electronic mail to the address essence.services@orange.fr, or post mail at the address stipulated in article 1 of the present Charter.
The Company shall reply upon a reasonable period and in any case, no later than the legal applicable timelines.
The User can access to its personal data held by the Company and require the data to be corrected, completed, clarified or erased.
The User can oppose or limit, without having to give explanations, the use of its personal data.
The User can ask the CNIL to proceed with checks of its personal information or to claim damages to competent jurisdictions if the User thinks the Company did not respect his rights regarding personal data.
The User can also decide to have its personal data received from the Company forwarded to a third party responsible for its treatment, in a structured format, usually used and readable by the machine.
Finally, the User (if it’s a natural person), its legal representative or any employees or collaborators who are in contact with the User, can provide instructions related to the future of its personal data after its death.

Article VIII. Translation

The present Charter is drawn up in the French language. Should it be translated into another language, the French language text shall in any event prevail.