Event Participant Privacy Information 

About this information 

Virtual Days provides the digital platform used by organisations to host online and hybrid events. This information explains our role when you participate in an event organised by one of our customers. It should be read together with the event organiser’s privacy notice. 

It does not replace the organiser’s event-specific information or apply to events that Virtual Days organises in its own capacity. Those events have separate privacy information. 

Who is responsible for your personal data? 

For the customer-organised events covered by this notice, the event organiser is responsible for deciding why and how participant personal data is processed. The organiser’s identity and contact details are provided in the registration or event information. 

Virtual Days AB acts as a data processor for the organiser. Where the organiser appoints an agency or another service provider that engages Virtual Days, we may instead act as a subprocessor. 

We process event personal data in accordance with the relevant data processing agreement and documented instructions, except where applicable law requires otherwise. 

Virtual Days AB is registered in Sweden under company registration number 559312-2053. You can contact us at info@virtualdays.com. 

What information may be processed? 

Depending on the event, this can include the registration and profile details requested by the organiser, account information associated with your personal login link, your activity in the event (such as sessions viewed, booth visits, meetings, questions, chat messages and uploads) and technical data needed to run and protect the platform. The organiser’s information explains what is required and whether anything is recorded. 

Why is the information processed? 

We process this data on the organiser’s instructions to provide the event, for example registration, access, event communications, meetings, chat, support, security and reporting. 

The organiser determines and explains the legal basis for the event’s processing. It is not necessarily consent. Accepting platform user terms or acknowledging a privacy notice is not, by itself, consent to every use of personal data. 

Please do not share sensitive personal data in profiles, chats, questions or uploads unless the organiser has explained why it is needed and how it will be protected. 

Who can see your information? 

Organiser staff and their service providers can access what they need to run, support and report on the event. Depending on how the event is set up, other participants, speakers or exhibitors may see some profile details, messages or interactions. The organiser’s information explains what is shared and whether exhibitors may follow up after the event. 

There is no general rule that every exhibitor receives every participant’s contact details. Visiting a booth or attending a presentation does not, by itself, authorise unrelated marketing. 

An organisation that receives your information and uses it for its own purposes is responsible for that use and for informing you about it. 

Communications about the event 

The organiser, or Virtual Days on its behalf, may send messages needed for the event, such as registration confirmations, personal login links, reminders and technical notices. 

Participation in a customer-organised event does not automatically enrol you in Virtual Days’ own marketing lists, community or candidate database. 

If you already have a separate relationship with Virtual Days, it is handled under its own privacy information and kept separate from the event data. 

Service providers, processing locations and security 

We use subprocessors, for example for hosting, video and email delivery, as approved under the relevant data processing agreements. Any transfer outside the EU/EEA follows the organiser’s instructions and data-protection law. The organiser’s privacy information explains relevant transfers. 

We protect the data with technical and organisational measures, such as access controls. 

How long is event information retained? 

Retention is set by the organiser for each event, and the organiser’s privacy information explains the period. 

When the agreed period ends, we return or delete the data as instructed and delete remaining copies in accordance with the agreed retention arrangements, unless the law requires us to keep them. 

Information that the organiser or other recipients hold themselves is their responsibility. 

Your rights and how to contact us 

Depending on the processing and its legal basis, you may have rights to access, correction, erasure, restriction, objection and data portability. Where consent is used, you may withdraw it. 

Contact the organiser to exercise your rights. You can also contact us at info@virtualdays.com. Please state the event and the email address you registered with, and we will pass your request to the organiser and help it respond. 

You may complain to IMY or another competent data-protection supervisory authority. 

Cookies 

Please refer to the cookie information and any settings provided for the event you are attending. Cookie choices on VirtualDays.com do not necessarily apply to a separate event website. 

Updated 2026-11-05