Privacy Notice

This Privacy Notice explains how the organizer of Shanghai Fair Indonesia 2026 (the “Organizer”, “we”, “us”, or “our”) collects, uses, stores, discloses, and protects your Personal Data when you use our website, register for the event, select programme sessions, apply for Business Matching, communicate with us, or receive updates you have chosen.

By providing Personal Data, you confirm that it is accurate and that you are authorized to provide it. Consent for marketing, WhatsApp, analytics, and Business Matching is requested separately from processing needed to handle your registration.

1. Who is responsible for your Personal Data

The organizer of Shanghai Fair Indonesia 2026 is responsible for determining the purposes and means of the Personal Data processing described in this notice, except where another party clearly acts as a separate data controller.

The Organizer's official registration vendor processes registrations, issues or manages attendee IDs and entry credentials, and sends registration confirmations. Where that vendor processes Personal Data for its own purposes as a separate controller, its privacy notice also applies.

Privacy questions and requests may be sent to support@shanghaifair.id.

2. Personal Data we process

The Personal Data we process depends on your registration path and the services you use, and may include:

• your full name, email address, telephone number, and country or region;
• your company or organization, role or job title, and industry;
• your attendee type: General Visitor, Professional Visitor, or Business Matching participant;
• product categories, sectors, programme sessions, and meeting times that interest you;
• your buying objective, target exhibitor, Business Matching requirements, and notes you provide;
• language preferences and records of your privacy, Business Matching, marketing, WhatsApp, and analytics choices;
• registration source and limited attribution information, such as a referral link or partner;
• attendee ID, registration status, and entry credential or QR supplied by the registration vendor;
• the content of enquiries, support requests, data-rights requests, and related correspondence; and
• limited website and technical data, including your analytics choice, security logs, access time, and device or network information where needed for security, abuse prevention, or analytics you have allowed.

Please do not send passwords, identity documents, financial data, health data, or other sensitive information unless we specifically request it through a secure channel and explain why it is necessary.

3. How we collect Personal Data

We collect Personal Data:

• directly from you when you complete a form, contact us, select preferences, or use an event service;
• from the official registration vendor when it returns registration status, attendee IDs, confirmation, or entry credentials;
• from referral partners through limited attribution codes or links;
• from authorized event staff when they assist you or record an operational outcome; and
• automatically from the website only where required for security or where you have chosen optional analytics.

4. Purposes and legal bases

We process Personal Data only for the purposes described below and under an appropriate legal basis:

• Registration and attendee services: to receive and validate your registration, submit it to the official registration vendor, manage attendee status, assist with confirmation or credential recovery, record programme choices, and provide support. This processing is performed to fulfil your service request, provide the service you asked for, and/or based on your consent.
• Business Matching: to assess eligibility and fit, arrange meetings, connect you with relevant exhibitors, manage schedule changes, and follow up on operational outcomes. This processing is based on your Business Matching consent and steps needed to provide that service. A request does not guarantee a meeting or business outcome.
• Operational communications: to send confirmations, important registration information, programme or venue changes, Business Matching arrangements, security notices, support responses, and other information necessary to provide or close out event services.
• Optional event updates and marketing: where you opt in, to send pre-event and post-event updates, feedback surveys, follow-up material, invitations to future editions, and information about related events or business opportunities organized or supported by the Organizer. The legal basis is your marketing consent.
• Optional WhatsApp updates: where you opt in, to send event updates through WhatsApp before and after the event, including reminders, important changes, surveys, follow-ups, and relevant invitations. The legal basis is your WhatsApp consent.
• Optional analytics: where you allow it, to understand website use and improve the user experience. The legal basis is your analytics consent, which you can change through Privacy settings.
• Security, abuse prevention, audit, and compliance: to protect attendees and systems, prevent duplicate submissions or unauthorized access, resolve disputes, maintain consent and activity records, comply with legal obligations, and establish, exercise, or defend legal claims. This processing is based on legal obligations and/or legitimate interests balanced against your rights.

We will not use Personal Data for an incompatible new purpose without providing the required information and, where required, obtaining new consent.

5. Communications after registration and after the event

Registration creates an operational relationship that may continue after the form is submitted and after the event has ended.

• Essential service messages: even if you do not opt in to marketing or WhatsApp, we may contact you using the email address or telephone number you provided where necessary to complete registration, send or recover confirmation, arrange Business Matching, notify you of changes or security issues, answer support, handle a data-rights request, close outstanding records, or comply with legal obligations.
• Optional updates: if you opt in to marketing or WhatsApp, we may also contact you after registration and after the event about surveys, follow-ups, future Shanghai Fair editions, and related events or business opportunities from the Organizer.

You can withdraw marketing or WhatsApp consent at any time by using the unsubscribe instructions in a message or contacting support@shanghaifair.id. Withdrawal does not affect processing lawfully carried out before withdrawal and does not stop service messages still required for registration, security, data rights, or legal obligations.

6. Who may receive Personal Data

We may disclose relevant Personal Data to:

• the Organizer's official registration vendor;
• authorized event staff and support personnel according to their duties;
• relevant exhibitors or business representatives where needed for Business Matching you requested;
• hosting, database, security, email, messaging, analytics, backup, and technical-support providers bound by confidentiality and data-protection obligations;
• professional advisers, auditors, insurers, or a prospective organizational successor where necessary and protected; and
• courts, regulators, law enforcement, or other parties where required by law or needed to protect rights and safety.

We limit disclosure to the Personal Data needed for the relevant purpose. We do not authorize service providers to use Personal Data for their own marketing.

7. International transfers

This event involves attendees and service providers in multiple countries. Personal Data may therefore be processed in or accessed from outside your country of residence, including Indonesia and countries where the Organizer, registration vendor, relevant exhibitors, or technical providers operate.

For transfers outside Indonesia, the Organizer will apply the applicable requirements, including ensuring an equivalent or higher level of protection, using adequate and binding safeguards, or obtaining consent where required. Where another country's law applies, including the cross-border transfer requirements of the People's Republic of China, we will provide additional information and obtain separate consent where required before the transfer takes place.

8. Retention and deletion

Subject to the Organizer's final approval, the proposed retention schedule for this service is:

• registration, support, programme, and Business Matching data: up to 24 months after the event ends, unless longer retention is needed to resolve a dispute, preserve legal rights, or comply with law;
• optional marketing and WhatsApp data: until you withdraw consent or 36 months after your last meaningful interaction with the Organizer, whichever occurs first;
• consent, opt-out, security, audit, and suppression records used to prevent messages after unsubscribe: up to 5 years after the relevant activity, or another period required by law; and
• analytics data: according to the retention period shown in Privacy settings and the applicable analytics-provider configuration.

When the applicable period ends or the processing purpose has been fulfilled, Personal Data will be securely deleted, destroyed, or anonymized unless further retention is required or permitted by law. Residual copies may remain in backups until the backup deletion cycle completes and will not be used for another purpose.

A registration vendor acting as a separate controller may apply its own retention schedule as described in its privacy notice.

9. Security

We apply technical and organizational measures proportionate to the risk, including role-based access restrictions, encryption for registration data and credentials stored by the platform, activity logging, environment separation, monitoring, and oversight of parties that process Personal Data for us.

No system is completely risk-free. If a Personal Data breach occurs, we will assess its impact and notify the parties required by law within the applicable period.

10. Your rights

Subject to applicable law, you may request:

• information about the controller's identity, legal basis, purposes, and accountability;
• access to and a copy of your Personal Data;
• completion, updating, or correction of inaccurate Personal Data;
• termination, restriction, deletion, or destruction of Personal Data;
• withdrawal of consent;
• an objection to a decision based solely on automated processing that produces legal or similarly significant effects;
• Personal Data in a commonly used format and, where applicable, data portability; and
• the ability to submit a complaint or claim under applicable law.

Send a recorded request to support@shanghaifair.id using your registration email address and describe the request type and preferred language. To protect Personal Data, we may request proportionate verification. Do not send QR codes, passwords, or identity documents in your first email.

Some rights may be limited where a legal exception applies. We will explain the reason we can disclose if a request cannot be fulfilled in full.

11. Children

The registration service is intended for people who can provide legally valid consent. A child or anyone who requires consent from a lawful representative must not submit Personal Data without the involvement of a parent, guardian, or authorized representative as required by law.

12. Changes to this notice

We may update this notice if the service, parties involved, processing purposes, or legal requirements change. Where a change affects information that must be provided or requires new consent, we will notify you before the change takes effect and request new consent where required.

The current version will be displayed on this page.

13. Contact

Privacy questions, complaints, consent withdrawals, and data-rights requests may be sent to:

support@shanghaifair.id