Spacehuntr BV, trading as CH3, together with its subsidiaries, affiliates, and partner companies (collectively “CH3,” “we,” “us,” or “our”), is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your personal information when you visit our website at www.ch3.agency (the “Website”), engage with our services, attend our events, or otherwise interact with us in a business capacity.
Please read this Privacy Policy carefully. By accessing or using our Website and services, you acknowledge that you have read, understood, and agree to be bound by this Privacy Policy.
1. Who We Are
CH3 is a global B2B event agency delivering high-touch event production experiences for businesses and brands. We operate from 12 global hubs: Bangkok (Thailand), Barcelona (Spain), Buenos Aires (Argentina), Cannes (France), Dubai (UAE), Lisbon (Portugal), Mexico City (Mexico), Mumbai (India), Paris (France), Rio de Janeiro (Brazil), Singapore (Singapore), and St Julian’s (Malta).
Our services are directed exclusively at businesses, organisations, and professionals acting in a commercial capacity. We do not offer services to individual consumers.
For the purposes of the General Data Protection Regulation (GDPR) and applicable data protection laws, the data controller responsible for your personal data is Spacehuntr BV, a company registered in Belgium with VAT number BE 0688 787 694 and registered address at Ikaroslaan 1, 1930 Zaventem, Belgium.
2. Information We Collect
We collect personal information in several ways depending on how you interact with us. As a B2B service provider, the personal data we process primarily relates to individuals acting in their professional capacity.
2.1 Information You Provide to Us
When you engage with CH3 in a professional or business capacity, you may voluntarily provide us with:
Business contact information: Name, business email address, phone number, company name, job title, department, and business address.
Event-related information: Event briefs, production requirements, venue preferences, speaker details, attendee lists, dietary and accessibility requirements, travel arrangements, and scheduling information.
Communication data: Messages, enquiries, proposals, and feedback you send us via email, contact forms, or social media in a business context.
Commercial information: Company details, brand assets, budgets, project specifications, invoicing details, VAT numbers, and contractual documents shared in the course of our business relationship.
Job application data: CV/resume, cover letter, work history, education, and references when applying for roles at CH3.
Newsletter and marketing preferences: Business email address and communication preferences when you subscribe to our newsletter or download our industry reports and resources.
2.2 Information We Collect Automatically
When you visit our Website, we may automatically collect:
Device and browser information: IP address, browser type and version, operating system, device type, and screen resolution.
Usage data: Pages visited, time spent on pages, click paths, referring and exit pages, and date and time of your visit.
Location data: Approximate geographic location based on your IP address.
Cookie data: Information collected through cookies and similar technologies (see our Cookie Policy for details).
2.3 Information from Third Parties
We may receive personal information about you from:
Event platforms and partners: Registration and attendee data from event platforms, co-hosts, and sponsors in connection with events we produce.
Professional networks and social media: Publicly available business profile information from platforms such as LinkedIn, X (formerly Twitter), or industry directories.
Clients and business partners: Business contact details shared by our clients, vendors, or partners for event coordination and service delivery purposes. Where a client provides us with personal data of their employees, contractors, or contacts, the client warrants that they have the appropriate legal basis and authority to share such data with CH3.
3. How We Use Your Information
We use the personal information we collect for the following purposes:
3.1 To Provide and Manage Our Services
Planning, producing, and managing events on behalf of our clients.
Coordinating logistics, vendors, and event participants.
Communicating with you about events you are attending or involved in.
Processing enquiries and responding to your requests.
3.2 To Protect and Improve Our Business
Analysing how visitors use our Website to improve functionality and user experience.
Conducting research and analysis to develop and enhance our service offerings.
Monitoring Website performance and resolving technical issues.
Protecting CH3’s rights, property, and safety, and detecting and preventing fraud or other harmful activities.
Enforcing our Terms and Conditions and other legal agreements.
3.3 To Communicate With You
Sending you newsletters, industry reports, and marketing communications (where you have opted in or where we have a legitimate interest to do so).
Notifying you about changes to our services, policies, or terms.
Responding to your enquiries and providing business support.
3.4 To Comply With Legal Obligations
Meeting our legal, regulatory, and compliance obligations across all jurisdictions in which we operate.
Establishing, exercising, or defending legal claims.
Preventing fraud, security threats, and other harmful activity.
Responding to lawful requests from government authorities.
4. Legal Basis for Processing (GDPR)
Where the GDPR applies, we rely on the following legal bases to process your personal data:
Contract performance: Processing is necessary to perform a contract with you or your organisation, or to take steps at your request prior to entering into a contract (e.g., providing event production services, responding to RFPs, or fulfilling service agreements).
Legitimate interests: Processing is necessary for our legitimate business interests, such as improving our services, B2B marketing, managing client and vendor relationships, protecting our intellectual property, enforcing our contractual rights, and conducting our operations. Given that our processing primarily involves business contact data of professionals acting in a commercial capacity, we consider legitimate interest to be an appropriate and proportionate basis for much of our data processing. Our legitimate interests include business development, relationship management, service improvement, and the protection of CH3’s commercial interests.
Consent: Where you have given clear consent for us to process your personal data for a specific purpose (e.g., subscribing to our newsletter). You can withdraw consent at any time without affecting the lawfulness of prior processing.
Legal obligation: Processing is necessary to comply with a legal obligation to which we are subject.
5. How We Share Your Information
We do not sell your personal information. We may share your data with the following categories of recipients where necessary and appropriate:
5.1 Service Providers
We work with trusted third-party service providers who process data on our behalf, including hosting providers, email marketing platforms, analytics services, CRM providers, and event management tools. These providers are contractually bound to protect your data and may only use it for the purposes we specify. CH3 is not liable for the acts or omissions of third-party service providers to the extent they act outside our instructions.
5.2 Clients and Event Partners
In the course of delivering event production services, we may share relevant business contact information with the commissioning client, event sponsors, co-organisers, venues, and vendors as necessary for event planning and execution. Such sharing is carried out under our contractual obligations and legitimate business interests. CH3 is not responsible for the data processing practices of clients or event partners once data has been shared with them in accordance with our contractual obligations.
5.3 CH3 Group Companies
We may share your data with our subsidiaries, affiliates, and partner companies for internal business purposes, including shared service delivery, centralised administration, and group-wide reporting.
5.4 Professional Advisers
We may share data with our legal, financial, insurance, and professional advisers where necessary for the management, protection, and defence of our business.
5.5 Legal and Regulatory Authorities
We may disclose your information where required by law, regulation, court order, or governmental request, or where we reasonably believe disclosure is necessary to protect our rights, safety, property, or the rights of others, to investigate potential violations of our Terms, or to detect and prevent fraud.
5.6 Business Transfers
In the event of a merger, acquisition, reorganisation, sale of assets, or insolvency, your personal data may be transferred as part of that transaction. Where possible, we will notify you of any such change.
6. International Data Transfers
Given our global operations across 12 hubs, your personal data may be transferred to and processed in countries outside the European Economic Area (EEA), including but not limited to Thailand, Argentina, the United Arab Emirates, Mexico, India, Brazil, Singapore, and Malta.
Where we transfer personal data outside the EEA, we ensure appropriate safeguards are in place, including Standard Contractual Clauses (SCCs) approved by the European Commission, adequacy decisions, or other legally recognised transfer mechanisms. By engaging with CH3 in a business capacity and providing your data, you acknowledge that the global nature of our operations necessitates international data transfers.
7. Data Retention
We retain your personal data only for as long as necessary to fulfil the purposes for which it was collected, including to satisfy legal, accounting, reporting, and contractual requirements.
Our general retention periods are as follows:
Client and event data: For the duration of the business relationship plus 7 years for legal, tax, and contractual compliance purposes.
Prospective client data: Up to 3 years from last meaningful interaction, to support ongoing business development.
Marketing contacts: Until you unsubscribe or withdraw consent, and for a reasonable period thereafter to honour your preferences and maintain suppression lists.
Website analytics data: Up to 26 months.
Job application data: Up to 12 months after the recruitment process concludes, unless you consent to longer retention.
Data required for legal claims: For as long as necessary to establish, exercise, or defend legal claims, which may extend beyond other retention periods.
When personal data is no longer needed, we securely delete or anonymise it.
8. Your Rights
Depending on your location and applicable law, you may have the following rights regarding your personal data:
Right of access: Request a copy of the personal data we hold about you.
Right to rectification: Request correction of inaccurate or incomplete personal data.
Right to erasure: Request deletion of your personal data, subject to our legal obligations and legitimate interests (including data retention for contractual and legal compliance).
Right to restrict processing: Request that we limit how we use your data in certain circumstances.
Right to data portability: Request a copy of your data in a structured, commonly used, machine-readable format, where technically feasible.
Right to object: Object to processing based on legitimate interests or for direct marketing purposes. Where you object, we will assess whether our legitimate interests override your rights on a case-by-case basis.
Right to withdraw consent: Where processing is based on consent, withdraw it at any time without affecting the lawfulness of prior processing.
Right to lodge a complaint: File a complaint with a supervisory authority if you believe your data protection rights have been infringed.
To exercise any of these rights, please contact us using the details in Section 13 below. We will respond to your request within 30 days. We may request verification of your identity before processing your request. In certain circumstances, we may be entitled to refuse or charge a reasonable fee for requests that are manifestly unfounded, excessive, or repetitive.
9. Data Security
We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, alteration, disclosure, or destruction. These measures include encryption of data in transit (TLS/SSL), access controls, regular security assessments, and staff training on data protection.
While we strive to protect your personal information, no method of transmission over the internet or electronic storage is completely secure. CH3 cannot guarantee absolute security and shall not be liable for any unauthorised access, hacking, data loss, or other breaches of security that occur despite our reasonable security measures, except where such breach is caused by our gross negligence.
10. B2B Context and Minors
Our Website and services are directed exclusively at businesses, organisations, and professionals acting in a commercial capacity. We do not market to or knowingly collect personal data from individuals under the age of 18. If we become aware that we have inadvertently collected data from a minor, we will take steps to delete that data promptly.
11. Third-Party Links
Our Website may contain links to third-party websites, services, or platforms. CH3 has no control over and accepts no responsibility for the content, privacy policies, or data processing practices of any third-party websites or services. We encourage you to read the privacy policy of any website you visit. This Privacy Policy applies solely to information collected through our Website and services. CH3 shall not be liable for any loss or damage arising from your use of third-party websites.
12. Updates to This Privacy Policy
We reserve the right to update this Privacy Policy at any time. The “Last updated” date at the top of this page indicates when the policy was last revised. Material changes will be communicated through a prominent notice on our Website or by email where appropriate. Your continued use of the Website or services after changes are posted constitutes your acceptance of the revised Privacy Policy. We encourage you to review this Privacy Policy periodically.
13. Contact Us
If you have any questions, concerns, or requests related to this Privacy Policy or our data processing practices, please contact us:
If you are located in the EEA and wish to raise a concern about our data processing, you have the right to contact your local data protection supervisory authority. However, we would appreciate the opportunity to address your concerns directly before you approach a supervisory authority, so please contact us first.
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Functional
Always active
The technical storage or access is strictly necessary for the legitimate purpose of enabling the use of a specific service explicitly requested by the subscriber or user, or for the sole purpose of carrying out the transmission of a communication over an electronic communications network.
Preferences
The technical storage or access is necessary for the legitimate purpose of storing preferences that are not requested by the subscriber or user.
Statistics
The technical storage or access that is used exclusively for statistical purposes.The technical storage or access that is used exclusively for anonymous statistical purposes. Without a subpoena, voluntary compliance on the part of your Internet Service Provider, or additional records from a third party, information stored or retrieved for this purpose alone cannot usually be used to identify you.
Marketing
The technical storage or access is required to create user profiles to send advertising, or to track the user on a website or across several websites for similar marketing purposes.
