IntentSite Privacy Notice for Webinars and Online Events

IntentSite Privacy Notice for Webinars and Online Events Effective date: 07/23/2025 Last updated: 07/23/2025

1. About this Privacy Notice This Privacy Notice explains how SMART GOLDFISH SAS, trading as IntentSite (“IntentSite”, “we”, “us” or “our”), collects, uses, stores, shares and protects personal data in connection with events and related activities organized, hosted, co-organized, sponsored or promoted by IntentSite. This Notice applies to: Live and recorded webinars; Online, in-person and hybrid events; LinkedIn Live broadcasts; Workshops, roundtables and panel discussions; Product demonstrations and informational sessions; Conferences and networking sessions; On-demand event content; Speaker, moderator, guest and attendee participation; Event surveys, questions and feedback; and Communications and materials related to these activities. Events may be delivered through social networks, video-conferencing services, live-streaming platforms, event-management systems or other third-party providers. Those third parties may process personal data independently under their own terms and privacy notices. This Notice describes how IntentSite processes personal data that it receives or controls. Where a particular event involves additional processing not fully described in this Notice—for example, sharing registration information with a co-organizer—we will provide additional information before registration or when the relevant personal data is collected.
2. Who is responsible for your personal data? The controller responsible for the processing described in this Notice is: Legal company name: SMART GOLDFISH SAS Trading name: IntentSite Company registration number:SIREN: 981113897 Registered address: 538 Chemin Des Hautes Breguieres, 06600 Antibes Country of establishment: FRANCE Privacy email: privacy@intentsite.com General contact email: mauricio@intentsite.com
3. What personal data do we collect? The personal data we collect depends on the registration method, event platform and how you participate. 3.1 Registration and professional information We may collect: Name; Email address; Job title; Company; Country or region; Registration and attendance information; Marketing preferences. When you register through LinkedIn, the registration form may provide us with information associated with your LinkedIn profile, such as your name, email address, job title, company and country or region. 3.2 Event participation information We may collect information that you submit or generate while participating in an event, including: Questions and comments; Chat messages; Poll and survey responses; Feedback; Reactions; Requests for additional information; Requests for a product demonstration or commercial contact; Materials or information voluntarily submitted to speakers or organizers; Your display name and profile image; and Your audio, image or video if you actively participate in the broadcast. 3.3 Recording and media information Where an event is recorded, streamed or subsequently published, we may process: Your name; Image; Voice; Presentation; Professional biography; Screen-sharing content; Questions or contributions; Chat messages displayed during the broadcast; and Other information made visible or audible during the event. Speakers, moderators and invited guests may be asked to accept separate speaker, recording or content-use terms. 3.4 Communications information We may process: Registration confirmations; Calendar invitations; Joining instructions; Event reminders; Changes or cancellation notices; Follow-up communications; Requests made to our team; Records of consent and withdrawal; Unsubscribe requests; and Email delivery or interaction information, where permitted by applicable law. 3.5 Technical and security information Depending on the platform used, the relevant platform provider may process technical and usage information. IntentSite may receive some of this information to the extent that it is made available through the platform’s administrative, security or analytics features. IP address; Device type; Browser type; Operating system; Connection information; Login and access timestamps; Approximate location derived from an IP address; Event attendance duration; Technical diagnostics; Security records; and Information relating to suspected spam, fraud, misuse or unauthorized access. 3.6 Sensitive information IntentSite does not intentionally request special-category or sensitive personal data through webinar-registration forms. Please do not include health information, political opinions, religious or philosophical beliefs, biometric information, trade-union membership, sexual-orientation information or other sensitive personal data in public questions, comments, chats or surveys unless specifically requested and strictly necessary.
4. Where do we obtain your personal data? We may obtain personal data: Directly from you; From a registration form completed by you; From LinkedIn or another registration platform; From the platform used to host or stream the event; From your employer where it registers you or provides your details with appropriate authority; From a disclosed co-organizer or event partner; From communications you send to IntentSite; From our CRM, email or analytics systems; or Where we obtain personal data from a third party, we will provide any additional information required by applicable law.
5. Why do we process personal data? 5.1 To manage registration and attendance We use personal data to: Process and confirm your registration; Maintain the attendee list; Verify eligibility where an event has participation requirements; Provide joining instructions; Send calendar invitations; Communicate changes or cancellations; Provide technical or accessibility support; Facilitate attendance; and Provide promised materials or recordings. For free professional events, this processing is generally based on our legitimate interest in organizing and delivering the event requested by the attendee. Where the event is paid, subject to specific participation terms or otherwise creates a contractual relationship, processing may be necessary to perform the agreement with you or take steps at your request before entering into it. 5.2 To operate, moderate and secure the event We use personal and technical information to: Operate the event; Manage speakers and participants; Moderate questions, chats and comments; Prevent disruption, abuse, spam or unauthorized access; Investigate technical or security incidents; Troubleshoot problems; and Protect attendees, speakers, IntentSite and its systems. This processing is based on our legitimate interests in delivering a functional, professional and secure event. 5.3 To answer questions and requests We process information you provide when you: Ask a question; Request event materials; Request further information; Ask to speak with our team; Request a product demonstration; or Submit another professional enquiry. This processing is based on our legitimate interest in responding to enquiries or, where applicable, taking steps at your request before entering into a business relationship. Requesting event materials or asking a question does not automatically constitute consent to receive unrelated marketing. 5.4 To record, publish and repurpose event content We may record, edit, publish and distribute webinars and related event content to: Make a replay available to registered attendees; Provide on-demand educational content; Create excerpts, summaries or promotional clips; Publish speaker presentations; Document professional events; and Promote future events or relevant IntentSite content. The applicable basis will depend on the nature of the participant and recording. For speakers, moderators and invited guests, recording and publication will normally be governed by a participation agreement, release or other documented permission. For attendees, we will provide notice that recording is taking place. Where an attendee is invited to appear on camera or microphone, we will obtain any additional permission required by applicable law. We will not rely on a general registration acceptance to justify unexpected or materially different uses of an identifiable attendee’s image or voice. 5.5 To evaluate and improve events We may use registration, attendance and engagement information to: Measure attendance; Understand audience interests; Evaluate event performance; Improve future webinars; Select future topics and speakers; Produce internal reports; Understand which communications are effective; and Develop relevant educational and commercial content. This processing is based on our legitimate interests in evaluating and improving our events and communications. Where reasonably possible, internal reports will use aggregated or de-identified information. 5.6 To send marketing communications We may send information about future events, content, products or services where you have: Selected the relevant marketing-consent checkbox; Subscribed through another form; Otherwise provided valid consent; or Established a separate relationship under which the communication is expressly permitted by applicable law. Registering for or attending a webinar does not, by itself, constitute consent to receive unrelated marketing communications. Where personal data is collected through an event registration form, IntentSite will not use that registration data to send promotional communications about its products or services unless the individual has selected the corresponding marketing-consent option or another valid legal basis clearly applies. Every marketing communication will identify IntentSite as the sender and provide a simple method to unsubscribe or object to further marketing. Marketing consent is voluntary. Refusing or withdrawing consent will not prevent you from registering for or attending an event. You may withdraw consent at any time by: Selecting the unsubscribe link in an email; Updating your communication preferences, where available; or Contacting us at privacy@intentsite.com Withdrawal will not affect the lawfulness of processing carried out before consent was withdrawn. We will maintain a limited suppression record where necessary to ensure that an unsubscribe request continues to be respected. 5.7 To comply with law and protect legal rights We may process and retain information where necessary to: Comply with legal, regulatory, accounting or reporting obligations; Respond to valid requests from courts, regulators or public authorities; Maintain evidence of consent or compliance; Establish, exercise or defend legal claims; Enforce applicable terms; Investigate suspected misconduct; or Protect our rights, property, personnel or users. This processing is based on compliance with legal obligations and our legitimate interests in protecting our organization and legal rights.
6. Are you required to provide personal data? Fields marked as required must be completed to register through the relevant form. Without the required information, we may be unable to: Confirm your registration; Send joining instructions; Provide access to the event; Verify participation requirements; or Deliver requested event materials. Marketing consent is optional and is not required to attend. Questions, feedback, surveys and most forms of event interaction are also optional.
7. Recording and public participation Whether a particular event will be recorded, and the intended uses of the recording, will be communicated in the event description, registration page, joining instructions or at the beginning of the event. An event may be broadcast live, recorded and made available after it has ended. If the intended use of a recording is materially different from the uses described in this Notice, we will provide additional information or obtain additional permission where required. We will communicate that recording is taking place through one or more of the following: The event description; The registration page; The confirmation email; The joining instructions; An on-screen notice; or An announcement at the beginning of the session. Attendees who only watch an event will not ordinarily appear in its recording. However, depending on the platform, the following may be visible to other participants or in the recording: Display names; Profile images; Public comments; Questions; Reactions; Poll responses displayed on screen; and Other contributions intentionally made public. Do not submit information through a public chat or comment that you do not want other participants to see. Private questions or messages may be retained for event administration but will not be published unless we have a lawful basis and provide appropriate notice. If an attendee is invited to participate using a camera or microphone, we will explain whether the contribution will be recorded or published before it takes place.
8. Who receives personal data? Personal data may be accessed by authorized IntentSite personnel and contractors who require access for the purposes described in this Notice. We may use service providers for: Event registration; Social networking; Video conferencing; Live streaming; Recording and video hosting; Email delivery; Customer relationship management; Marketing automation; Calendar management; Cloud hosting and storage; Analytics; Surveys; IT support; and Security monitoring. Depending on the event, these providers may include LinkedIn and the video-conferencing, streaming or hosting provider identified in the event information. The provider or providers used for a particular event may be identified in the relevant event page, registration information or joining instructions. Service providers acting on our behalf are expected to process personal data only for the agreed services, subject to appropriate contractual, confidentiality and security obligations. Certain platforms may act as independent controllers for aspects of their service. Their processing is governed by their own privacy notices and terms. We may also disclose personal data: To professional advisers such as lawyers, accountants or auditors; To courts, regulators, law-enforcement authorities or other public bodies where required; To a purchaser or successor in connection with a legitimate merger, financing, restructuring or sale, subject to appropriate safeguards; or Where you have requested or expressly authorized the disclosure. IntentSite does not sell personal data collected through event-registration forms. IntentSite does not provide webinar-registration lists to data brokers.
9. Co-organizers, partners, speakers and sponsors The participation of a speaker, guest, partner or sponsor does not automatically authorize that person or organization to receive the attendee list. Where another organization will receive registration information for its own purposes, we will identify it before registration and explain: What data it will receive; Why the data will be shared; How it will use the data; Whether it acts as an independent or joint controller; How to contact it; and Where its privacy notice is available. Where required, we will request separate consent. We will not share attendee details with a sponsor for its independent marketing merely because it sponsored or participated in the event.
10. International data transfers Some event, streaming, communications, hosting or cloud providers may process personal data outside the European Economic Area, the United Kingdom or your country of residence. Where applicable law requires safeguards for an international transfer, we will use an appropriate mechanism, which may include: A valid adequacy decision; Approved standard contractual clauses; The applicable UK transfer agreement or addendum; Binding corporate rules; A recognized data-privacy framework, where valid; or Another transfer mechanism permitted by law. Where required, we will assess whether additional contractual, technical or organizational measures are appropriate. You may request information about the safeguards applicable to a particular transfer by contacting privacy@intentsite.com. We may redact information where necessary to protect confidentiality, security or the rights of others.
11. How long do we retain personal data? We retain personal data only for as long as necessary for the purposes described in this Notice, taking account of legal, operational, contractual, security and evidentiary requirements. Unless a different period is communicated for a specific event, we apply the following general criteria: Registration and attendance records Registration and attendance records will normally be retained for up to 12 months after the event. Event communications, questions and feedback Operational communications, questions, feedback and survey information will normally be retained for up to 12 months after the event. Information or demonstration requests Information relating to a specific enquiry or demonstration request may be retained while the request is active and for up to 24 months after the last meaningful interaction, unless a business relationship is established. Marketing information Where you have consented to marketing, we may retain the necessary contact and preference information until: You withdraw consent; You unsubscribe; The information is no longer required; or There has been no meaningful interaction for 24 months, subject to any appropriate revalidation process. Event recordings Event recordings may normally be retained and published for up to 36 months after the event. Recordings will be reviewed at least annually and may be retained for a longer period where they remain relevant as educational or corporate content, provided that continued use is appropriate, lawful and consistent with the information given to participants. Recordings will be reviewed periodically. Recordings that are no longer necessary or appropriate will be deleted, archived with restricted access or anonymized where feasible. Speaker and guest permissions Speaker agreements, releases and records of permission may be retained for as long as the related content remains in use and for any applicable legal limitation period. Consent records Evidence of consent and withdrawal may be retained for as long as necessary to demonstrate compliance and address potential legal claims. Suppression records A minimal record may be retained after an unsubscribe request to ensure that future marketing communications are not sent contrary to that request. Security records Technical and security logs will normally be retained for up to 12 months, unless a longer period is necessary to investigate an incident or protect legal rights. At the end of the applicable period, personal data will be deleted, anonymized or access-restricted unless continued retention is required or permitted by law.
12. How do we protect personal data? We use technical, organizational and administrative measures designed to protect personal data against accidental or unlawful destruction, loss, alteration, unauthorized disclosure or access. Depending on the nature and risk of the processing, these measures may include: Role-based access controls; Multi-factor authentication; Secure storage and transmission; Encryption where appropriate; Confidentiality obligations; Vendor assessment; Access reviews; Logging and monitoring; Backups and recovery procedures; Security awareness; Incident-response processes; and Data-retention controls. Access to attendee information is limited to people who reasonably need it for event administration, communications, analysis, legal compliance or security. No method of electronic transmission or storage can be guaranteed to be completely secure. Where a personal-data breach occurs, we will assess the incident and make any notifications required by applicable law.
13. What rights do you have? Depending on the law applicable to you and the circumstances of the processing, you may have the right to: Request confirmation that we process your personal data; Request access to your personal data; Request correction of inaccurate or incomplete data; Request deletion of personal data; Request restriction of processing; Object to processing based on legitimate interests; Object at any time to direct marketing; Request portability of eligible data; Withdraw consent at any time; and Lodge a complaint with a competent data-protection authority. These rights are not absolute and may be subject to legal conditions or exceptions. To exercise a right, contact: Email: privacy@intentsite.com Postal address: SMART GOLDFISH SAS, 538 Chemin Des Hautes Breguieres, 06600 Antibes, France Please provide enough information for us to identify you, understand your request and locate the relevant event or personal data. We may request proportionate information to verify your identity where necessary. We will respond without undue delay and, in principle, within one month of receiving the request. Where permitted by applicable law, this period may be extended by up to two additional months for complex or numerous requests. If an extension is necessary, we will inform you within the initial one-month period.
14. Right to object Where processing is based on legitimate interests, you may object for reasons relating to your particular situation. We will stop the relevant processing unless we have compelling legitimate grounds that override your interests, rights and freedoms or the processing is necessary to establish, exercise or defend legal claims. You may object to processing for direct marketing at any time. Once you object, we will no longer use your personal data for that purpose.
15. Complaints If you have a concern about how IntentSite processes your personal data, you may first contact us at privacy@intentsite.com so that we can try to resolve it. You also have the right to lodge a complaint with the competent data-protection supervisory authority, particularly in the country where you live, work or believe that an infringement has occurred. As SMART GOLDFISH SAS is established in France, its supervisory authority will ordinarily be: Commission Nationale de l’Informatique et des Libertés — CNIL 3 Place de Fontenoy TSA 80715 75334 Paris Cedex 07 France
16. Automated decision-making and profiling IntentSite does not use personal data collected in connection with events to make decisions based solely on automated processing that produce legal effects or similarly significant effects concerning participants. IntentSite may use aggregated event information to understand attendance and improve future events.
17. Children IntentSite’s events are intended for business and professional audiences and are not directed to children. We do not knowingly collect personal data from children through event-registration forms. If we learn that a child’s personal data has been submitted without appropriate authorization, we will take reasonable steps to delete it.
18. Changes to the purpose of processing We will not use webinar-registration data for a new and incompatible purpose without first: Assessing whether the new use is lawful; Providing additional privacy information where required; and Obtaining consent where necessary.
19. Changes to this Privacy Notice We may update this Privacy Notice to reflect changes in: Our events; Our service providers; Our processing practices; Applicable technology; or Legal requirements. The current version will be published on this page and identified by its “Last updated” date. Where a change materially affects personal data already collected, we will provide additional notice where required.
20. Contact us For questions, concerns or requests relating to this Privacy Notice or the processing of your personal data, contact: SMART GOLDFISH Trading as IntentSite SAS 538 Chemin Des Hautes Breguieres 06600 Antibes FRANCE privacy@intentsite.com