Privacy Policy

 

 

 

 

PRIVACY POLICY

Future Fleets Forum (“Future Fleets Forum”, “FFF”, “we”, “us or “our”) respects your privacy and is committed to protecting the personal data and information that you provide to us.

This Privacy Policy explains how we collect, use, disclose, store and otherwise process personal data when you visit or use https://futurefleetsforum.com/ (the “Website”), register for or attend a Future Fleets Forum event, enquire about sponsorship or exhibition opportunities, communicate with us, or otherwise interact with our services.

This Privacy Policy should be read together with any event-specific terms, registration terms, cookie notices or other notices presented to you at the time of collection of your personal data.

We aim to process personal data in a lawful, fair and transparent manner and, where applicable, in accordance with applicable laws and regulations of India.
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1. ABOUT FUTURE FLEETS FORUM

Future Fleets Forum is an industry forum/event platform focused on the commercial vehicle, fleet, logistics, transportation and mobility ecosystem.

The Future Fleets Forum event is organised and managed by Threefold Business Solutions Pvt. Ltd. (“Threefold”), which acts as the relevant entity responsible for determining the purposes and means of processing personal data in connection with the Website and the Forum, except where another entity is independently responsible for processing your data.

For the purposes of this Privacy Policy, “Future Fleets Forum”, “FFF”, “Threefold”, “we”, “us” and “our” refer to the relevant organising entity, as applicable.

Legal/Business Name: Threefold Business Solutions Pvt. Ltd.
Website: https://futurefleetsforum.com/
Privacy Contact: rohit@threefold.in
Business Address: Flat No. 17, Shankar Market, Connaught Place, New Delhi, Delhi: 110001, India
Telephone: +91 9811152332

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2. WHAT PERSONAL DATA WE MAY COLLECT

Depending on how you interact with us, we may collect the following categories of personal data:

A. Contact and identification information

This may include:

• Full name
• Work email address
• Mobile or telephone number
• Company/organisation name
• Job title/designation
• Industry/sector
• City and country
• Professional profile information
• Other information voluntarily provided by you

B. Event registration information

If you register for, attend or express interest in a Future Fleets Forum event, we may collect:

• Delegate name
• Company and designation
• Email address
• Mobile number
• Business address
• Registration category
• Event preferences
• Other information reasonably required to administer the event

C. Sponsorship and exhibition enquiries

If you enquire about sponsorship, partnership, exhibition or other commercial opportunities, we may collect:

• Name
• Company
• Designation
• Email
• Telephone/mobile number
• Business requirements
• Budget or participation preferences, where provided
• Correspondence and communications with us

D. Communication information

When you communicate with us by email, telephone, WhatsApp, website forms or other channels, we may retain information necessary to respond to and manage the communication.

E. Technical and usage information

When you access our Website, certain information may be collected automatically, including:

• IP address
• Browser type
• Device type
• Operating system
• Pages visited
• Approximate location derived from technical information
• Date and time of access
• Referring website
• Website usage information
• Cookie and similar technology information

We may use third-party analytics or advertising technologies where applicable.

F. Photographs, videos and event recordings

Future Fleets Forum and/or authorised event partners may photograph, record or otherwise capture images, video and audio at our events.

Such photographs, videos and recordings may be used for:

• Event documentation
• Event reports
• Website content
• Social media
• Promotional materials
• Marketing and communications relating to Future Fleets Forum
• Future editions of the Forum

Where required by applicable law, appropriate notice or consent mechanisms will be provided.

If you have concerns about a particular photograph or recording, you may contact us using the details provided in this Privacy Policy.

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3. HOW WE COLLECT PERSONAL DATA

We may collect personal data:

• When you register for an event
• When you submit an enquiry through our Website
• When you request information about Future Fleets Forum
• When you subscribe to our communications
• When you enquire about sponsorship or exhibition opportunities
• When you communicate with our team
• When you attend our events
• When you participate as a speaker, panellist, sponsor, partner, exhibitor or delegate
• When you interact with our emails, Website or digital communications
• Through third-party registration, ticketing, CRM, marketing or event-management platforms used by us
• Through publicly available professional information, where appropriate and permitted by applicable law
• Through other lawful means

We will endeavour to collect only personal data that is reasonably necessary for the relevant purpose.

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4. PURPOSES FOR WHICH WE USE PERSONAL DATA

We may process personal data for the following purposes:

Event administration

• Processing event registrations
• Confirming attendance
• Managing delegate records
• Issuing event confirmations, badges and credentials
• Managing speakers, panellists, sponsors and exhibitors
• Communicating event updates
• Managing venue and logistical requirements
• Providing event-related services

Business communication

• Responding to enquiries
• Providing requested information
• Discussing sponsorship and exhibition opportunities
• Communicating with customers, partners and prospects
• Managing business relationships

Marketing and promotional communications

Where permitted by applicable law and based on the appropriate legal basis/consent, we may send:

• Event invitations
• Future event announcements
• Industry updates
• Newsletters
• Promotional communications
• Sponsorship and participation opportunities
• Relevant products, services or partner communications

You may opt out of promotional communications at any time using the unsubscribe mechanism provided or by contacting us.

Website operation

We may use information to:

• Operate and maintain the Website
• Improve Website functionality
• Understand Website usage
• Detect security issues
• Prevent fraudulent or abusive activity
• Analyse traffic and performance

Legal and regulatory purposes

We may process personal data where reasonably necessary to:

• Comply with applicable laws
• Respond to lawful requests
• Establish, exercise or defend legal rights
• Protect our business, users and property
• Prevent fraud, misuse or security incidents

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5. NOTICE AND CONSENT

Where consent is required under applicable law, we will seek consent in an appropriate manner before processing personal data for the relevant purpose.

Where consent is relied upon, we aim to ensure that the request for consent is clear, specific, informed and presented in an understandable manner.

You may withdraw consent where applicable. Withdrawal of consent will not affect the lawfulness of processing that occurred before the withdrawal.

Please note that withdrawing consent may affect our ability to provide certain services or communications where the relevant processing is necessary for those services.

The DPDP Act provides for notice and consent requirements, including that a notice accompanying or preceding a consent request should communicate information regarding the personal data and purposes of processing in a clear manner.

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6. EVENT REGISTRATION AND ATTENDEE INFORMATION

When you register for a Future Fleets Forum event, information supplied by you may be used to administer your participation.

This may include:

• Registration confirmation
• Event reminders
• Venue and logistical information
• Badge generation
• Delegate communication
• Session and programme information
• Post-event communication
• Feedback collection

Depending on the event structure and applicable notices, limited professional information such as your name, company and designation may be made available to event participants, sponsors, exhibitors or partners for legitimate event-related purposes.

Where attendee information is shared with sponsors, exhibitors or partners for marketing or lead-generation purposes, such sharing will be subject to applicable law and the relevant notice/consent mechanism.

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7. SHARING OF PERSONAL DATA

We do not sell your personal data as a commercial commodity.

Professional advisers

We may disclose information to lawyers, accountants, auditors, consultants and other professional advisers where reasonably necessary.

Government authorities and law enforcement

We may disclose personal data where required or permitted by applicable law, regulation, court order or lawful governmental request.

Business transactions

If Threefold or Future Fleets Forum is involved in a merger, acquisition, restructuring, sale of assets or similar transaction, personal data may be transferred as part of that transaction subject to applicable law.

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8. THIRD-PARTY WEBSITES AND SERVICES

Our Website may contain links to third-party websites, registration platforms, social media platforms or other services.

These third parties operate independently and may have their own privacy policies and terms.

We are not responsible for the privacy practices, security or content of third-party websites or services that we do not control.

You should review the privacy policy of any third-party service before submitting personal data to it.

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9. EVENT REGISTRATION PLATFORMS

Future Fleets Forum may use third-party platforms for registration, ticketing, payment processing or event management.

Where a third-party platform collects personal data directly from you, that platform may independently process certain information in accordance with its own privacy policy and applicable terms.

Where practical, we will identify the relevant third-party platform at the point of registration.

Before publishing this Privacy Policy, the organiser should update this section to name the actual registration/ticketing provider(s) currently used by Future Fleets Forum.

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10. PAYMENTS

Where event participation involves payment, payment transactions may be processed by third-party payment service providers.

We generally do not directly collect or store complete payment-card information such as full card numbers, CVV numbers or PINs.

Payment providers may process payment information in accordance with their own privacy policies and applicable security requirements.

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11. COOKIES AND SIMILAR TECHNOLOGIES

Our Website may use cookies and similar technologies.

Cookies may be used to:

• Enable essential Website functionality
• Remember preferences
• Understand Website traffic
• Measure Website performance
• Improve user experience
• Support analytics
• Support marketing or advertising activities, where applicable

Cookies may be:

• Essential cookies
• Functional cookies
• Analytics cookies
• Advertising/marketing cookies

Where required by applicable law, we will seek appropriate consent before using non-essential cookies or similar technologies.

You may manage cookies through your browser settings and, where available, our cookie-consent mechanism.

Disabling certain cookies may affect Website functionality.

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12. ANALYTICS AND MARKETING TECHNOLOGIES

We may use third-party analytics and marketing technologies to understand Website traffic, measure campaigns and improve our communications.

Depending on the technologies actually implemented on the Website, these may include services such as:

• Google Analytics
• Google Tag Manager
• Meta technologies
• LinkedIn technologies
• Other analytics, advertising or marketing platforms

Only include the services that are actually installed on the Website.

These providers may collect technical and usage information in accordance with their own privacy policies.

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13. DATA SECURITY

We take reasonable technical and organisational measures to protect personal data against unauthorised access, disclosure, alteration, loss, misuse or destruction.

Depending on the circumstances, safeguards may include:

• Access controls
• Password protection
• Restricted employee access
• Secure hosting
• Encryption where appropriate
• Vendor security controls
• Monitoring and incident-response procedures
• Backup and recovery procedures

However, no method of transmission or electronic storage can be guaranteed to be completely secure.

Accordingly, while we take reasonable measures to protect personal data, we cannot guarantee absolute security.

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14. DATA RETENTION

We retain personal data only for as long as reasonably necessary for the purposes for which it was collected, including:

• Providing event services
• Maintaining business and transaction records
• Managing future communications
• Meeting legal and regulatory requirements
• Resolving disputes
• Preventing fraud or misuse
• Establishing or defending legal claims

When personal data is no longer reasonably required, we will take reasonable steps to delete, anonymise or otherwise dispose of it, subject to applicable legal and operational requirements.

Different categories of personal data may therefore be retained for different periods.

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15. YOUR RIGHTS

Subject to applicable law, you may have rights in relation to your personal data, including rights to:

• Obtain information about processing of your personal data
• Request access to personal data
• Request correction of inaccurate or incomplete personal data
• Request deletion/erasure where applicable
• Withdraw consent where processing is based on consent
• Request information regarding the manner in which your personal data is processed
• Raise a grievance regarding processing of your personal data
• Exercise other rights available under applicable law

Requests should be submitted using the contact details provided in Section 20 of this Privacy Policy.

We may need to verify your identity or request additional information before acting on certain requests, to protect your personal data and prevent unauthorised requests.

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16. WITHDRAWAL OF CONSENT

Where we process your personal data based on consent, you may withdraw that consent at any time, subject to applicable law.

You may do so by:

• Using an unsubscribe link in our emails
• Contacting our privacy/grievance contact
• Following the instructions provided in the relevant communication
• Using an applicable consent-management mechanism

Withdrawal of consent will not affect processing carried out lawfully before the withdrawal.

Please note that certain processing may continue where another lawful basis or legal requirement applies.

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17. MARKETING COMMUNICATIONS

We may communicate with you regarding Future Fleets Forum and related events through:

• Email
• Telephone
• SMS
• WhatsApp
• Other electronic communication channels

Where required, marketing communications will be sent based on the applicable consent or other lawful basis.

You can opt out of promotional communications at any time.

Please note that even if you opt out of marketing communications, we may continue to send essential service or transactional communications, such as:

• Registration confirmations
• Event changes
• Venue information
• Payment-related communications
• Important event notices
• Security or account-related communications

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18. CHILDREN’S DATA

Future Fleets Forum is a professional business event platform and is not directed toward children.

We do not knowingly seek to collect personal data from children except where such collection is permitted and appropriately authorised under applicable law.

If you believe that a child has provided personal data to us without appropriate authorisation, please contact us so that we can take appropriate action.

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19. INTERNATIONAL DATA TRANSFERS

Some third-party service providers used by us may process or store personal data outside India.

Where personal data is transferred outside India, we will take reasonable steps to ensure that such processing is carried out in accordance with applicable law and appropriate contractual, technical and organisational safeguards.

The DPDP Act and applicable rules may impose requirements concerning transfers of personal data outside India. Accordingly, this section should be reviewed periodically as the applicable regulatory framework develops.

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20. GRIEVANCE / PRIVACY CONTACT

If you have any questions, concerns, requests or complaints regarding this Privacy Policy or the processing of your personal data, please contact:

Privacy / Grievance Contact
Threefold Business Solutions Pvt. Ltd.
Email: rohit@threefold.in
Address: Flat No. 17, Shankar Market, Connaught Place, New Delhi, Delhi: 110001, India
Telephone: +91 9811152332

We will endeavour to review and respond to privacy-related requests within the timeframe prescribed by applicable law.

Where applicable, you may also have the right to approach the relevant regulatory authority or Data Protection Board in accordance with applicable law.

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21. DATA BREACHES AND SECURITY INCIDENTS

If we become aware of a personal data breach or security incident affecting personal data, we will assess and respond to the incident in accordance with applicable law.

Where notification is legally required, we will make the required notifications to the relevant authorities and/or affected individuals within the applicable timelines and through appropriate means.

We may also take steps to contain, investigate, remediate and prevent recurrence of the incident.

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22. CHANGES TO THIS PRIVACY POLICY

We may update this Privacy Policy from time to time to reflect:

• Changes in our business practices
• Changes to the Website
• Changes to event-registration processes
• Changes in technology
• Changes in applicable laws or regulations
• Changes in our service providers or data-processing arrangements

When we make material changes, we may provide an appropriate notice on the Website or through other reasonable means.

The revised Privacy Policy will indicate the date on which it was last updated.

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23. CHANGES TO THIS PRIVACY POLICY

This Privacy Policy shall be governed by and interpreted in accordance with the laws of India, subject to applicable mandatory legal requirements.

Any disputes relating to this Privacy Policy shall be subject to the jurisdiction of the courts having appropriate jurisdiction over the relevant parties and subject matter.

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24. CONTACT US

For questions about this Privacy Policy or the way we process personal data, please contact:

Threefold Business Solutions Pvt. Ltd.
Future Fleets Forum
Website: https://futurefleetsforum.com/
Email: rohit@threefold.in
Address: Flat No. 17, Shankar Market, Connaught Place, New Delhi, Delhi: 110001, India

IMPORTANT NOTICE

By using this Website or submitting personal data to us, you acknowledge that you have read and understood this Privacy Policy.

Where applicable law requires consent for a particular processing activity, we will seek the required consent separately and provide the relevant notice before processing your personal data for that purpose.