Imagine Tomorrow

Exhibitor GDPR FAQ

With this FAQ, we hope to address the most frequently asked questions by our exhibitors regarding lead capture during the event (online and onsite) as well as regarding contact lists provided by ISC Events and via our event platform Swapcard.

Please note: the information on this page is provided in good faith and based on the best knowledge available. It is not part of your contract with ISC Events/PROMETEUS GmbH, and it is subject to change.

Information provided through Lead Capture/Lead Retrieval

How many registrants do you expect for the event?
We expect more than 3000 registrants.

What data is provided as part of lead capture and is it required or optional for the registrant to provide this data?

  • First Name: required
  • Last Name: required
  • Salutation: optional
  • Academic Title: optional
  • Company Name: required
  • Job Title: required
  • Business Phone Number: required
  • Business Email: required
  • Country of Residence: required
  • Postal Code: required
  • Career Level: optional
  • Purchasing Authority: required
  • HPC Sector: required
  • Areas of HPC Interest: required
  • Products & Services of Interest: optional
  • Motivation and Goals for Attending: required
  • Online/Onsite Attendance: required

Will information such as gender and ethnicity be provided?
No information about ethnicity will be provided. The preferred salutation (options: Mr./Ms./Mx./I do not wish to disclose) will be provided.

Information included in contact lists based on event registration

What data is provided in the attendee contact list based on registration?

  • First Name
  • Last Name
  • Company Name
  • Job Title
  • Business Email
  • Country of Residence
  • Online/Onsite Attendance

What data is provided in the press contact list?

  • First Name
  • Last Name
  • Company Name
  • Job Title
  • Business Email
  • Country of Residence
  • Online/Onsite Attendance
Information included in contact lists based on attendee behavior

What data is provided in the attendee contact lists based on user behavior within the online event platform Swapcard and attendance of onsite vendor sessions?

  • First Name: required
  • Last Name: required
  • Salutation: optional
  • Academic Title: optional
  • Company Name: required
  • Job Title: required
  • Business Phone Number: required
  • Business Email: required
  • Country of Residence: required
  • Postal Code: required
  • Career Level: optional
  • Purchasing Authority: required
  • HPC Sector: required
  • Areas of HPC Interest: required
  • Products & Services of Interest: optional
  • Motivation and Goals for Attending: required
  • Online/Onsite Attendance: required
  • Information about user behavior
Consent Language

What is the exact language attendees consent to?

  • Attendee contact list based on registration for the event
    "I consent to share my contact details (email address, name, job title, company name, academic title, country of residence, online/onsite participation) with the exhibitors of ISC 2023. The exhibitors may not disclose, transfer, duplicate, reproduce, sell, loan, or retain any portion of my data in any form whatsoever. I am aware that I can revoke my consent at any time with effect for the future by editing my registration in the registration platform Avolio."

  • Attendee contact lists based on user behavior
    "I consent to share my contact details as described in the ISC 2023 Lead Retrieval Policy and information about my user behavior with the exhibitors of ISC 2023 based on my engagement with their content onsite and/or online. The exhibitors may not disclose, transfer, duplicate, reproduce, sell, loan, or retain any portion of my data in any form whatsoever. I am aware that I can revoke my consent at any time with effect for the future by editing my registration in the registration platform Avolio. "

  • Lead Capture/Lead Retrieval
    Please refer to our Lead Retrieval Policy.

Does the consent language and experience differ by country?
No, the consent language and experience does not differ by country.

Consent Process

When does an attendee provide consent?
Attendees provide their consent both during the registration process as well as when they choose to interact with exhibitors onsite (provide their badge for scanning) and online (confirm a contact request). ​​

How is the personal information transmitted to ISC Events?
The attendees fill out a registration form when registering for the event. The data is stored in the registration system Avolio and synchronized to the event platform Swapcard.

How does the attendee consent to share their information with my company/organization specifically?
The consent statement includes a link to the exhibitor list of ISC 2023.

How does the attendee express consent?
Attendees actively check multiple boxes during the registration process; the checkboxes are not pre-checked. Onsite, they actively decide to provide their badge for scanning. Online, they actively confirm contact requests by exhibitors.

Is the attendee's consent combined with another decision?
No, the attendee’s consent is not combined with any other decisions.

Is the attendee's choice to share the attendee's contact information voluntary and without negative consequence?
Yes, the attendee’s choice is completely voluntary and optional.

Will the consent process and registration platform be available for testing prior to the event? If so, when?
The registration platform will open in March 2023. At this time, you can go through the registration process and test it.

Lead Capture/Lead Retrieval Process

Where can exhibitors capture leads at this event?
Online and onsite (in-person).

What opportunities do exhibitors have to collect leads at the event?

  • General registration
  • Visits of live onsite speaking sessions
  • Visits of the onsite booth
  • Visits of the Swapcard exhibitor page ("virtual booth")
  • Views of on-demand content in the event platform

Will devices be available to rent for lead capture by the show host or contracted lead management provider?
Yes, rental devices are available through Swapcard.

How will the leads be provided?
Exhibitors can download leads generated by scanning badges onsite, by accepting meeting and connection requests within the event platform, as well as contact lists based on user behavior within the event platform and onsite attendance of vendor sessions via the Exhibitor Center, the backend of the dedicated exhibitor page in Swapcard. In addition, Platinum Sponsors will be provided the contact lists for Roadmap Presentation attendance and for interactions with their ad banner on the event platform home page via email. If you require the contact lists to be provided in a different form, e.g. via an upload to a file sharing platform, please specify this when signing your contract to the sales representative or to exhibitor-support@isc-events.com.

May attendees be contacted whose contact information was obtained by scanning their badge onsite or by a confirmed connection request within Swapcard?
Yes, by offering their badge for scanning or by confirming your connection request, attendees actively decided to share their contact details. They are aware that exhibitors might use this information to contact them - it is the same as if they offered their business card.

Attendee Contact List and Press Contact List

How many contacts are included on the attendee contact list?
In the past, 50-60% of all registered attendees consented to share their contact information with our sponsors and exhibitors.

When and how will the attendee contact list and press contact list be provided?
The attendee contact list and press contact list will be provided approximately 4 weeks before the event starts. You will be sent a download link by email.

How can I obtain an updated version of the attendee contact list and press contact list?
The lists update automatically as attendees and members of the press register. We recommend downloading the list every time you plan to use it.

May attendees who are listed on the attendee contact list or members of the press who are listed on the press contact list be contacted?
Yes, you may contact them with information related to your participation in ISC 2023. Please respect our privacy policy: “The contact data in the list is proprietary and may not be sold. This information is provided to exhibitors and sponsors as part of their exhibitor or sponsor agreement and is only for use in email campaigns to promote their participation in the ISC 2023 event. The exhibitor/sponsor agrees not to disclose, transfer, duplicate, reproduce, sell, loan, or retain any portion of the attendee email list in any form whatsoever.”

Partners & Sub-Contractors

Does ISC Events use subcontractors, sub-processors, or any third-parties who have access to the attendee’s personal information? If yes, in which countries are they located?
ISC Events' subcontractors Swapcard and Avolio have access to the attendee’s personal information. Their headquarters are in France and the US, with several international sub-offices.

What platform(s) is ISC Events using to execute the event (registration/lead generation, lead retrieval company, chat, meeting space, streaming)?
Avolio (registration) and Swapcard (online event platform (streaming, chat, online and onsite lead retrieval)).

In which country is the personal information physically stored?
For Swapcard, the data is stored in Ireland and for Avolio, it's stored in Germany.

Will the personal information be accessible in countries other than that in which it is stored? If so, which countries?
The personal information can be accessed globally, depending on where the Swapcard user is located.

How will the lead capture system account for individuals from GDPR jurisdictions?
The event is taking place within a GDPR jurisdiction and all of its aspects are GDPR compliant.

Data Protection Protocols

What procedures or controls are implemented to protect the data collected and limit exposure of personal information to unauthorized parties?

  • Encrypted communication, based on the latest encryption SSL standards
  • Strong access control - only limited, authorized accounts are able to access the data
  • Anonymization of the IP addresses
  • Cooperation only with GDPR-compliant 3rd parties
  • SOC2 certification - data in the Swapcard cloud is handled according to 5 trusted service criteria: security, availability, confidentiality, processing integrity, and privacy