Who we are
Expedio is a creative and experiential marketing agency based at 6/F to 7/F The Community Building, Metropoli Drive, Eulogio Rodriguez Jr. Ave, Quezon City, 1110 Metro Manila, Philippines. For the information described here, Expedio acts as the personal information controller under Republic Act No. 10173, the Data Privacy Act of 2012.
When we deliver an event for a client, that client may also decide how guest information is used. In those cases we act on their written instructions and handle the data only for the purposes of that project.
Information we collect
We collect only what a project or an enquiry genuinely needs. In practice that falls into five groups.
- Enquiry details. Your name, company, email address, phone number, event dates, indicative budget and the brief you send through our contact form or by email.
- Client and supplier records. Contact details for the people we work with day to day, contract terms, billing details and correspondence.
- Guest and registration data. Names, contact details, seating or access requirements, dietary needs and accessibility requests gathered when we run registration for an event.
- Recruitment data. Your CV, portfolio, references and the notes our team makes during an interview process.
- Technical data. IP address, browser and device type, referring page and the pages you view on this site. This is collected through cookies and similar technologies, described below.
Dietary and accessibility requirements can reveal health or religious information, which the Data Privacy Act treats as sensitive personal information. We ask for it only when an event requires it, we use it only to make arrangements for you on the day, and we delete it once the event has closed out.
How we use it
- To answer your enquiry, prepare a proposal and quote for your event.
- To plan, staff, run and reconcile events, activations and campaigns.
- To manage guest lists, invitations, registration, access and on-site logistics.
- To issue invoices, collect payment and keep the accounting records the law requires.
- To assess applications for roles and freelance briefs at Expedio.
- To send event thinking and studio news, where you have asked to receive it.
- To keep this site secure, understand how it is used and improve it.
We do not sell personal information, and we do not use it to build advertising profiles for other companies.
Lawful basis
Every use above rests on one of the criteria set out in the Data Privacy Act. Most often it is the performance of a contract with you or your organisation, such as delivering an event we have been engaged to run. Where there is no contract yet, we rely on our legitimate interest in responding to enquiries and running the agency, balanced against your privacy. We rely on your consent for marketing emails, for photography that identifies you, and for any sensitive personal information. Some records, particularly financial ones, are kept because Philippine tax and corporate law requires it.
Event photography and film
We photograph and film the events we produce, and we use that material in case studies, on this site and in pitches. Crowd and atmosphere shots are captured under our legitimate interest in showing our work. Where an image or clip clearly identifies an individual and is used for promotion, we ask for consent first, either through the registration form or on site.
If you appear in Expedio material and would rather not, write to privacy@ab-expedio.com with the event name and an approximate date. We will remove the image from channels we control and ask our client to do the same.
How long we keep it
Enquiries that do not become projects are deleted after twelve months. Guest and registration data is deleted within ninety days of an event closing, unless the guest has asked to hear from the client again. Recruitment records are kept for one year after a decision so we can come back to strong candidates, and longer only with consent. Contracts and financial records are kept for ten years, as Philippine tax rules require. Event photography is kept for as long as we use it in our portfolio, and removed on request.
Keeping it secure
Access to personal information is limited to the people who need it for a specific project. Company accounts require multi-factor authentication, laptops are encrypted, and guest lists live in access-controlled storage rather than loose spreadsheets. Suppliers who handle data for us are bound by written agreements. If a breach occurs that is likely to put your rights at serious risk, we will notify you and the National Privacy Commission within seventy-two hours of knowing about it.
Your rights
Under the Data Privacy Act you hold the rights below. Write to our privacy team and we will respond within fifteen working days.
| Right | What it means |
|---|---|
| Be informed | Know that we hold information about you and why, which is what this page is for. |
| Access | Ask for a copy of the personal information we hold about you. |
| Rectification | Have information corrected when it is inaccurate or out of date. |
| Erasure or blocking | Ask us to remove or suspend information where it is no longer needed or was unlawfully obtained. |
| Object | Stop processing based on consent or legitimate interest, including marketing email. |
| Data portability | Receive a copy in a structured, commonly used electronic format. |
| Damages | Claim compensation for harm caused by inaccurate, unlawful or unauthorised use. |
If you are not satisfied with our answer, you may lodge a complaint with the National Privacy Commission at privacy.gov.ph.
Children
This site and our services are meant for adults. We do not knowingly collect information from anyone under eighteen. Where an event is family friendly and a minor is registered, we ask a parent or guardian to complete the registration and to give consent for any photography. If you believe a child's information has reached us another way, contact us and we will delete it.
Changes to this policy
We review this policy at least once a year and whenever our services change. The effective date at the top of the page always reflects the current version. If a change materially affects how we use your information, we will tell you by email where we hold an address for you, or by a notice on this site before the change takes effect.
Contact our privacy team
Our Data Protection Officer handles every privacy question and request. Email privacy@ab-expedio.com, call +63 917 597 3251 between 9am and 6pm Monday to Friday, or write to the Data Protection Officer, Expedio, 6/F The Community Building, Metropoli Drive, Eulogio Rodriguez Jr. Ave, Quezon City, 1110 Metro Manila.
Have a question about your data?
Tell us what you need and who you dealt with, and we will trace it. If you would rather talk about an event, the studio line is the fastest route.
