Legal

Privacy statement

What we keep about you, what for, and who else gets to see it. As short as we can make it.

Last updated 5 October 2026

We do not sell your details or share them with advertisers.
An exhibitor only gets your details if you let them scan your badge, or scan their stand yourself.
Statistics only if you allow them.

Who we are

PromZ Product Première is organised by Het Portaal Media B.V., Veerdijk 40-H, 1531 MS Wormer, the Netherlands (Chamber of Commerce 77747895). We are responsible for what happens to your details on this site and around the show.

Questions about privacy? E-mail webmaster@hetportaal.com or call +31 (0)75 6475747.

What we keep, and what for

Per purpose: which details, why we may use them, and how long we keep them.

Your registration and your entry ticket

What: Your name, e-mail address, phone number, company, job title, type of company, country and city, the days you are coming, and whether you are a PromZ member or used an invitation code. If you pay, also the amount and whether the payment went through. We never see your card details: they go straight to Stripe. At the show: when your badge was scanned at the entrance.
Why: To process your registration, make and send your badge, send the invoice and let you in. If you fill in the interest check after registering, we keep those answers too, so we can suggest exhibitors and meetings. What you save in ‘My visit’ stays on your own device.
Legal basis: The contract: your entry ticket. For the interest check: your consent; you fill it in yourself, and you can have it deleted.
Kept for: Two years after the show. Invoices: seven years (legal obligation).

Invitation codes

What: Which exhibitor's code you registered with, and whether you came in.
Why: With an exhibitor's code you get in free. After the show, that exhibitor pays for each guest who actually came. Their invoice shows the number, not names.
Legal basis: Legitimate interest: the arrangement with the exhibitor who invited you.
Kept for: Two years after the show

Leads: scanning at the show

What: At the show, exhibitors scan badges with KeepTrack, the Eventmaker app. If you let your badge be scanned at a stand, or scan the QR code on the floor at a stand yourself, that exhibitor receives the contact details from your registration (such as name, company, job title, e-mail address and phone number), along with anything the stand staff note down.
Why: So the exhibitor can get in touch after the show. From then on, the exhibitor is responsible for what they do with your details. Don't want that? Then don't let your badge be scanned, and don't scan the stand.
Legal basis: Legitimate interest: contact between visitors and exhibitors is what the show is about, and it only happens with a scan.
Kept for: With us and in Eventmaker: one year after the show. With the exhibitor: their own period.

Exhibitors: participation, account and team

What: For an exhibitor's contact persons: name, e-mail address, phone number and the details for the quote and invoice. In the exhibitor account also the team: who staffs the stand, their role at the stand, dietary requirements for the catering, and who may log in. To log in, we e-mail a code.
Why: The stand rental and the invoice, the team's badges, the catering, and logging in to the account and to KeepTrack. Dietary requirements are used for the catering only. What an exhibitor puts in their profile is public on this site and in the app.
Legal basis: The contract with the exhibitor.
Kept for: Two years after your last participation. Invoices: seven years (legal obligation).

What: Your e-mail address, and when you signed up and confirmed.
Why: A few e-mails before the show. After you sign up you first get an e-mail with a link; only after you click it are you on the list. We send the newsletter with MailerLite. You can unsubscribe in one click at the bottom of every e-mail.
Legal basis: Your consent.
Kept for: Until you unsubscribe

Contact form

What: What you fill in, such as your name, e-mail address and message.
Why: To answer your question. The message reaches our team by e-mail.
Legal basis: Legitimate interest: answering your question.
Kept for: One year

Voting for the awards

What: Your name, your e-mail address and your vote.
Why: To count the votes. A vote only counts once you click the link in the confirmation e-mail, so every vote counts once.
Legal basis: Legitimate interest: a fair vote, with one vote per person.
Kept for: Three months after the award ceremony

Statistics

What: Which pages are visited, with your IP address and a cookie from Google.
Why: To see which parts of the site are used. Only if you switch on ‘Statistics’; then we load Google Analytics. Never on pages you open with a personal link. More in the cookie policy.
Legal basis: Your consent. You can withdraw it through ‘Cookie settings’ at the bottom of every page.
Kept for: 14 months

Photos and video at the show

At the show, we and a photographer on our behalf take photos and video for the recap, the website, newsletters and social media. Prefer not to be recognisable? Tell the photographer or e-mail webmaster@hetportaal.com and we will remove the image.

Who else sees your details

We do not sell your details. These companies work for us and only get what they need for their task:

Eventmaker (France): Registration, badges, check-in, the KeepTrack app, meetings and leads.
Stripe: Payment of your entry ticket.
Gripp (the Netherlands): Quotes, orders and invoices.
Microsoft 365: Our mailboxes (what you e-mail us, and what we e-mail you), and from October 2026 also the e-mails this site sends itself: confirmations, login codes, and the confirmation of your vote or your newsletter sign-up.
Hetzner (Germany): The server of this site, and its backups.
MailerLite: The newsletter.
Google: Statistics, only with your consent. Maps and videos from Google only load if you switch them on.

Promotional Products Professionals (PPP) co-organises the show. PPP sees the details needed for that, such as your name, company, contact details and your registration or stand, and uses them only for organising and communicating about PromZ Product Première.

Exhibitors only get your details through a scan (see ‘Leads’ above). Beyond that, we only pass on details to PPP, as described above, and if the law requires us to.

Google, Microsoft and Stripe are American companies. If details go to the United States, that happens under the arrangements the European Union has approved for it.

Security

Everything travels encrypted over https. Only people who need your details for their work can reach them, and logging in to the site's management pages takes an extra code by e-mail.

Your rights

You may ask us which details we hold about you, and have them corrected or deleted. You may object to their use, and ask for your details in a file. If you gave consent, you can withdraw it at any time.

To do so, e-mail webmaster@hetportaal.com. We reply within a month. We may first ask you to show that the details are yours.

Not happy with how we handle your details? You can complain to the Dutch data protection authority, the Autoriteit Persoonsgegevens.

Changes

If anything changes, we update this page and the date at the top. Cookies are covered in our cookie policy.