Privacy Policy

1. Introduction

Data and information are at the heart of what Porolis does, and we take matters of data privacy seriously. We respect our relationships with customers, clients, partners, suppliers and colleagues, and the trust they place in us to hold their personal information. This Privacy Policy explains how Porolis Technologies Pte Ltd (“we”, “us” or “our”) collect, use and protect personal information across our businesses.

We operate globally across many countries, which each have varying data protection laws. This Privacy Policy applies to all Porolis businesses across the world except to the extent a country-specific requirement supplements the policy.

2. Nature of Personal Information Collected

In this Privacy Policy, personal information refers to the types of personal information that may be collected and used, including:

Contact details such as name, email address, postal address and telephone number
Educational, nationality and professional information
Demographic information such as gender and birth date
Usernames and passwords
Payment information, such as a credit or debit card number or bank account details
Comments, feedback, ratings, posts and other content submitted, including survey information
Interests and communication preferences including marketing permissions where appropriate
IP address, website and communication usage information, such as correspondence and details of your use of our website and services obtained through cookies or other tracking technologies

This personal information relates to the following categories of people:

Prospects, customer contacts, subscribers and users in respect of our services and products
Visitors, sponsors, exhibitors and speakers at our marketing and promotion events
Professionals featured in digital and print products, such as senior executive details made available through intelligence products, research, publications
Authors, editors, and reviewers in respect of our publications
Contacts of our service providers and business partners

We may collect this information directly from you when you register or engage with our services and/or platforms.

We may create anonymous or aggregated data from personal information we receive about you and other individuals. Anonymous data might include statistical data or analytics information and we may share this with third party customers.

3. How and why personal information is used

(a) For product enquiries, sales and administration

If you have made an enquiry about us or our products or services, either online or over the phone, your personal information will be used to respond to the enquiry or to take other steps at your request, prior to you entering into a contract with us.

If you have purchased or registered for one of our products or services, including on a trial basis, we will use your personal information, including bank or card details, to provide you with the product or service, communicate with you about it, handle payments and recover any debts.

(b) Call monitoring for training and quality monitoring purposes

Where one of our sales representatives speaks to you over the phone, the calls are recorded for training and monitoring purposes.

(c) Professional information in our products and consulting services

If your professional personal information is relevant to our products and is freely available through public sources, such as a website related to your work or profession, listed directories, press releases, industry publications, or if you provide it to us, to the extent permitted by applicable data protection laws, we may use such personal information in the products we provide to customers, for example in subscription products, research, industry analysis and insights. We may also check your information against the information listed on available databases, to identify and verify your professional status.

If you make an enquiry or engage us to provide consulting services or research/analysis, we will collect information such as your name, country, job title, company information or academic affiliation, postal address, e-mail address and telephone number. We will use your personal information to respond to the enquiry or to fulfil consulting services.

(d) For event and exhibition management

If you participate in one of our events as a speaker, sponsor, exhibitor or attendee, your personal information will be used in connection with the running of the event, to handle payments and recover debts. This includes our legitimate business interests in carrying out logistic, administrative and analytics activities, to ensure our events run smoothly and so that we can offer an improved experience for our customers.

We may also use your personal information to maintain databases that allow us to assess your qualities as a speaker or sponsor/exhibitor, promote events and encourage further engagement at our events, and to request references in certain circumstances.

In addition, photos and videos are taken at our events, which may feature attendees, speakers, sponsors or exhibitors. Where we have taken photos and videos at our events that feature you as an attendee, sponsor or exhibitor, to the extent permitted by applicable data protection laws, those photos and videos may be used for promotional purposes. Third parties may also take photographs at our events, for example to maintain a record of stands or exhibitors they have visited. We are not responsible for the collection or use of images taken by third parties.

(e) For our Publishing Services

If you publish work with us, your personal information, including the personal information of any named representative or beneficiary, is used in connection with the dissemination and promotion of your published work, and fulfilment of any contractual obligations, as is necessary for the purposes of our legitimate interests as a commercial organisation. Your name and affiliation will be published as part of authored work. Personal information is also used to handle payments or for other purposes, as is necessary to perform the contract entered into with us.

In addition, we sometimes take photos and videos at events associated with your published work. Where photos and videos are taken at our events that feature you as an author, we may use those photos and videos for promotional purposes.

(f) For marketing

We may use your personal information to send you newsletters, offers or other marketing emails that keep you up to date with our news, events and products that may be of interest. Depending on the nature of your interaction with us and applicable data protection laws, you may have actively given us your consent (i.e. opted in) or we may be entitled to rely on your implied consent or legitimate interests to market to you. The opportunity to opt out of future marketing will always be provided, and you have the right to amend your marketing preferences at any time.

In some circumstances, where we have a lawful basis and you have provided your mobile telephone number, we may send marketing SMS/text messages or call you for marketing purposes, in accordance with applicable local laws. We may also send postal mailings with information on new products and events, where we have a lawful basis to do so and you have provided us with your postal address.

(g) In social media

We may use your personal information to undertake advertising campaigns on social media platforms such as LinkedIn, Instagram and Facebook in order to provide information about upcoming events or new products and to ensure you only receive relevant advertising about our products and services. We may share your personal information with social media platforms so that you see advertising about our products and services that we think you will be interested in when you interact with the relevant social media platform. We may also share your personal information with social media platforms to help us present relevant advertising to individuals who the social media platforms determine are likely to have similar interests to you.

We maintain presences on social media platforms, through our company and brand pages. We collect personal information when you interact with us on social media. Please note that these social media platforms may set cookies and other tracking technologies on your device when you visit their pages and when you navigate from their pages.

The output of such information may be provided to us (usually for statistical purposes to see how users interact with our content on social media platforms). The social media platforms are responsible for how they handle your personal information and information about how these social media platforms collect and use your personal information (and how they use cookies and other technologies, including instructions on how you can disable these) can usually be found in their respective privacy policies and cookies policies on their respective websites. For customer and prospects management (including analytics and product management).

(h) For surveys

We may use your personal information to undertake research surveys for ourselves or on behalf of a third party. This includes your contact information, pseudonymised demographic information and any feedback or answers you provide. Surveys may be carried out digitally or face-to-face.

(i) For customer and prospects management (including analytics and product management)

The personal information held about you, combined with other personal information legitimately obtained and shared with us by third parties or publicly available data, may be used to better understand our customers and their preferences and to improve the products and services delivered. This may include automated profiling and campaign management techniques.

Data may also be used in advertising campaigns on social media platforms such as LinkedIn, Instagram and Facebook in order to provide information about upcoming events or new products and to ensure you only receive relevant advertising about our products and services as described above.

(j) For enquiries and complaints

Any personal information provided on the Contact Us page will be used only to provide a response, find a resolution to the complaint or to service the request or enquiry made.

(k) For news alerts

The information collected when you sign up for news alerts is used only to provide that service, and to understand the background and interests of our subscriber list.

In providing the service we gather statistics about how many emails are opened, using industry standard technologies including image downloads. This is to help us monitor and improve the news alerts service and information is collected and analysed at an aggregate level only.

With your permission, from time-to-time we may use your registration details to contact you about the news alerts service. You can unsubscribe from the service at any time using links provided within our emails.

(l) In automated decision-making, including profiling

We use fully automated algorithm-based technologies to personalise dynamic web content based on your explicit and/or implicit interests. General profiling, such as segmentation, is carried out for the purpose of providing a more relevant experience.

When we use these techniques, we use measures to avoid legally discriminatory biases and inaccuracies. These automated processes may result in different content being shown to you.

(m) For fulfilment of our legal obligations including anti-fraud measures and screening

It is industry standard for companies to access and use certain personal information to prevent fraud and other crimes, as may be required by applicable law and regulation and best practice at any given time. If false or inaccurate information is provided and fraud is identified or suspected, details may be passed to fraud prevention agencies and may be recorded by us or by them.

To ensure we comply with international trade sanction laws and regulations, where appropriate customers, vendors and suppliers are screened against applicable sanctions lists.

4. How we protect personal information

We recognise the importance of protecting and managing personal information. Your personal information will be treated with the utmost care and security. We use a variety of physical and technical measures to keep personal information safe and prevent unauthorised access to or use or disclosure of it. Electronic data and databases are stored on secure computer systems with control over who has access to information using both physical and electronic means. Our colleagues receive data protection training and there is a set of detailed security and data protection policies which colleagues are required to follow when handling personal information.

While we take all reasonable steps to ensure that personal information will be kept secure from unauthorised access, we cannot guarantee it will be secure during transmission by you to a website or other services, as we do not control that transmission. We make use of HTTPS (HTTP Secure) whereby the communication protocol is encrypted via Transport Layer Security (TLS) for secure communication over a computer network. The website is loaded via HTTPS, represented by the lock icon in your web browser ensuring the transmission is secured with a certificate issued by an official security certificate authority to Porolis.

5. International transfer of personal information

Due to the international nature of our business and the technologies required, personal information may be accessed by our colleagues and third-party service providers from locations all around the world, whose data protection laws may not be as extensive as those in regions such as the European Union. We put in place appropriate protection, including Standard Contractual Clauses where applicable, to make sure your personal information remains adequately protected and is treated in line with this policy and applicable data protection laws.

6. Cookies

A cookie is a small text file containing a unique identifier that is automatically placed on a user’s computer or other device when the user visits a website. For more information, please visit our Cookie Policy link on the bottom of the website page.

7. Third-party links

This website contains links to other websites. We are not responsible for the privacy practices of these websites and do not accept any liability in connection with their content. We recommend reviewing the privacy policy of each third- party site linked from this website to determine its use of your personal information.

8. Who personal information is shared with

As a global multinational to provide you with our services and products, your information may be shared for specific reasons. This section explains how and why personal data is shared.

(a) Sharing with Porolis Group companies

We may share your personal information with other companies within the Porolis Group for specific purposes. For example, other Porolis companies may assist in providing our products and services, carry out internal analysis of the usage of our and their products and services, or where permitted under applicable data protection law, offer relevant products and services which might interest you.

(b) Sharing with Service Providers

We may share your personal information with third parties who assist in providing our products and services and administering our business. These include IT and marketing technology host suppliers, web and data hosting providers, mailing houses, advertisement servers, logistics and general services contractors, debt collection agencies, event registration partners and sales platform providers. Personal information will only be shared with third parties if and to the extent it is necessary for them to provide our products and services to you.

We use web chat services that allow us to connect with you and answer sales and customer services questions quickly and directly. We ensure these service providers protect your data but these chats are intended to provide quick answers to basic service questions only, and you should not provide any sensitive information, such as bank or credit card details in these chats.

These data processors are bound to compliance through contracts in place that protect the personal information you have shared with us.

(c) To reorganise or make changes to our business

If we are subject to negotiations for the sale of all or a part of our business to a third party, are sold to a third party or undergo a re-organisation, we may need to transfer some or all of your personal information to the relevant third party or its advisors as part of any due diligence process. Any information that is transferred to that re-organised entity or third party will be used for the same purposes as set out in this policy, or for the purpose of analysing any proposed sale or re-organisation.

(d) In connection with legal or regulatory obligations

We may process your personal information to comply with our legal and regulatory requirements or to respond to regulators where applicable. This may include disclosing your personal information to third parties, the court service and/or regulators or law enforcement agencies in connection with enquiries, proceedings or investigations by such parties anywhere in the world or where compelled to do so. In some circumstances, we may be legally required to disclose your personal information because a court, the police, another judicial or law enforcement body or government entity has asked us for it.

9. How long your information is kept

We will retain personal information while we are using it, as described in the section above, and only for as long as is necessary and as permitted by applicable laws. We may continue to retain it after we have ceased such uses for certain legitimate business purposes. For example, if you have opted out of marketing communications from us, we will retain limited details about you to ensure we can honour your opt-out request. We may also continue to retain your personal information to meet our legal requirements or to defend or exercise our legal rights.

The length of time for which we will retain your personal information will depend on the purposes for which we need to retain it. After we no longer need to retain your personal information, it will be deleted or securely destroyed.

10. Updating your information and marketing preferences

We want you to remain in control of your personal information. We try to ensure the personal information held about you is accurate and up-to-date. We will always provide the opportunity to unsubscribe or opt out of future marketing communications on our products, services and events.

Information on how to unsubscribe or opt out will be provided on every marketing email we send you. However, if at any stage you would like to update and/or correct such personal information, or opt-out of future marketing communications, you can request this by sending an email to our Group Data Protection Officer, or through the Contact Us link.

11. Contacting Porolis

For any questions about this Privacy Policy, you can contact our Group Data Protection Officer through our Contact Us link, or at Porolis Technologies (Legal Department), 14 Kung Chong Road, #05-01 Lum Chang Building, Singapore 159150.

12. Changes to this Privacy Policy

To keep up with changing legislation, best practice and changes in how we process personal information, we may revise this Privacy Policy at any time. Depending on the nature of the changes, we may update you via email if we have your personal information; or we may update the Policy without notice by posting a revised version on this website. To stay up to date on any changes, check back periodically.

This Privacy Policy was last updated on 1 Jul 2024.