Privacy Policy

Last Updated: April 24, 2025

1. Introduction The AEO Association (“we,” “us,” “our”) is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website (the “Site”), in compliance with the General Data Protection Regulation (GDPR) and other relevant data protection laws. Please read this policy carefully.
2. Data Controller The AEO Association is the data controller responsible for your personal data collected via the Site. Contact Email: info@aeoassociation.com [Optional: Add Physical Address and Phone Number if applicable]
3. What Personal Data We Collect We may collect the following types of personal data:

• Contact Data: Such as your name, email address, phone number, company name, and job title if you provide it to us through contact forms, registration forms, or email communications.
• Usage Data: Information about how you access and use the Site, including your IP address, geographical location, browser type and version, operating system, referral source, length of visit, page views, and website navigation paths.
• Cookie Data: Information collected through cookies and similar tracking technologies. Please see our Cookie section below.

4. How We Collect Your Data

• Directly from You: When you fill out forms on our Site (e.g., contact form, newsletter signup, event registration), or when you communicate with us via email or other channels.
• Automatically: When you navigate through our Site. Information collected automatically may include Usage Data and Cookie Data collected via server logs and tracking technologies like cookies.

5. Legal Basis for Processing Your Personal Data (GDPR) We process your personal data based on the following legal grounds:

• Consent: Where you have given clear consent for us to process your personal data for a specific purpose (e.g., subscribing to a newsletter, non-essential cookies). You have the right to withdraw your consent at any time.
• Legitimate Interests: Where processing is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests. This includes operating our Site, improving our services, ensuring security, and analysing website usage (using anonymized or pseudonymized data where possible).
• Legal Obligation: Where processing is necessary for compliance with a legal obligation to which we are subject.
• Contract: If we enter into a contract with you (e.g., for membership or specific services), we may process your data as necessary to perform that contract.

6. How We Use Your Personal Data We use the information we collect for various purposes, including:

• To operate and maintain our Site.
• To respond to your inquiries, comments, and requests.
• To send you newsletters, marketing communications, event information, or other news about the Association, only if you have opted-in to receive such communications.
• To improve the Site’s content, functionality, and user experience through analysis of Usage Data.
• To monitor the security of our Site and prevent fraud.
• To comply with legal obligations.

7. Data Sharing and Disclosure We do not sell your personal data. We may share your data with third parties only in the following situations:

• Service Providers: With third-party vendors and service providers who perform services for us or on our behalf (e.g., website hosting, email delivery, analytics providers). These providers are contractually obligated to protect your data and use it only for the purposes we specify.
• Legal Requirements: If required to do so by law or in response to valid requests by public authorities (e.g., a court or a government agency).
• Business Transfers: In connection with, or during negotiations of, any merger, sale of company assets, financing, or acquisition of all or a portion of our organization by another entity.
• With Your Consent: We may disclose your personal information for any other purpose with your explicit consent.

8. International Data Transfers If we transfer your personal data outside the European Economic Area (EEA), we will ensure that appropriate safeguards are in place to protect your data, such as using Standard Contractual Clauses approved by the European Commission, or transferring to countries deemed to provide an adequate level of data protection.
9. Data Security We implement appropriate technical and organizational security measures designed to protect the security of any personal information we process. However, please remember that no method of transmission over the Internet or method of electronic storage is 100% secure.
10. Data Retention We will retain your personal data only for as long as is necessary for the purposes set out in this Privacy Policy, unless a longer retention period is required or permitted by law (such as tax, accounting, or other legal requirements). When we have no ongoing legitimate business need to process your personal information, we will either delete or anonymize it.
11. Your GDPR Data Protection Rights Under GDPR, you have the following rights regarding your personal data:

• Right to Access: You can request copies of your personal data.
• Right to Rectification: You can request that we correct any information you believe is inaccurate or complete information you believe is incomplete.
• Right to Erasure (Right to be Forgotten): You can request that we erase your personal data, under certain conditions.
• Right to Restrict Processing: You can request that we restrict the processing of your personal data, under certain conditions.
• Right to Object to Processing: You can object to our processing of your personal data based on legitimate interests.
• Right to Data Portability: You can request that we transfer the data that we have collected to another organization, or directly to you, under certain conditions.
• Right to Withdraw Consent: If we rely on your consent to process your data, you have the right to withdraw that consent at any time.

12. How to Exercise Your Rights To exercise any of these rights, please contact us at info@aeoassociation.com. We will respond to your request within one month, as required by GDPR. You also have the right to lodge a complaint with a supervisory authority (data protection authority) in your country of residence if you believe that our processing of your personal data infringes GDPR.
13. Cookies Our Site uses cookies (small text files placed on your device) to enhance user experience, analyze site usage, and assist in our marketing efforts. Some cookies are essential for the Site to function, while others are optional. We will ask for your consent before placing non-essential cookies on your device. You can manage your cookie preferences through your browser settings or potentially through a cookie consent tool on our Site. [Optional: Link to a separate, more detailed Cookie Policy if you have one].
14. Children’s Privacy Our Site is not intended for use by children under the age of 16 (or the relevant age of digital consent in your jurisdiction). We do not knowingly collect personal data from children under this age.
15. Changes to This Privacy Policy We may update this Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the “Last Updated” date. You are advised to review this Privacy Policy periodically for any changes.

16. Contact Us If you have any questions about this Privacy Policy or our data protection practices, please contact us: Email: info@aeoassociation.com