Last updated: 7 November 2026
1. Who we are
Adevez BV (“Adevez”, “we”, “us” or “our”) is a Netherlands-based company providing international meeting and event management services.
Contact details
Adevez BV
Maasdijk 409
4264 AS Veen
The Netherlands
Email: nicole@adevez.com
Telephone: +31 (0)416 693925
Adevez respects your privacy and is committed to protecting personal data in accordance with applicable data protection legislation, including the EU General Data Protection Regulation (GDPR) and applicable Dutch legislation.
2. When this Privacy Policy applies
This Privacy Policy explains how Adevez handles personal data in connection with:
- Our corporate website, www.adevez.com.
- Enquiries and business communications.
- International meetings, congresses, conferences and other events managed by Adevez.
- Event registration websites and registration platforms used for individual meetings.
- Educational activities and related services.
Some events may have their own privacy notices or additional information explaining how participant data is handled. Where this is the case, that information should be read together with this Privacy Policy.
3. What personal data we collect
The information we collect depends on how you interact with Adevez and the services we provide.
Website visitors and general enquiries
When you contact us, we may collect your name, professional contact details, organisation, email address, telephone number and the contents of your correspondence.
Meeting and event participants
When Adevez manages registrations or event administration, we may collect information such as:
- Name, professional title, organisation and job position.
- Professional contact details, including email address and telephone number.
- Registration details, attendance and participation information.
- Travel and accommodation arrangements, where organised by Adevez.
- Dietary requirements and accessibility requests, where necessary for participation.
- Event feedback, evaluation responses and educational assessment information, where applicable.
Speakers, faculty members, sponsors and suppliers
We may also process professional biographies, qualifications, photographs, presentation information, contact details and other information needed to organise and deliver an event.
Sensitive personal data
Certain information, for example health-related information or details that may reveal religious beliefs, can constitute special category personal data under the GDPR. This may occasionally arise in connection with accessibility requirements, dietary requirements or particular educational activities.
Adevez only seeks to collect such information where it is necessary for the relevant event or service and where an appropriate legal basis and applicable GDPR condition are in place.
Please do not provide sensitive personal information unless it is relevant and requested for a specific purpose.
4. Why we use personal data
We use personal data only for purposes connected with our business and the services we provide, including:
- Responding to enquiries and maintaining business relationships.
- Planning, organising and managing meetings and events.
- Processing registrations and communicating with participants.
- Arranging accommodation, travel, catering and other event-related services.
- Managing speakers, faculty members, sponsors and suppliers.
- Providing access to educational activities and managing related assessments or evaluations.
- Meeting accreditation, reporting and administrative requirements.
- Managing payments, accounting and legal obligations.
- Protecting the security and proper operation of our websites and registration systems.
The legal basis for processing depends on the circumstances. It may include the performance of a contract, compliance with legal obligations, legitimate interests or consent. Where special category personal data is involved, an additional condition under the GDPR is required.
Where consent is used as the legal basis, it may be withdrawn at any time. Withdrawal does not affect the lawfulness of processing carried out before withdrawal.
5. Our role and responsibilities when managing events
Adevez normally manages participant registration and event administration on behalf of the client or organising association.
In these circumstances, the client or organising association generally determines the purpose of the event and the information required, while Adevez manages the practical collection, administration and protection of participant information in accordance with the agreed arrangements.
Clients owning the meeting may sometimes be given limited access to registration information, for example to view participant lists or add complimentary registrations.
The precise data protection roles and responsibilities may vary depending on the event, the contractual arrangements and the decisions made about the processing of personal data. In some circumstances Adevez may act as a data controller in its own right, rather than solely processing information on behalf of a client.
Where relevant, the specific event privacy notice or registration information will explain these arrangements in more detail.
6. Registration websites and third-party platforms
Adevez uses its own custom-built registration websites for certain meetings and events. These websites are hosted on Microsoft Azure and maintained by an external web developer working on behalf of Adevez.
Access to the registration systems and participant information is restricted to authorised individuals who need access to perform their work. This normally includes Adevez and its appointed web developer.
For some events, Adevez uses Eventbrite to manage registrations. Where Eventbrite is used, personal data is processed through that platform in accordance with its own privacy terms and applicable data protection arrangements.
Adevez may access and download participant information from Eventbrite for event administration. The client or organising association may also be given access to participant information where required for the event.
The use of a third-party platform does not remove the need for Adevez and the relevant client to establish their respective responsibilities for the processing of personal data.
7. Sharing personal data
Adevez does not sell personal data.
Where necessary for the delivery of our services, personal data may be shared with organisations and service providers involved in the relevant meeting or event, including:
- Clients, organising associations and event partners.
- Hotels, venues and accommodation providers.
- Travel and transport providers.
- Registration and event management platforms, including Eventbrite where applicable.
- Audio-visual, technical and production suppliers.
- Educational and accreditation organisations, where relevant.
- IT, hosting, website maintenance and email service providers.
- Accounting, legal and administrative service providers.
We only share information that is necessary for the relevant purpose and expect service providers processing personal data on our behalf to protect it appropriately and act in accordance with applicable data protection requirements.
Participant information is not provided to sponsors or other commercial organisations for their own marketing purposes. Where a specific event involves a separate arrangement, this should be explained to participants in the relevant event information.
8. International processing and transfers
Adevez organises and supports events internationally and works with clients, participants and service providers in different countries.
The GDPR applies to the processing of personal data carried out in the context of Adevez’s activities as an organisation established in the European Union, regardless of where the data is processed.
Depending on the event and the service providers involved, personal data may be accessed or processed outside the European Economic Area (EEA).
Where personal data is transferred outside the EEA, Adevez will ensure that an appropriate transfer mechanism is in place where required under the GDPR. This may include an adequacy decision by the European Commission or appropriate safeguards such as the European Commission’s Standard Contractual Clauses.
The arrangements applicable to a particular event may also be explained in its event-specific privacy information.
9. Website hosting, email and technical services
Adevez uses third-party providers to support its business operations and online services.
These include:
- Microsoft Azure for hosting the Adevez website and custom-built event registration websites.
- Microsoft-hosted Exchange email services for business and project-related email communications.
- Eventbrite for registration management at selected events.
- An appointed web developer who maintains the websites and registration systems on behalf of Adevez.
These providers may process personal data as necessary to deliver their services. Adevez takes steps to ensure that appropriate contractual and technical safeguards are in place.
10. Cookies and website analytics
Our website may use cookies and similar technologies that are necessary for the proper functioning, security and usability of the website.
If limited analytics tools are used to measure general website usage, such as visitor numbers and the most frequently visited pages, these will be configured in accordance with applicable privacy and cookie requirements.
Any cookies or similar technologies that require consent will only be activated after the required consent has been obtained.
The website does not use personal data collected through cookies for advertising or individual visitor profiling as part of its intended operation.
Further information about the cookies actually used on the website will be provided through the relevant cookie information or consent mechanism, where applicable.
11. How long we retain personal data
Adevez retains personal data only for as long as necessary for the purposes for which it was collected, taking account of contractual, legal, administrative and reporting requirements.
Retention periods depend on the type of information and the relevant service or event.
For example:
- General business correspondence is retained for as long as necessary to manage the enquiry or business relationship.
- Event registration and participant information is retained for as long as necessary to administer the event and meet relevant reporting or contractual obligations.
- Financial and accounting records are retained for the periods required under applicable tax and accounting legislation.
- Information no longer required is deleted or securely anonymised, where appropriate.
The statutory retention period applicable to financial records does not automatically apply to all participant or event information.
12. How we protect personal data
Adevez takes appropriate technical and organisational measures to protect personal data against accidental loss, unauthorised access, disclosure, alteration or destruction.
These measures include restricting access to authorised individuals, using appropriate service providers and maintaining suitable security arrangements for the systems used to manage personal data.
Where third parties process information on behalf of Adevez, we take steps to ensure that appropriate contractual and security arrangements are in place.
No method of electronic storage or transmission can be guaranteed to be completely secure. However, Adevez takes reasonable steps to protect the information entrusted to us.
13. Your data protection rights
Under applicable data protection legislation, you may have the right to:
- Request access to the personal data we hold about you.
- Request correction of inaccurate or incomplete information.
- Request deletion of personal data in certain circumstances.
- Request restriction of processing in certain circumstances.
- Object to processing based on legitimate interests.
- Request data portability where applicable.
- Withdraw consent where processing is based on consent.
If Adevez processes your information on behalf of a client or organising association, we may need to refer your request to that organisation or assist it in responding, depending on the respective data protection roles.
To exercise your rights or ask questions about how your information is handled, please contact:
Adevez BV
Email: nicole@adevez.com
You also have the right to lodge a complaint with the Dutch Data Protection Authority (Autoriteit Persoonsgegevens) or, where applicable, another competent supervisory authority.
14. External websites
Our website may contain links to external websites operated by third parties. Adevez is not responsible for the privacy practices or content of those websites.
We recommend that you consult the privacy policies of any external websites you visit.
15. Changes to this Privacy Policy
Adevez may update this Privacy Policy from time to time to reflect changes in our services, technology, business practices or applicable legislation.
The latest version will always be published on our website, together with the date on which it was last updated.
16. Contact
If you have any questions about this Privacy Policy or the way Adevez handles personal data, please contact:
Adevez BV
Maasdijk 409
4264 AS Veen
The Netherlands
Email: nicole@adevez.com
Telephone: +31 (0)416 693925