Privacy Policy

Introduction

This privacy policy (“Policy”) describes the information practices regarding how the International Petroleum Technology Conference, Limited (”IPTC”) collects, uses, discloses, or transfers the Personal Information that you share with us or that we collect about you when you attend one of our events, visit our websites, or use our mobile applications.

We care about the protection of your Personal Information, and this Policy also describes your data subject rights and choices regarding the Personal Information that you provide to us.  Please read this Policy carefully before providing Personal Information to IPTC.

Key Terms

It would be helpful to start by explaining some key terms used in this Policy:

We, us, our, IPTC

International Petroleum Technology Conference, Limited

Personal Information

Any information relating to an identified or identifiable natural person.

An 'identifiable natural person' is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person”.

Special category Personal Information

Personal Information revealing racial or ethnic origin, political opinions, religious beliefs, philosophical beliefs or trade union membership; genetic and biometric data; and data concerning health, sex life or sexual orientation.


Group Company Structure

International Petroleum Technology Conference, Limited is the Data Controller for the purposes of the European Union General Data Protection Regulation (“GDPR”). Society of Petroleum Engineers Europe Limited, a wholly-owned subsidiary of one of the sponsoring organizations, Society of Petroleum Engineers (SPE), Inc., is the place of central administration for IPTC in the European Union (“EU”) and as such is the “Main Establishment” for IPTC in the EU.    

IPTC is a nonprofit corporation organized and operated exclusively to address technology and relevant industry issues that challenge industry specialist and management around the world through organizing, managing, operating and controlling conferences relating to such matters, to be held from time to time and known as the "International Petroleum Technology Conference". 

The sponsoring organizations of IPTC are (i) The Society of Petroleum Engineers (“SPE”), (ii) The European Association of Geoscientists and Engineers, (iii) The American Association of Petroleum Geologists, and (iv) The Society of Exploration Geophysicists.  The managing organization of IPTC is SPE.

Accordingly, the Personal Information that we collect in furtherance of these objectives enables us to provide timely and relevant information and content based on individuals’ technical interests and geographic locations. This Policy will provide information regarding your choices and rights regarding how we use this Personal Information.

The scope of this Policy includes Personal Information collected through IPTC websites and subdomains, IPTC mobile applications, events, conferences, customer service and registration call centers, telephone communications and email correspondence, and any offline mechanisms including paper-based correspondence and forms, as well as Personal Information provided by the sponsoring organizations to IPTC for communication with members of the sponsoring organizations.

Collection of Personal Information

Personal Information that we collect directly from you

General - We collect Personal Information such as your address, email, telephone number(s), and other contact demographic and billing information.

Events - We collect information that you voluntarily provide us when you register for an event. Personal Information can be collected on an order form, an event registration form, online, or in another manner when information is requested or products and services purchased from IPTC. SPE collects contact information (address, phone number, etc.), payment information (an account or credit card number), and other information. This information is used to fulfill event registration and to contact the attendee as necessary.

Networking - IPTC provides with opportunities for education and professional growth through networking. In order to maximize the opportunity for professionals, additional Personal Information may be requested in order to facilitate the coordination of the networking event. This information is voluntarily given by you.

Exhibition, Advertising, and Sponsorship Opportunities - We may collect Personal Information that we receive from you in connection with and for opportunities for you and/or the companies for which you work. These opportunities include exhibition, advertising, and sponsorship opportunities at our events.     

Contacting IPTC - We may collect Personal Information when received from you when you contact us for event related questions. This information will be used to address any event related questions or other IPTC-related issues.

Personal Information that we automatically collect

Internet Protocol (IP) Address - IPTC’s websites automatically records the IP address of your computer when you access the site as well as the time and date of access. This information does not identify you personally, nor does it contain your name or email address.

Geolocation Information - When you visit our website, it is crucial for us to provide you with geographically-relevant information. Therefore, your IP address is collected, in order for us to serve you content regarding events, and other content specific to your geographic region. If you do not want this geolocation information to be collected, please use Private Browsing or a proxy setting when visiting any IPTC website. 

Website Usage - Additionally, we use third-party vendors to track our IPTC website usage traffic. Personal information is collected via third-party cookies, but the information is provided back to IPTC in aggregate form only. This enables us to continue to analyze our web content and usage patterns while keeping the information anonymous within IPTC. Furthermore, this information is kept in server logs that are separate from customer personal information for further protection. We may also track certain Personal Information using third-party analytics providers.

Cookies - We use cookies to provide personalized advertising and services on IPTC’s and other’s websites, to personalize content, and to ensure you receive the services you have subscribed to. More about our cookies and how to disable them can be found in our cookie policy here.

Personal Information that we may collect indirectly

While it is not our practice to buy details from external providers of marketing lists, there may still be occasions where we receive data about you from a third-party.

How We Use Your Personal Information

Under the GDPR, we can only use your personal information if we have a proper reason for doing so, e.g.:

  • to comply with our legal and regulatory obligations;
  • for the performance of our contract with you or to take steps at your request before entering into a contract;
  • for our legitimate interests or those of a third-party; or
  • where you have given consent.

A legitimate interest is when we have a business or commercial reason to use your information, so long as this is not overridden by your own rights and interests.

In more detail, we process certain types of Personal Information for the reasons below:

General - We use Personal Information about our customers and attendees of our events in order to provide these individuals with services and goods in performance of our contract with them. 

Events - The Personal Information IPTC collects is used to allow IPTC to communicate with you regarding an event, process your transaction effectively and efficiently, and plan future events, programs and services to better serve you. We have a legitimate interest in processing Personal Information for these reasons.

Email Marketing – When you registered with us for an event we asked you whether you would like us to email you selected IPTC promotions about material goods and services, such as events, programs, and publications that may be of interest to you. If you opted-in to receiving email promotions, we may share your Personal Information with companies such as Google, LinkedIn, Facebook, etc., so that our promotions may be displayed to you on their websites. We rely on your consent to sending you these promotions. If at any stage you wish to opt-out of receiving these emails, please email us at privacy@IPTCnet.org to remove your name and email address from this database.

Interest-Based Advertisements – We sometimes work with third-party online advertisers (Google, LinkedIn, and Facebook) to serve relevant ads to you. This type of advertising is known as interest-based advertising. We may also partner other companies that serve ads on behalf of us and partner organizations on non-affiliated websites.

To learn more about interest-based ads and how to opt-out of this form of advertising by companies participating in the Digital Advertising Alliance self-regulatory program, please go to http://www.aboutads.info/choices/.

To learn more about the advertising settings in these individually, please visit the below websites.

Exhibition, Advertising, and Sponsorship Opportunities - We use Personal Information that we receive from you in connection with and for exhibitions, advertising, sponsorship, and other opportunities for you and/or the companies for which you work to facilitate the opportunity and to offer you additional opportunities. We have a legitimate interest in processing Personal Information for these reasons.

How We Share Your Personal Information

General - We do not sell Personal Information to anyone and only share it with third-parties in accordance with this Policy to facilitate IPTC business and services or to provide you information on IPTC products and services if you have consented to receive such material.

Sponsoring Organizations – We share with sponsoring organizations the name, job title, company and physical mailing address of members of the sponsoring organization who attend our events. 

Service Providers - We work with carefully selected service providers that carry out certain functions on our behalf. These include, for example, companies that help us with technology services, storing and combining data, processing payments, and delivering orders. We only share personal data that enable our service providers to provide their services.

  • Hosted or Cloud-based (SaaS) Applications - We may use various third-party service providers who provide hosted or cloud-based (SaaS) applications. While we process your information using the tools on these third-party hosted sites, those third-parties do not access your Personal Information.
     
  • Third-Party Processors - We may use vendor partners to whom we provide your Personal Information in order to process it on our behalf, such as payment processing companies. These companies are carefully selected and do not have access to your Personal Information beyond the processing that we have defined for them. We also require these third-party processors to contractually agree to abide by our data protection and security requirements.
     
  • Third-Parties with Joint Responsibility - We have partners with whom we share your information for various services for which we have joint responsibility. Based on each processing situation, you may be asked to provide consent to one or both of us.

Events - We share your Personal Information to facilitate events that you choose to attend, exhibit, or sponsor; including sharing your Personal Information with hotels, catering companies, and payment processors.  Attendee Personal Information allows data processors to provide relevant marketing material for a specific event and insightful reporting to our Staff. Exhibitor Personal Information is provided to vendors to enable event facilitation.

Personal Information related to any transaction or purchase that you have made (such as an event registration) is reconciled with a data processor.

Education and Publications - The Personal Information of authors is carefully gathered during the publication process and shared with data processors in order to build out a comprehensive library of content for purchase or download on the OnePetro® online library. Photos of speakers and event attendees are sometimes made available publicly in online/print materials for promotional purposes and/or to recognize those individuals.

Networking - IPTC may provide access to Personal Information to an IPTC committee in the interest of networking.

Security and Third-Party Links​

Security - The security of your Personal Information is important to us, but remember that no method of transmission over the Internet or method of electronic storage is 100% secure. While we strive to use commercially acceptable means to protect your Personal Information, we cannot guarantee its absolute security. As such we make no warranties as to the level of security afforded to your data, except that we will always act in accordance with the relevant laws and regulations. We will ensure that in our contracts with data processors we are given all appropriate guarantees as to the use and security of your Personal Information and that the Personal Information may not be processed other than in accordance with our instructions.

It is important that you keep your personal data private in order to further protect your Personal Information.   

Third-Party Sites - IPTC links to third-party sites. These sites contain privacy statements that govern the use of your Personal Information when you are using their websites. IPTC does not have any responsibility regarding the processing of your Personal Information on these external websites. Please be sure to review the privacy policies on these third-party websites before sharing your Personal Information with them.

Data Retention   

We retain your personal data only for as long as is necessary to accomplish the purpose for which it was originally collected (or as otherwise set forth in this Policy) – unless we are required to hold the information in order to meet additional legal or regulatory requirements.

Your Choices and Your Rights as a Data Subject

You have the right to obtain from IPTC confirmation as to whether or not we hold Personal Information concerning you in our databases. You have the right to access any Personal Information that we hold on you (with certain restrictions) and, in addition, the rights below:

Access The right to be provided with a copy of your Personal Information (the right of access).
Rectification The right to require us to correct any mistakes in your Personal Information.
To be forgotten The right to require us to delete your Personal Information—in certain situations.
Restriction of processing The right to require us to restrict processing of your Personal Information—in certain circumstances, e.g. if you contest the accuracy of the data.
Data portability The right to receive the Personal Information you provided to us, in a structured, commonly used and machine-readable format and/or transmit that data to a third-party—in certain situations.
To object

The right to object:

-at any time to your Personal Information being processed for direct marketing (including profiling);

-in certain other situations to our continued processing of your Personal Information, e.g. processing carried out for the purpose of our legitimate interests.
Not to be subject to automated individual decision-making The right not to be subject to a decision based solely on automated processing (including profiling) that produces legal effects concerning you or similarly significantly affects you.


Transferring Data from the EU to the US

We have our main office in the United States (“US”). Personal Information that we collect from you will be processed in the US.  We collect and transfer Personal Information to the US only with your consent, to perform a contract with you, or fulfill a legitimate interest of IPTC in a manner that does not outweigh your rights. 

Children’s Privacy

IPTC events and services are not designed to target children under the age of 16, and we do not knowingly collect Personal Information from children under the age of 16.  If we become aware of Personal Information that was inadvertently obtained from children under the age of 16, we will eliminate this Personal Information immediately from our databases.      

Changes to This Policy

This Policy was last updated on the date indicated below. Your continued use of the IPTC services after any changes or revisions to this after any changes or revisions to this Policy shall indicate your agreement with the terms of such revised Policy.

This Policy has been updated and is in effect as of August 23, 2018.  IPTC reserves the right to change or update this Policy from time to time so please check back regularly to keep informed of updates.

Contact Information for Questions, Concerns, or Complaints

If you have any questions or concerns, you can contact us:

(a) by general mail at one of the addresses listed below
(b) using our website contact form
(c) by telephone at the telephone numbers listed below 
(d) by email, using privacy@IPTCnet.org

International Petroleum Technology Conference
P.O. Box 10044
50700 Kuala Lumpur, Malaysia
Tel. +1.972.952.9393  or 1.800.456.6863
(Toll-free in the USA and Canada)    


Society of Petroleum Engineers
Europe and Sub-Saharan Africa Office
Fourth Floor (West)
2 America Square
London EC3N2LU
Tel. +44.20.7299.3300


Data subjects in the EU are encouraged to contact our London office regarding questions, concerns, or interests in exercising data subject rights as per the GDPR. We hope that we can resolve any query or concern you raise about our use of your information. If not, contact the Information Commissioner at ico.org.uk/concerns/ or telephone: 0303 123 1113 for further information about your rights and how to make a formal complaint.       

Email us for more information:
iptc@iptcnet.org

Privacy Policy

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