Privacy Policy

Your privacy is important to us.

Last Updated: June 2, 2014

Your privacy is very important to BCD Meetings & Events Services B.V. (BCD Meetings & Events). BCD Meetings & Events has created this Privacy Policy to demonstrate its firm commitment to privacy and security. This Privacy Policy describes how BCD Meetings & Events collects and uses personal information that you may provide to us. BCD Meetings & Events requests that you read this Privacy Policy carefully and in its entirety as it relates to your rights regarding your personal information.

This Privacy Policy applies to all BCD Meetings & Events Internet sites and services that display or link to this Privacy Policy. Once you leave this site, the privacy policy of the site to which you link to shall apply.

BCD Meetings & Events adheres to the regulations of the European Data Protection Directive (95/46/EC) and the respective data protection laws of the individual European countries. Where applicable, BCD Meetings & Events complies with the U.S. European Union Safe Harbor Framework and the U.S.-Switzerland Safe Harbor Framework as set forth by the U.S. Department of Commerce regarding the collection, use, and retention of personal information from European Union member countries and Switzerland. BCD Meetings & Events has certified that it adheres to the Safe Harbor Privacy Principles of notice, choice, onward transfer, access, security, data integrity, and enforcement. To learn more about the Safe Harbor program, and to view BCD Meetings & Events certification, please visit

1. Notice

Personal Information BCD Meetings & Events Collects and How It Is Used

BCD Meetings & Events collects information in different ways from individuals who access the various parts of our services and the network of Internet sites accessible through or utilized by our services and our company. We use this information primarily to provide the services and may also use it to provide a customized experience as you use our services and share such information with third parties as described herein. Your personal information collected is disclosed if: (i) necessary for the provision of our services; (ii) we have received your permission beforehand; (iii) before disclosure we specifically state that we will; or (iv) we believe that such disclosure is required by law.

You may be asked to provide certain personal information when you use our services and/or sites, such as name, address, telephone number, billing information (such as a credit card number), and travel plans or arrangements. Unless expressly stated otherwise, the personal information collected is used for the provision of our services and is shared among BCD Meetings & Events and its related companies, affiliates, subsidiaries, partners, subcontractors, and agents, the global distribution systems (GDS), industry reporting authorities, and travel and related suppliers as necessary for the services provided. However, in instances in which BCD Meetings & Events and a partner jointly promote or offer the services, BCD Meetings & Events may provide the partner certain personal information for the sole purpose of allowing us and the partner to assess the results of the promotion or to offer the services. In this instance, personal information may not be used by the partner for any other purpose. BCD Meetings & Events may also generate non-personal identifying and aggregate profiles from personal information. We may use this aggregated and non-personal identifying information to sell advertisements that appear on the services or to enhance the services.

BCD Meetings & Events and its related companies, affiliates, and subsidiaries also receive personal information from their employees which may be shared and transferred in accordance with this Privacy Policy and in case of a (potential) employee BCD Meetings & Eventss Human Resources Information and Privacy Policy. In addition, BCD Meetings & Events and its related companies, affiliates, and subsidiaries may receive personal information from job applicants which may be shared and transferred in accordance with this Privacy Policy.

BCD Meetings & Events occasionally hires other companies to provide limited services on our behalf, such as for fulfillment, survey, statistical analysis, or background and credit check purposes. Such companies will be permitted to obtain only the personal information they need to deliver the service. They are required to maintain the confidentiality of the information and are prohibited from using it for any other purpose.

Personal information collected on BCD Meetings & Events Internet sites and services may be stored and processed in the United States or any other country in which BCD Meetings & Events or its related companies, affiliates, subsidiaries, partners, subcontractors, or agents maintain facilities, as necessary to provide and enhance our services.

BCD Meetings & Events may be acquired, merge with another business, acquire, or buy other businesses or assets. In such transactions, personal information is generally one of the transferred business assets. In such an event, both personal and non-personal identifying information will be part of the transferred assets.

Responses to Email Inquiries

When individuals send email inquiries to BCD Meetings & Events, the return email address is used to answer the email inquiry we receive. BCD Meetings & Events does not use the return email address for any other purpose and does not share the return email address with any third party.

Cookies and How BCD Meetings & Events Uses Them

Information on Cookies and how BCD Meetings & Events uses them are available using cookies.

Voluntary Customer Surveys

BCD Meetings & Events may periodically conduct both business and individual customer surveys. We encourage our customers to participate in these surveys because they provide us with important information that helps us to improve the types of services we offer and how we provide them to you. Your personal information and responses will remain confidential, even if the survey is conducted by a third party. Participation in our customer surveys is voluntary. We take the information we receive from individuals responding to our customer surveys and combine (or aggregate) it with the responses of other BCD Meetings & Events customers to create broader, generic responses to the survey questions (such as gender, age, residence, hobbies, education, employment, industry sector, or other demographic information). We then use the aggregated information to improve the quality of our services to you and to develop new services and products. This aggregated, non-personal identifying information may be shared with third parties.

Age (for US activities only)

This site is not directed to children under 13 years of age and BCD Meetings & Events does not knowingly collect personal information from children. Children under 13 years of age should not use this site to submit any personal information about themselves.

2. Choice

It is BCD Meetings & Eventss policy not to use or share the personal information about individuals in ways unrelated to the ones described above without also providing you an opportunity to opt out or otherwise prohibit such unrelated uses. However, BCD Meetings & Events may disclose personal information about individuals or information regarding your use of the services or Internet sites accessible through our services, for any reason if, in our sole discretion, we believe that it is reasonable to do so, including: (i) to satisfy laws, such as the European Data Protection Directive (95/46/EC), regulations, or governmental or legal requests for such information; (ii) if we believe that it is necessary to identify, contact, or bring legal action against someone who may be violating our terms of use or other policies; (iii) to operate the services properly; or (iv) to protect BCD Meetings & Events and our customers. We treat the personal information we receive about individuals through our site in accordance with this Privacy Policy, irrespective to your tracking settings. You may choose not to provide any or all of the personal information that is requested and/or refuse cookies in your browser (please refer to the Cookies clause in Section 1, Notice, of this Privacy Policy), however, you may limit your ability to receive some or all of our services and/or some features may not be available to you or may not function properly as a result. In the event you do not want your personal information shared, please contact us as provided in Section 9 below with your specific request and within a reasonable time we will review your request with you and/or our customer/your employer, or other appropriate party(ies) based on your relationship with BCD Meetings & Events and/or who you are traveling on behalf of, to assist in resolving the matter.

3. Onward Transfer

Some BCD Meetings & Events products and services are offered in conjunction with a non-affiliated partner or service provider. For example, we outsource the provision of weather information and location profiles. To provide some of these products and services, the partner or service provider may need to collect and maintain personal information. In these instances, you will be notified before any such data is collected or transferred and may decide not to use that particular service or feature. BCD Meetings & Events will share non-personal identifying and aggregate information (except as described herein) with such partners or service provider in order to administer the co-branded products or services offered.

BCD Meetings & Events will also provide your personal information to one or more GDSs, industry reporting authorities, Internet booking engines, and other travel and related suppliers and vendors as necessary to fulfill your travel arrangements and services. BCD Meetings & Events does not exercise any control over any such parties.

Personal information of job applicants and employees of BCD Meetings & Events and its related companies, affiliates, and subsidiaries will only be transferred in accordance with this Privacy Policy.

At some Internet sites, you can purchase products and services or register to receive materials, such as a brochure, a catalog, or new product and service updates. In many cases, you may be asked to provide contact information such as your name, address, email address, phone number, and credit/debit card information. BCD Meetings & Events has no control over the third parties use of any personal information you provide when placing such an order. Please exercise care when doing so. Such sites may follow privacy policies that differ from the provisions provided herein. BCD Meetings & Events is not responsible for and expressly disclaims any and all liability related to actions of such linked sites, their privacy policies, or the content of such sites.

4. Access

BCD Meetings & Events allows you to have access to your personal information to ensure its accuracy. If you become aware of any inaccuracy in your personal information or wish to review or inquire about your personal information we may have, please submit your specific request as provided in Section 9 below. Any changes will be made within a reasonable time period and in accordance with applicable privacy laws. In so far as permitted by national law, BCD Meetings & Events reserves the right to charge a reasonable administrative fee to cover the costs of providing any access or review of your personal information.

5. Security

Services and Internet sites we sponsor have security measures in place to protect from the loss, misuse, and unauthorized access, disclosure, destruction, and alteration of personal information under our sole control. We conduct periodic reviews of our data collection, storage, processing, and security measures to ensure we are only collecting, storing, and processing personal information that is required for our services and to fulfill our contractual obligations or for employment matters related to our employees and job applicants. BCD Meetings & Events currently uses security measures, such as the Secure Sockets Layers (SSL) protocol and firewalls to safeguard personal information. BCD Meetings & Events also implements measures to protect your personal information off-line. Access is restricted to employees who have a need to know, and those employees must use passwords to access the personal information. While we make every effort to ensure the integrity and security of our network and systems, we cannot guarantee, ensure, or warrant that our security measures will prevent illegal or unauthorized activity related to your personal information.

If a password is used to help protect your personal information, it is your responsibility to keep your password confidential. Do not share such information with anyone. If you are sharing a computer with anyone you should always choose to log out before leaving a site or service to protect access to your password and personal information from subsequent users.

6. Data Integrity

BCD Meetings & Events uses the personal information you provide to us only for the purposes for which you submit such personal information and not in any way that is contrary with the purposes for which it was collected or otherwise stated in this Privacy Policy. We request from you only that personal information which is necessary to provide the services you access or for your employment by BCD Meetings & Events, as applicable, and we will take reasonable steps to ensure that personal information we receive from you is reliable for its intended use, accurate, complete, and current, including providing mechanisms by which you can amend or update your personal information.

7. Enforcement

We have established internal procedures to monitor our compliance with the European Data Protection Directive (95/46/EC) and the respective data protection laws of the individual European countries.If you believe that BCD Meetings & Events has not complied with this Privacy Policy with respect to your personal information, you may send your questions and concerns as provided in Section 9 below. Please describe in as much detail as possible the ways in which you believe that the BCD Meetings & Events Privacy Policy has not been complied with. We will investigate your complaint promptly. If your inquiry is not reasonably resolved, BCD Meetings & Events will cooperate with the relevant European Data Protection Authorities to resolve the issue, as applicable.

8. Changes to This Privacy Policy

BCD Meetings & Events reserves the right to revise, amend, or modify this Privacy Policy at any time and in any manner. When we post changes to this Privacy Policy, we will update the last updated date at the top of this Privacy Policy. We therefore ask you to regularly check this privacy policy for changes each time you intend to use the Internet site.

9. Your Questions and Comments

To access your personal information, change or update your personal information, inquire about this Privacy Policy, or issue a complaint, contact us at:

BCD Meetings & Events Services B.V.
Attn: Legal Department
Address: Europalaan 400
City/State/Zip: 3526 KS Utrecht, The Netherlands
Phone: +31 20562 1800
Fax: +31 20548 1100