Privacy Statement

Wiredin Events LLC (“Wiredin”, “we”, “us”, or “our”) is a healthcare engagement agency and professional conference organizer (PCO) established in Dubai, United Arab Emirates. In the course of our activities we collect and process personal data belonging to event attendees, healthcare professionals, speakers, faculty, scientific committee members, sponsors, exhibitors, suppliers, website visitors, and users of our digital platforms.

This Privacy Statement explains what personal data we collect, why we collect it, the legal bases on which we process it, with whom we share it, how long we keep it, how we protect it, and the rights available to you. It is the single authoritative reference for all Wiredin systems and services, including: the Wiredin corporate website and any microsites or event websites we operate; our event and congress registration systems, including online registration forms, on-site registration, badge issuance, and attendance tracking; Scholaris (scholaris.health), our continuing medical education (CME) platform for healthcare professionals; and our customer relationship management (CRM) and communications systems used to manage contacts and send communications.

This Statement applies to individuals whose personal data we process regardless of their location. Our delegates, faculty, sponsors, and platform users are based in the United Arab Emirates, across the Gulf Cooperation Council region, and internationally. Your personal data is processed and stored primarily in the United Arab Emirates, subject to the international transfer safeguards described in Section 10, irrespective of the country from which you register or access our platforms.

Not every system collects every category of data described in this Statement. Section 5 sets out which categories of personal data are collected by which system. Where a specific event, program, or platform requires additional or different processing, we will provide a supplementary notice at the point of collection.

By using our websites and platforms, and by completing registration for an event we organize or co-organize, you confirm that you have read and agree to this Privacy Statement and to the applicable event terms and conditions. That wording is shown at the point of registration. Where we contact you about our other events and educational activities, we do so on the basis described in Section 7, and you may object or unsubscribe at any time as described in Section 14.

The data controller responsible for the processing described in this Statement is:

• Wiredin Events LLC
• Concord Tower, Dubai Media City, Dubai, United Arab Emirates
• Trade License No.: 952713 (Dubai Department of Economic Development)
• Email for privacy matters: privacy@wiredin.ae

Data protection queries, requests, and complaints under this Statement should be directed to the contact details above.

For certain events, Wiredin acts as a processor on behalf of a client (for example, a pharmaceutical company, medical society, or government entity that commissions an event). Where that is the case, the client is the data controller, and this will be indicated in the event-specific registration notice. This Statement continues to describe our security and handling practices in those situations.

This Statement is prepared in accordance with UAE Federal Decree-Law No. 45 of 2021 on the Protection of Personal Data (“PDPL”) and its Executive Regulations, together with other applicable UAE legislation. Where we process personal data of individuals located in other jurisdictions (for example, international delegates or faculty), we take account of the data protection laws applicable to those individuals, including, where relevant, the EU/UK General Data Protection Regulation (“GDPR”) for delegates from those jurisdictions.

Nothing in this Statement limits any right you have under applicable law.

We apply the principle of data minimization: we collect only what is necessary for the stated purpose. Individual events may collect a subset of these categories; the registration form for each event shows exactly what is requested for that event.

For most events, no identity document is required. We may request a copy of, or the number from, an identity document only where: a government authority, regulator, or venue requires verified identification as a condition of the event permit or venue access; verification is required to confirm eligibility for a restricted/discounted registration category and no less intrusive proof is sufficient; or required by law.

Safeguards applied when identity documents are collected:

• the requirement and reason are stated at the point of collection;
• documents are stored in a segregated, access-restricted repository, separate from our general contact database, with access limited to named personnel;
• documents are encrypted in transit and at rest;
• documents are not used for any other purpose, not added to marketing or CRM records, and not shared with sponsors or exhibitors;
• documents are deleted once the verification or regulatory purpose is fulfilled, or at the end of any mandated retention period.

Where a less intrusive document (student card, employer letter) is sufficient, we accept it instead.

Speakers and faculty are a separate case. Government event-licensing rules require individual speaker permits, and the documents required depend on nationality and residency status. For events licensed in Abu Dhabi, the Department of Culture and Tourism – Abu Dhabi requires a recent photograph for UAE citizens and residents, and a passport copy with a recent photograph for GCC and other foreign nationals, with a UAE visa copy in addition where the speaker enters on a mission or visit visa. Dubai events holding a DET or DTCM permit have equivalent requirements. We collect these documents only to obtain the permit that allows the speaker to present, applying the same safeguards above. A speaker cannot be confirmed without the permit, so this collection is a regulatory requirement rather than a matter of choice.

Under the PDPL, processing requires consent unless another lawful basis applies, including performance of a contract, compliance with a legal obligation, or other cases set out in the PDPL. Our purposes and bases:

Where we rely on consent, you may withdraw it at any time as described in Section 13 (does not affect processing already carried out).

We do not sell personal data. We share it only as follows:

• Accrediting and regulatory authorities (attendance/credit data for CME/CPD validation);
• Event clients (where a client/society commissions an event and Wiredin acts as processor, data is shared with that entity as controller as disclosed in the event-specific notice; otherwise post-event reporting to a society is provided in aggregate form);
• Sponsors and exhibitors (where a sponsor arranges attendance, we receive those delegates’ details from the sponsor to register them; reporting we give sponsors after an event is aggregate composition only and does not identify individuals; badge scanning records attendance; any identifiable sharing with a sponsor for a specific event is stated at the point of collection);
• Service providers (registration/event tech, CME hosting, email delivery, payment processing, cloud storage, badge printing, AV production, under confidentiality/data protection contracts);
• Venues and security (minimum data required for access/permit purposes);
• Dubai government authorities DET/DTCM (where an event uses a DET code or requires a DET/DTCM permit, we share the required delegate data; DTCM operates under the DET umbrella; DET is data controller for what it receives, under its own notice at dubaidet.gov.ae, contact privacy@dubaidet.ae);
• Abu Dhabi government authorities DCT Abu Dhabi (events in Abu Dhabi are licensed under the Abu Dhabi Events Licensing System, Decree No. 54 of 2016, via the TAMM platform; speakers/faculty need individual permits per Section 6; ticketed events use the DCT E-Ticketing System; DCT Abu Dhabi is data controller for data it receives, under its own policy at dct.gov.ae);
• Professional advisers and authorities (auditors, legal advisers, insurers, courts, public authorities where required by law);
• Corporate transactions (data may transfer as part of a merger/acquisition/asset transfer, subject to this Statement).

We apply technical and organizational measures proportionate to the data and risks:

• encryption in transit and at rest;
• role-based access controls;
• segregated, restricted storage for identity documents and higher-risk data;
• hashed password storage;
• contractual obligations on service providers;
• logging and monitoring of access;
• staff confidentiality obligations and awareness training;
• periodic review of security measures and access rights.

No system is guaranteed absolutely secure; contact us immediately if you believe your interaction with us is no longer secure.

Subject to the PDPL and applicable law:

• Right of access;
• Right to rectification;
• Right to erasure;
• Right to restriction of processing;
• Right to data portability;
• Right to object (including to direct marketing);
• Rights relating to automated decision-making (Wiredin does not currently carry out solely-automated decisions producing legal or similarly significant effects).

To exercise these rights, contact us using Section 2 details. We may verify your identity first. We will respond within legally required timeframes. You may lodge a complaint with the UAE Data Office or another competent supervisory authority.

Where processing is based on consent, you may withdraw it at any time, free of charge, via the unsubscribe link in any marketing email, your Scholaris account settings, or by contacting us. Withdrawal does not affect processing necessary for a contract with us or required by law.

Unsubscribe operates at more than one level: from a specific mailing or campaign, from communications relating to a specific Society, or from all Wiredin communications. A request to stop all communications is always available and honored in full; each request is tracked separately.

Marketing communications are sent only to individuals who have consented or, where permitted by law, existing contacts regarding similar services, always with a clear opt-out. Scientific and educational communications to healthcare professionals are managed in accordance with applicable UAE health authority rules.