Privacy Policy

1. Who we are (the Data Controller)

AWJ Exhibitions & Conferences Organizing Company, a company registered in the Kingdom of Saudi Arabia under Commercial Registration No. 7043738009 and VAT No. 312836213800003, based in Riyadh, is the data controller responsible for the personal data described in this policy.

Contact for any privacy matter: info@awjevent.com

2. What personal data we collect

We collect only what we need to answer your enquiry and deliver the service you asked for:

• ▪Identity and contact data you submit through the enquiry form: full name, organization, mobile number and email address.
• ▪Event data you choose to share: event type, city, preferred date, expected attendance, budget range and the brief you write.
• ▪Correspondence data: the content of emails, WhatsApp messages and calls exchanged with our team.
• ▪Technical data generated automatically by your browser: IP address, browser type, device type, pages viewed and time of visit.

We do not knowingly collect sensitive personal data as defined by the PDPL, and we ask that you do not include such data in the free-text brief.

3. Why we use it, and on what basis

We process personal data for the following purposes, relying on your consent where you submitted it to us, and on the performance of a contract or our legitimate interest in operating the business where applicable:

• ▪Responding to your enquiry and preparing a scope, timeline and budget range.
• ▪Delivering the event services contracted with you and coordinating with the suppliers that service requires.
• ▪Meeting regulatory, tax and licensing obligations in the Kingdom, including permit files submitted to the competent authorities.
• ▪Maintaining and improving the security and performance of this website.

We do not use your data for automated decision-making that produces legal effects, and we do not sell personal data.

4. Cookies and analytics

This website does not set advertising or cross-site tracking cookies. Any storage used is strictly necessary for the site to function. If analytics are introduced in future, this policy will be updated before they are enabled.

5. Who we share data with

We share personal data only where it is necessary, and only with:

• ▪Service providers acting on our instructions, such as the form-delivery provider that transmits enquiries to our inbox and our email hosting provider.
• ▪Suppliers and subcontractors engaged to deliver your event, limited to what each needs to perform its role.
• ▪Government authorities where disclosure is required by law or to obtain the permits your event needs.

We do not share personal data with third parties for their own marketing purposes under any circumstances.

6. Transfers outside the Kingdom

Some of the providers we rely on to operate this website, including the form-delivery and email services, may process data on servers located outside Saudi Arabia. Where that happens, we limit the transfer to what is necessary for the purpose and require appropriate safeguards, consistent with the PDPL provisions on transfers outside the Kingdom.

7. How long we keep it

Enquiry data is retained for up to twenty-four months from your last contact with us, so that we can follow up meaningfully and maintain continuity if you return. Data tied to a signed contract is retained for the period required by Saudi commercial, tax and zakat regulations. When a retention period ends, data is securely destroyed or anonymised.

8. How we protect it

We apply administrative and technical measures appropriate to the sensitivity of the data, including encrypted transmission over HTTPS, access restricted to personnel who need it, and periodic review of the parties we share data with. No system can be guaranteed absolutely secure, and we do not claim otherwise.

9. Your rights under the PDPL

As a data subject, you have the right to:

• ▪Be informed of the legal basis and purpose for collecting your personal data.
• ▪Access your personal data held by us.
• ▪Request a copy of your personal data in a readable, portable format.
• ▪Request correction of data that is inaccurate, incomplete or outdated.
• ▪Request destruction of your personal data where it is no longer needed for the purpose it was collected for.
• ▪Withdraw your consent to processing at any time, without affecting the lawfulness of processing carried out before withdrawal.

To exercise any of these rights, email info@awjevent.com. We will respond within the period prescribed by the PDPL and its Implementing Regulations. We may ask you to verify your identity before acting on a request.

10. Complaints

If you believe your personal data has been handled improperly, we would prefer you tell us first so we can put it right. You also have the right to lodge a complaint with the Saudi Data & Artificial Intelligence Authority (SDAIA), the competent supervisory authority for the PDPL in the Kingdom.

11. Children

This website and our services are directed at organizations and professional contacts. We do not knowingly collect personal data from children. If you believe a child has provided us with personal data, contact us and we will delete it.

12. Changes to this policy

We may update this policy to reflect changes in our practices or in applicable regulation. The date at the top of this page shows when it was last revised. Material changes affecting how we use your data will be communicated through this page before they take effect.