Effective date: March 2025

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DECODING THE DOTS is committed to protecting your information. We encourage you to carefully read this Privacy Policy (“ Policy ”), which informs you of how we process your personal information.

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DECODING THE DOTS is issuing the Policy​

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Contact us

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Any questions, comments and requests regarding this Privacy Policy should be directed to our Data Protection Office by email at privacy@decodingthedots.com

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INTRODUCTION

This Policy sets out how we collect and use personal information, as well as your options and rights regarding our use of that information.

This Policy describes our procedures regarding the use of your information when you:

 

1. create, activate and use a DECODING THE DOTS license/user account, including a DECODING THE DOTS community account and profile;

2. express an interest in, or when you are registered to benefit from, our conferences or products, including newsletters, applications, extensions, webinars and eBooks ;

3. you register and participate in a virtual or in-person DECODING THE DOTS conference; or;

4. visit our websites (including our public sites and/or those of our members) or our social networking sites or use one of our mobile applications.

This Policy also applies to information we collect from you through our survey or diagnostic tools, as further described below. You may be presented with an additional privacy notice prior to participating in a survey or diagnostic. Please note that, in cases where the terms of any survey- or diagnostic-specific privacy notice conflict with the terms of this Policy, the terms of that notice will govern over the terms of this Policy. We will not use the information we collect through our survey or diagnostic tools to contact you for marketing purposes.

This Policy will apply whether you provided the information to us directly or we obtained it from a different source, such as a third party.

 

1. INFORMATION WE COLLECT ABOUT YOU

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1.1 Collection and use of data

The information we collect directly from you or from the following sources:

• Reference or recommendations from third parties or members of DECODING THE DOTS;

• social networking sites and other external websites, such as LinkedIn; and

• resources such as telephone directories, newspapers, websites, commercially available data resources, registries or public records.

 

The categories of information we collect about you include:

• personal information such as your name and title, your contact details and your company information;

• our exchanges with you;

• the information you provide when you post content on social media.

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We use this information for certain activities, including:

• facilitate business by communicating with client companies and other business contacts, for example, to exchange supplier briefings or details of conferences or webinars;

• conduct internal analyses and studies that help us improve our existing products and services and create new ones;

• send marketing content to business contacts regarding our services and products that may be of interest to you and to promote our business and brand;

• administer our website, investigate complaints and provide customer service;

• monitor social media content as part of managing customer relationships and promoting our business and brand.

 

We use this information because:

• this is necessary in order to perform our obligations or exercise our contractual rights;

• this is necessary in order to comply with applicable laws or regulations;

• we have a legitimate business interest in:

  • manage and promote our business and brand;

  • provide and improve our services;

  • carry out our activities; and

• We have your consent (where required by applicable law) to use your information for marketing purposes. Where we rely on your consent, you have the right to withdraw your consent by contacting privacy@decodingthedots.com

 

Information we collect when you register and participate in one of our virtual or in-person conferences:

The categories of information we collect about you include:

• information you provide during registration, such as name, work email address, profile picture, job title, professional interests, requested accommodation and payment card information;

• information you provide throughout the conference to receive additional DECODING THE DOTS research or materials (e.g., through a badge scan or QR code scan);

• information collected when we record one of our conferences.

 

We use this information for certain activities, including:

• to enable you to attend our conferences;

• to host our conferences;

• to send DECODING THE DOTS research and documents related to topics that may interest you;

• to analyze attendees’ interests in the conference and their interactions, including through geolocation data for in-person conferences, where applicable;

• to promote our conferences through videos;

• to provide recordings of certain conference sessions to interested business contacts, attendees, and online, via our website or DECODING THE DOTS social media sites

 

We use this information because:

• this is necessary to perform our obligations or exercise our contractual prerogatives;

• this is necessary to comply with applicable laws or regulations;

• we have a legitimate business interest in:

  • manage and promote our business and brand;

  • manage our conference activities;

  • provide and improve our services;

  • collect relevant information for reception, health and safety purposes.

 

The information we collect from users of:

• our public and member-based websites;

• our applications and

• DECODING THE DOTS social networking sites , such as Facebook, Twitter, Instagram , LinkedIn .

 

The categories of information we collect about you include:

• information you provide when you enter information on our website, for example when you provide contact details, payment card information, respond to online questionnaires or feedback forms;

• information you provide when you subscribe to electronic newsletters, such as name, email address, job title;

• information you provide when registering for an online or membership account, including name, business or personal email address, job title, company, company mailing address, direct telephone number, photograph and biographical information;

• where you have an online account or a member account, login credentials and information about your use of these services and your preferences for these services;

• when you link your DECODING THE DOTS account to your LinkedIn profile, we collect information from your profile, including your profile picture;

 

We use this information for certain activities, including:

• to allow you to access your DECODING THE DOTS accounts on all your devices;

• to personalize your experience of our website, extension and applications;

• to administer our website, extension and applications;

• to conduct internal analyses and studies that help us improve our existing products and services and create new ones;

• to trigger professional networking opportunities based on your background and experience;

• to provide more personalized customer service;

• to investigate complaints;

• to monitor social media content as part of managing our customer relationships and promoting our business and brand.

We use this information because:

• this is necessary to perform our obligations or exercise our contractual prerogatives;

• this is necessary to comply with applicable laws or regulations;

• we have a legitimate business interest in:

  • promote our brand and business through our website and social media tools;

  • monitor, investigate and report any attempted breaches of the security of our website;

  • provide and improve our services, including, without limitation, our applications;

  • carry out our activities;

• We have your consent (where required by applicable law) to use your information for marketing purposes. Where we rely on your consent, you have the right to withdraw your consent by contacting privacy@DECODING THE DOTS.com

 

Information we collect about users' use of our website and applications.

The categories of information we collect about you include:

• information captured in our Internet logs, such as device information (e.g., device make and model, screen dimensions), unique identification numbers (e.g., IP address and device ID), and browser information (e.g., URL, browser type, pages visited, date/time of access), geolocation and other device-specific information, Internet connection information;

• advertising information (such as ad size/type, ad impressions, ad placement/format, ad interaction data);

• behavioral information (such as information about the behavior or presumed interests of individuals that is linked to those individuals and that can be used to create a user profile); and

• Information captured by our cookies (see our Cookie Policy).

 

We use this information for certain activities, including:

• to personalize your experience on our website;

• to administer our website;

• to perform statistical analyses and trends to improve the user experience and performance of our website;

• to provide improved and more personalized customer service;

• to detect and prevent fraudulent and/or illegal use of our websites, products and services, including the content of user-provided reviews;

• to investigate any complaints.

We use this information because:

• this is necessary to comply with applicable laws or regulations;

• we have a legitimate business interest in:

  • monitor, investigate and report any attempted breaches of the security of our website;

  • improve the performance and user experience of our websites;

  • personalize the customer experience.

 

Information we collect from survey or diagnostic participants.

The categories of information we collect about you include:

• personal information such as your name and position, your contact details and your company name;

• demographic information provided by your employer; and

• answers to survey or diagnostic questions.

 

We use this information for certain activities, including:

• for the validation and analysis of surveys and diagnostics;

• for conducting general research, including creating or updating reference datasets and aggregate reports;

• for the provision of our services; and

• to develop new products and services.

 

We use this information because:

• we have a legitimate business interest in:

  • provide and update reference data and analyses; and

  • validate and update our products and services.

 

Information we collect when you create a profile for and participate in the DECODING THE DOTS community through the DECODING THE DOTS website or app

 

The categories of information we collect about you include:

• information you provide when you create a profile in the Peer Community, including your name and title, contact details (including personal and work email addresses) and company information;

• photographs, videos or audio files containing your image or voice;

• information you choose to add to your Peer Community profile, including links to your LinkedIn and/or Twitter profiles;

• our exchanges with you;

• your responses to various surveys or polls published in the Peer Community;

• information you provide when you subscribe to electronic newsletters, such as name, email address, job title;

• login credentials and information about your use of the Peer Community and your participation preferences;

• When you link your DECODING THE DOTS.com account and/or Peer Community profile to your LinkedIn profile, we collect information from your profile, including your profile picture.

 

We use this information for certain activities, including:

• to provide the service;

• to send notifications about your account;

• to allow you to access your account on all your devices;

• to personalize your Peer Community experience;

• to conduct internal analyses and studies that help us improve our existing products and services and create new ones;

• to administer our website and application, investigate complaints and provide customer service;

• to administer contests, promotions and surveys or other aspects of the Peer Community;

• to contact you about products and services that may be of interest to you, including third party goods and services;

• to trigger professional networking opportunities.

 

We use this information because:

• this is necessary to provide the service;

• it is necessary to perform our obligations or exercise our contractual rights;

• this is necessary to comply with applicable laws or regulations;

• we have a legitimate business interest in:

  • manage and promote our activities and our brands;

  • monitor, investigate and report any attempted breaches of the security of our website;

  • provide and improve our services;

  • carry out our activities;

• We have your consent (where required by applicable law) to use your information for marketing purposes. Where we rely on your consent, you have the right to withdraw your consent by contacting privacy@decodingthedots.com

 

1.2 Special categories of information

Some types of personal information are more sensitive than others. These include information about your health, disability status, race, ethnicity, criminal offences (or suspected criminal offences), political opinions, biometric information or religion. You have a choice whether or not to disclose this information, but if we collect and receive these types of information about you, we have identified what special type of information we collect, how we use it and why we use it.

Information we collect when you participate in one of our virtual or in-person conferences

 

The categories of information we collect about you include:

• Diets followed may involve religious beliefs or specific medical conditions.

• any physical or mental disability or impairment that you may disclose to us.

 

We use this information for certain activities, including:

• to welcome participants to our conferences in an appropriate manner.

 

We use this information because:

• you have consented to this by providing us with this information. Where we rely on your consent, you have the right to withdraw your consent by contacting us: privacy@decodingthedots.com

Special category of information that you choose to voluntarily provide to us for the purpose of an investigation or diagnosis

The categories of information we collect about you include:

• Some surveys or diagnostics may be configured to collect demographic data such as race, ethnicity, or disability status (optional).

 

We use this information for certain activities, including:

• for the validation and analysis of surveys and diagnostics;

• for conducting general research, including creating or updating reference datasets and aggregate reports;

• for the provision of our services; and

• for the development of new products and services.

 

We use this information because:

• you have consented to this by providing us with this information. Where we rely on your consent, you have the right to withdraw your consent by contacting us: privacy@decodingthedots.com

 

1.3 Additional information

Where we collect and use information for our legitimate interests as set out above, a legitimate interest will only apply where we consider that your interests or rights requiring protection of your personal information do not override our legitimate interests. For more information about our legitimate interests in relation to your personal information, please contact us: privacy@decodingthedots.com

Our websites and online services are intended for individuals who are at least 18 years old. Our online services are not intended for use by individuals under the age of 18.

In some circumstances, if you do not provide the required personal information we will not be able to perform our contractual obligations or provide you with products and services. When this is the case, we will clearly indicate this.

Communications recorded with DECODING THE DOTS

We may request to record calls for training, quality and research purposes. All recordings will be treated as confidential. If you do not want us to record your call, you will have the opportunity to object. If your call is already in progress, you can ask us to turn off recording at the start of the call.

 

General benchmarking and research objectives

DECODING THE DOTS may use information reported through surveys and diagnostics, or otherwise obtained or generated by DECODING THE DOTS (collectively, “Research Data”) for validation, research, benchmarking and product development purposes. Unless otherwise indicated prior to collection, Research Data will be reported in aggregate form and presented in anonymized form, and will not contain (directly or by inference) any information that identifies any participating organization or individual as the source of such data. Access to Research Data will be limited to those individuals who need to have such access to provide DECODING THE DOTS products and/or services .

 

2. DISCLOSURE OF YOUR PERSONAL INFORMATION

We may disclose your personal information to third parties as follows:

• where we have your consent or authorization to do so;

• when you speak directly with an exhibitor at an in-person or virtual conference, such as when you allow an exhibitor to scan your badge (at an in-person conference) or participate in a virtual sponsored session (at a virtual conference);

• to third parties who work on our behalf to maintain or service business contact databases and other IT systems, e.g., providers of the IT systems we use to process personal information, or who provide other technical services, such as printing;

• to third parties who provide services to us, or on our behalf, who require access to your information, e.g., our professional advisors (e.g., our auditors and lawyers) or our conference sites;

• to comply with applicable laws, protect the rights, safety, and property, and respond to lawful requests by public authorities (e.g., to disclose data in appropriate situations for national security or law enforcement purposes);

• subject to applicable law, in the event that DECODING THE DOTS merges or is sold, or in the event of a transfer of all or a portion of our assets (including as a result of bankruptcy), or in the event of any other organizational change, in connection with any such transaction, or due diligence in connection with such transactions.

Your personal information may be shared if we anonymize and/or aggregate it, as in these circumstances it loses its personal character.

 

Usage Information

We may share information with our client organizations about how their employees use the Sites and the resources available to them through the Sites (e.g., how employees have used certain features of the Sites, usage trends, the features most popular with the client's employees).

 

3. RIGHTS OF THE DATA SUBJECT

In certain circumstances, you have certain rights in relation to your personal information. A summary of each right and how you can exercise it is set out below. To unsubscribe from our marketing communications, please send an email to privacy@decodingthedots.com To exercise any of your other rights (such as the right to access or the right to delete your information), please write to us at the same address. Such requests must include information that allows us to verify your identity (e.g., your name, address, email address or other reasonably necessary information).

 

When we receive your request to exercise any of these rights, we will respond promptly and within the time limits required by applicable law. These time limits may be extended in certain circumstances, for example, where the requests are complex or numerous.

 

We will provide the information free of charge, except where requests are manifestly unfounded or excessive, for example because they are repetitive. In these circumstances, we may charge a reasonable fee or refuse to comply with the request. We will notify you of any fees before processing the request. We may request additional information to verify your identity before processing a request.

 

Right

Terms of exercise of this right

Right of access to and/or rectification of your personal information

You have the right to access the personal information we hold about you and to receive a copy of that information (in most cases). You also have the right to correct any inaccurate information we may hold about you.

Right to limit use of your personal information

You have the right to ask us to restrict the processing of your personal information where one of the following applies:

• the processing is unlawful, but you want us to restrict the use of the data instead of deleting it;

• where you contest the accuracy of your personal information, the restriction will apply until we have verified the accuracy of or corrected your personal information;

• we no longer need the personal information for the purposes of the processing, but we are required to retain it in connection with legal proceedings;

• you have exercised your right to object to processing. The restriction will apply until we have taken steps to verify whether we have compelling legitimate grounds to continue processing.

 

Right to request deletion of your personal information

You have the right to ask us to delete your personal information in certain circumstances. If you no longer wish to receive marketing communications, it is best to allow us to store your information with a “do not contact” tag so that we know that you do not want us to contact you in the future.

There are also certain exceptions where we may refuse an erasure request, for example, where the personal information is required to comply with a legal obligation or for the establishment, exercise or defense of legal claims.

 

Right to object to the processing of your personal information

You may object to our use of your personal information for marketing purposes.

You may also object to the processing of your personal information where we have relied on legitimate interests for the processing. In such cases, we will cease to process your personal information until we have verified that we have compelling legitimate grounds for the processing which override your interests, rights and freedoms to request that we cease processing the data, or in certain limited cases where we need to continue processing the data for the establishment, exercise or defence of legal claims.

 

Right to data portability

In most cases, you have the right to receive all personal information you have provided to us in a structured, commonly used and machine-readable format and to transmit those data to another controller, where technically feasible.

 

Right to lodge a complaint with a supervisory authority

If you object to our processing of your personal information, you have the right to lodge a complaint with the data protection authority (“DPA”) in the country where you reside, where you work or where the alleged breach of data protection laws occurred.

 

We agree that any dispute regarding our privacy policies and related actions regarding personal information of EU data subjects may be heard by a DPA and that we are subject to the decision of these bodies. Please contact us to be directed to the relevant DPA.

 

4. RETENTION PERIODS

We will retain your personal information for as long as necessary to fulfil the purposes for which the data was collected, depending on the legal basis for which such data was obtained and/or if additional legal/regulatory obligations require us to retain it.

In general terms, this means that your personal information will be retained for the duration of our relationship with you and:

• the period required by tax and corporate laws and regulations; and

• for as long as it is necessary for you to bring a claim against us and for us to defend against any legal claim. This will generally be the duration of the relationship plus the duration of any applicable statutory limitation periods under local law.

 

5. CHOICES REGARDING YOUR INFORMATION

We believe it is important to give you choices regarding the use of your information. We will use your information as described in this Policy (or any other conference- or service-specific privacy policy). If we wish to use your information for purposes not described in this Policy, we will first obtain your consent.

 

Marketing communications

We will respect your wishes not to receive marketing communications. You may change your marketing preferences by contacting us at privacy@decodingthedots.com . If you have provided us with your email address to receive marketing communications, you may unsubscribe at any time by using the unsubscribe links or following the instructions at the bottom of our emails. Please note that we will continue to send you service-related communications regardless of any unsubscribe request. We will not sell or share your information with third parties (other than our subsidiaries or affiliates) for their own promotional or marketing purposes unless you provide us with your consent to do so and applicable law permits.

 

6. SECURITY

We have implemented administrative, technical, and physical security measures to help prevent unauthorized access. Despite these measures, no data transmission over the Internet can be completely secure, and we cannot guarantee the security of any information you transmit through our websites or applications. Please note that you are responsible for maintaining the security of your credentials used to access any DECODING THE DOTS service or account, and you must report any suspected unauthorized activity to us.

We use reasonable efforts to limit access to information to those employees, contractors and agents who need access to operate, develop, improve or deliver our programs, products and services.

 

7. COOKIES AND SIMILAR TECHNOLOGIES

A cookie is a small text file that includes a unique identifier that is sent by a web server to the browser on your computer, mobile phone, or other Internet-connected device when you visit an online site. Cookies and similar technologies are widely used to enable websites to operate effectively and to collect information about your online preferences. For simplicity, we refer to all of these technologies as “cookies.”

Some of the pages on our website may contain electronic images called web beacons (also called clear GIFs, tags or pixels) that allow us to count users who have visited our pages. Web beacons collect only limited information, such as a cookie number, time and date of a page view, and a description of the page on which the web beacon resides. We may also use Internet tags placed by third-party advertisers. These tags do not contain any information that could directly identify you.

We also include web beacons in emails or newsletters to track whether you open the messages. ‎We use this information to personalize our services and measure the overall effectiveness of our online content, advertising campaigns, and the products and services we use on the Site. Flash cookies work differently than browser cookies, and the cookie management tools available in a web browser will not remove flash cookies. To learn more about how to manage flash cookies, you can visit the Adobe website and make changes in the Global Privacy Settings panel.

More detailed information about how we use cookies and other internet technologies is available here.

 

8. MISCELLANEOUS

8.1 Links

We provide links to other websites or resources that are not part of the products, programs or services operated by DECODING THE DOTS. We do not control these websites or their privacy practices, and any information you provide to these sites is subject to the privacy policies of those sites, not this Policy.

8.2 Changes to this Policy

From time to time, we may modify and/or update this Policy. If this Policy changes in any way, we will post an updated version on this website. We recommend that you periodically review this website to stay informed of our information practices and any changes to those practices. Any changes to this Policy will be effective upon posting on this page.