Privacy & Cookie Policy

This Privacy & Cookie Policy explains how Corporate Events Portugal collects, uses, stores and shares personal data and how cookies and similar technologies are used when you visit our website or use our destination discovery and event planning services.

1. Who is responsible for your personal data?

The data controller responsible for Corporate Events Portugal is:

2. What personal data we may collect

Contact information

This may include:

• name;
• business email address;
• telephone number;
• job title; and
• preferred contact method.

Organisation information

This may include:

• company or organisation name;
• country;
• business sector; and
• other information relevant to an event request.

Event information

When you use our destination discovery or event planning tools, we may process information such as:

• event type;
• preferred destination;
• arrival airport;
• preferred transfer time;
• dates or preferred period;
• expected number of participants;
• event duration;
• accommodation requirements;
• meeting requirements;
• room layouts;
• catering requirements;
• audiovisual requirements;
• transport requirements;
• indicative budget; and
• other operational information provided by you.

Communications

We may process information contained in emails, forms, messages and other communications exchanged with Corporate Events Portugal.

Technical information

Our website and technical infrastructure may process information such as:

• IP address;
• browser type;
• device information;
• date and time of access;
• pages or resources requested;
• security information; and
• server logs.

3. How we collect personal data

Personal data is mainly collected directly from you when you:

• use an event planning tool;
• submit an event request;
• request information or a proposal;
• contact Corporate Events Portugal;
• communicate with us by email; or
• interact with website functionality.

Technical information may also be generated automatically when you access the website.

4. Why we process personal data

Responding to enquiries

We may process personal data to respond to questions or requests initiated by you.

Processing an event request

When you ask Corporate Events Portugal to help identify destinations or providers for an event, we may process information to:

• understand your event requirements;
• assess the characteristics of the event;
• identify potentially suitable destinations;
• identify relevant hotels, venues or service providers;
• organise the information provided; and
• facilitate responses and proposals.

Providing event information to partners

Where you ask us to identify providers or obtain proposals, relevant information may be provided to selected partners capable of responding to your request.

Submission of an event request does not constitute consent for unrelated marketing activities.

Website operation and security

Technical information may be processed for purposes including:

• website operation;
• cybersecurity;
• fraud and abuse prevention;
• troubleshooting;
• service reliability; and
• protection of our legal rights.

Analytics

Where analytics technologies require consent, they will only operate after the relevant consent has been provided.

Marketing

Submitting an event request does not automatically subscribe you to marketing communications.

Where consent is required for electronic marketing, a separate choice will be provided.

5. Legal bases for processing

Depending on the circumstances, Corporate Events Portugal may process personal data on one or more of the following legal bases:

• Pre-contractual steps: where processing is necessary to take steps requested by you before a potential contractual relationship.
• Legitimate interests: where processing is reasonably necessary to operate, secure or improve our services or respond to legitimate business enquiries, provided those interests are not overridden by your rights.
• Consent: where you have actively agreed to a particular processing activity, including certain cookies or marketing activities.
• Legal obligation: where processing is required to comply with applicable law.

6. Sharing information with event partners

When you request assistance, information may be shared with selected providers that appear capable of responding to your event requirements.

These may include:

• hotels;
• conference venues;
• event venues;
• destination management companies;
• event management companies;
• accommodation providers;
• transport providers; and
• other suppliers relevant to the event.

Only information reasonably necessary for the purpose of evaluating and responding to your request should be shared.

Once a partner receives information and independently determines how it will use that information for its own proposal or commercial relationship, that partner may act as an independent data controller.

7. Technology providers

PTISP / AlmourolTec

Corporate Events Portugal uses PTISP for website hosting. The hosting infrastructure may process website files, databases, IP addresses, server requests, security information and technical logs required to provide and secure the website.

Dominios.pt

Domain registration and related domain infrastructure are provided through Dominios.pt.

Google services

Google services are used as part of the event planning and data processing infrastructure.

These may include:

• Google AI Studio;
• Gemini API;
• Google Apps Script;
• Google Sheets; and
• related Google infrastructure required to provide these services.

Information submitted through an event planning interface may be transmitted through Google Apps Script and stored in Google Sheets.

Where an AI-enabled feature requires information to be processed by a Gemini model, relevant information may also be transmitted to and processed through the Gemini API.

We aim to limit information submitted to AI services to what is reasonably necessary to provide the relevant functionality.

8. Artificial intelligence processing

Artificial intelligence and automated technologies may assist with:

• organising event requirements;
• structuring information submitted by users;
• classifying requests;
• identifying potentially suitable destinations;
• supporting partner matching; and
• supporting the assessment of event requirements.

Corporate Events Portugal does not intentionally use personal data submitted through event requests to train its own general-purpose artificial intelligence model.

Automated processing used by Corporate Events Portugal is not intended to make decisions producing legal or similarly significant effects on individuals.

9. Sensitive personal data

Event planning can sometimes involve information that may reveal sensitive characteristics of participants, such as health conditions, disability, allergies or religious requirements.

Where possible, requirements should be expressed operationally and without identifying an individual.

For example, “step-free access required” is preferable to providing medical information about a named participant.

10. How long we keep personal data

Personal data is retained only for as long as reasonably necessary for the purpose for which it was collected.

Retention may depend on factors including:

• whether an event request remains active;
• whether follow-up is reasonably expected;
• the existence of a business relationship;
• legal or regulatory requirements;
• security requirements; and
• the need to establish or defend legal claims.

Information that is no longer reasonably required should be deleted, anonymised or otherwise removed from normal operational use, subject to applicable legal obligations.

11. International data transfers

Some technology providers used by Corporate Events Portugal operate internationally.

Personal data may therefore be processed outside Portugal or outside the European Economic Area.

Where applicable data protection law requires safeguards for an international transfer, appropriate mechanisms may include an adequacy decision, approved contractual safeguards or another legally recognised transfer mechanism.

12. Data security

Corporate Events Portugal uses reasonable technical and organisational safeguards intended to protect personal data against:

• unauthorised access;
• unlawful disclosure;
• accidental loss;
• alteration;
• destruction; and
• misuse.

No internet-based service can provide an absolute guarantee of security.

13. Your data protection rights

Subject to applicable law and the circumstances of the processing, you may have the right to:

• request access to your personal data;
• request correction of inaccurate or incomplete information;
• request deletion of personal data;
• request restriction of processing;
• object to certain processing based on legitimate interests;
• receive certain personal data in a portable format;
• withdraw consent where processing is based on consent; and
• lodge a complaint with a competent supervisory authority.

To exercise your rights, contact info@corporateeventsportugal.com .

14. Supervisory authority

If you believe that your personal data has been processed in breach of applicable data protection law, you have the right to lodge a complaint with a competent supervisory authority.

In Portugal, the competent supervisory authority is the Comissão Nacional de Proteção de Dados (CNPD).

15. Children

Corporate Events Portugal is intended for professional and business event planning.

The service is not directed at children and we do not knowingly seek to collect personal data directly from children through the event planning service.

16. Cookies and similar technologies

Cookies are small files or pieces of information that may be stored on or accessed from your computer, smartphone or other device when you visit a website.

Similar technologies, including local storage, pixels, tags and scripts, may perform comparable functions.

References to cookies in this Policy also include similar technologies where appropriate.

17. Why we use cookies

Corporate Events Portugal may use cookies and similar technologies to:

• operate and secure the website;
• remember privacy and cookie preferences;
• provide functionality requested by users;
• remember optional preferences;
• understand how the website is used;
• measure website performance;
• support embedded functionality; and
• support marketing technologies where applicable.

18. Categories of cookies

19. Strictly necessary cookies

Certain cookies and similar technologies may be necessary to provide the website or functionality specifically requested by a visitor.

These may include technologies required for:

• website security;
• network management;
• fraud and abuse prevention;
• session management;
• remembering cookie preferences; and
• providing functionality explicitly requested by the visitor.

Where permitted by applicable law, strictly necessary cookies may operate without prior consent.

20. Optional cookies and consent

Where consent is required by applicable law, cookies and similar technologies that are not strictly necessary will not be activated before you have made the relevant choice.

The website may provide controls allowing you to:

• accept optional cookies;
• reject optional cookies; or
• manage individual categories.

Continuing to browse the website does not by itself constitute consent to optional cookies where consent is required.

21. Cookies currently in use

The specific cookies and similar technologies used by Corporate Events Portugal depend on the functionality and services active on the website.

The website's cookie consent or preference system may provide the current register of technologies in use, including information such as:

• cookie or technology name;
• provider;
• purpose;
• category; and
• retention period, where applicable.

22. Third-party and embedded services

Some pages may include functionality or content provided by third parties, such as videos, maps, analytics or other embedded services.

These services may use cookies or similar technologies.

Where those technologies are not strictly necessary and require consent, they should remain inactive or blocked until the relevant consent has been provided.

23. Event planning application and cookies

Corporate Events Portugal uses Google technology as part of its event planning and data processing infrastructure.

The fact that information may be processed using Google Apps Script, Google Sheets or AI-related services does not automatically mean that cookies are stored on the visitor's device.

Server-side processing and browser-based cookie usage are distinct forms of data processing.

24. Managing and withdrawing cookie consent

You can review or change your choices concerning optional cookies through the cookie preferences or consent controls available on Corporate Events Portugal.

Consent can be withdrawn at any time.

Withdrawing consent does not affect the lawfulness of processing carried out before consent was withdrawn.

25. Browser controls

Most browsers also allow users to view, delete or block cookies through their privacy or security settings.

Browser controls operate independently from the cookie preference controls provided by Corporate Events Portugal.

Blocking all cookies may affect website functionality that depends on strictly necessary technologies.

26. Changes to this Policy

This Privacy & Cookie Policy may be updated to reflect changes to our website, services, technology providers, business processes, cookies or applicable law.

The current version and latest revision date will be published on this page.

27. Contact