Privacy Policy

Hartmann Studios Privacy Notice

Effective date: January 1, 2020

Hartmann Studios respects your right to privacy.  This Privacy Notice explains who we are, how we collect, share and use personal information about you, and how you can exercise your privacy rights.  

If you have any questions or concerns about our use of your personal information, then please contact us using the contact details provided at the bottom of this Privacy Notice.

What does Hartmann Studios do?

We are a design and production studio for events, exhibits, meetings, and retail and media design and production. We are headquartered in Richmond, California, with additional offices in Des Moines and Atlanta. As a service provider to other businesses, our clients are based all around the world—in the US, Europe and Asia. As of August 2018, we became a subsidiary of ITA Group, Inc.

For more information about Hartmann Studios, please see the "About" section of our Website.

What personal information do we collect and why?

The personal information that we may collect about you broadly falls into the following categories:

• Information collected through our Services
  ‍If you are a client engaging us for our design and production services ("Services"), we may need to collect certain personal information from you or your employees so that we can manage our client relationship with you. For example, we may need details such as your name, address, contact details, company name, job titles, date of birth, or payment information. We use this information to manage your client account, for general business administration, to respond to communications, to correspond with you about our services, and to provide client support.
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  If you do business with us in other ways (for example, if you are a third party supplier, partner or vendor providing services to us), we may also need such details to manage our business relationships and accounts with you.
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  In the course of providing our Services, we may also need to collect certain personal information from our clients – for example, if we are planning or producing an event for a client, we may collect and process personal information about the attendees, their staff, leads and other third parties, in order to deliver the services requested.   In such cases, we are collecting the information on behalf of our clients as a data processor in order to provide our services to them. Our client will be the data controller with control over the collection and use of your personal information, so you should contact them directly if you have any questions or concerns about the handling of your personal information.
• Information collected through our Website and other means
  ‍Certain parts of our Website may ask you to provide personal information voluntarily: for example, we may ask you to provide your name, contact details, company and job title through our website forms when you submit inquiries to us. We may also collect personal information by other means, such as when you correspond with us by post, email or telephone, or complete our surveys, or attend our marketing or other events. The personal information that you are asked to provide, and the reasons why you are asked to provide it, will be made clear to you at the point we ask you to provide your personal information.
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  In addition, when you visit our Website, we may collect certain information automatically from your device.  In some countries, including countries in the European Economic Area, this information may be considered personal information under applicable data protection laws.
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  Specifically, the information we collect automatically may include information like your IP address, device type, unique device identification numbers, browser-type, broad geographic location (e.g. country or city-level location) and other technical information.  We may also collect information about how your device has interacted with our Website, including the pages accessed and links clicked.
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  Collecting this information enables us to better understand the visitors who come to our Website, where they come from, and what content on our Website is of interest to them.  We use this information for our internal analytics purposes, to maintain security, and to improve the quality and relevance of our Website to our visitors.
  Some of this information may be collected using cookies and similar tracking technology, as explained further under the heading “Cookies and similar tracking technology” below.
• Information that we obtain from third party sources
  ‍There are limited circumstances in which we may receive information about you from others. For example, our clients may provide personal information about others (such as their employees, agents, suppliers or customers) in the course of using our products and services for the purposes of managing aspects of their business, or organizing events, exhibits, meetings, or other programs involving our services. In such cases, we are collecting the information purely on behalf of our client, on their instructions, and we do not have control over their privacy policies and practices. You should contact the client directly if you wish to object.
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  If you are providing us with personal information about someone else, please ensure that you are fully authorized to disclose that information to us – this means making sure the individual concerned is aware of your use of their personal information, that you are lawfully entitled to disclose it to us and they are informed of their rights in respect of that information. If you cannot ensure that these requirements are met, please do not disclose the information to us.

Who do we share the personal information with?

We may disclose your personal information to the following categories of recipients:

• to our group companies, third party services providers and partners who support the operation of our business and provide data processing services to us (for example, to support the delivery of our client services, or to provide functionality on, or help to enhance the security of our Website), or who otherwise process personal information for purposes that are described in this Privacy Notice or notified to you when we collect your personal information.
• to any competent law enforcement body, regulatory, government agency, court or other third party where we believe disclosure is necessary (i) as a matter of applicable law or regulation, (ii) to exercise, establish or defend our legal rights, or (iii) to protect your vital interests or those of any other person. This may include in response to lawful requests by public authorities to meet national security and law enforcement requirements;
• to a third party in connection with an actual or proposed purchase, merger, acquisition of assets, or other business reorganization, provided that we inform the third party it must use your personal information only for the purposes disclosed in this Privacy Notice;
• to any other person with your consent to the disclosure.

Legal basis for processing personal information (EEA visitors only)

If you are a visitor from the European Economic Area, our legal basis for collecting and using the personal information described above will depend on the personal information concerned and the specific context in which we collect it.  

However, we will normally collect personal information from you only (i) where we need the personal information to perform a contract with you, (ii) where the processing is in our legitimate interests and not overridden by your rights, or (iii) where we have your consent to do so.  In some cases, we may also have a legal obligation to collect personal information from you.

If we ask you to provide personal information to comply with a legal requirement or to perform a contract with you, we will make this clear at the relevant time and advise you whether the provision of your personal information is mandatory or not (as well as of the possible consequences if you do not provide your personal information).  

If we collect and use your personal information in reliance on our legitimate interests (or those of any third party), this interest will normally be to operate our business or our Website effectively, to communicate with you to provide our Services to clients, or for our legitimate commercial interests, such as responding to your queries, improving our Services or Website, or to undertake lawful marketing.  Where we have other legitimate interests, we will make clear to you at the relevant time what those legitimate interests are.

If you have questions about or need further information concerning the legal basis on which we collect and use your personal information, please contact us using the contact details provided under the “How to contact us” heading below.

Does Hartmann Studios use cookies?

Yes, we do. Cookies are small data files that are placed on your computer or mobile device when you visit a website or use online services. Many websites – including this one – use cookie technology to help users navigate efficiently and simplify the browsing experience as well as provide analytics information to help us improve our website and services.

Cookies set by the website owner (in this case, Hartmann Studios) are called "first party cookies".  Cookies set by parties other than the website owner are called "third party cookies".  Third party cookies enable third party features or functionality to be provided on or through the website (e.g. like advertising, interactive content and analytics).

Controlling cookies

You can set or amend your web browser controls to accept or refuse cookies. If you choose to reject cookies, you may still use our Website and Services though your access to some functionality and areas of our sites may be restricted.   As the means by which you can refuse cookies through your web browser controls vary from browser-to-browser, you should visit your browser's help menu for more information. Here are the current relevant information pages for the main browsers:

• Microsoft Internet Explorer: http://www.microsoft.com/info/cookies.htm
• Google Chrome: https://support.google.com/accounts/answer/61416
• Mozilla Firefox: http://www.mozilla.org/projects/security/pki/psm/help_21/using_priv_help.html  
• Apple Safari:  Blocks cookies by default and accepts cookies only from your current domain.  To change, click Safari, Preferences, Security, and choose your preference.

In addition, most advertising networks offer you a way to opt out of targeted advertising.  If you would like to find out more information, please visit http://www.aboutads.info/choices/, http://www.networkadvertising.org/choices/ or http://youronlinechoices.com/.

Do Not Track

“Do not track” refers to how Internet web browsers may request that a web application turn off tracking through the use of an HTTP header. Hartmann Studios does not make use of this header. However, tracking that is done by cookies may be managed within your browser settings, as explained above.

How do we keep personal information secure?

We use appropriate technical and organizational measures to protect the personal information that we collect and process about you.  The measures we use are designed to provide a level of security appropriate to the risk of processing your personal information.  When you are asked to provide personal information online, a "secure session" will be established using SSL. This technology encodes information as it is being sent over the internet between your computer and our secure servers. This helps to ensure the information remains secure. You will know when a secure session is taking place and when it is not. Your browser uses a symbol – typically a key – as an indicator. When your session is secure, an unbroken key may appear; when your session is not secure, a broken key symbol may appear. Each time you visit our site, you should see an unbroken key.

Please however keep in mind that we cannot guarantee that the internet itself is 100% secure. Although we will do our best to protect your personal information, transmission of personal information to and from our site is at your own risk. You should only access our website and services within a secure environment.

International data transfers

Your personal information may be transferred to, and processed in, countries other than the country in which you are resident.  These countries may have data protection laws that are different to the laws of your country.

Specifically, our Website servers are located in the USA, and our group companies and third party service providers and partners operate around the world.  This means that when we collect your personal information we may process it in any of these countries.

However, we have taken appropriate safeguards to require that your personal information will remain protected in accordance with this Privacy Notice. These include implementing [the European Commission’s Standard Contractual Clauses for transfers of personal information originating in the European Economic Area (EEA), which require the signatories (such as our group companies, service providers or partners) to protect any EEA personal information they process in accordance with European Union data protection law.

Data retention

We retain personal information we collect from you where we have an ongoing legitimate business need to do so (for example, to provide you with a service you have requested or to comply with applicable legal, tax or accounting requirements).

When we have no ongoing legitimate business need to process your personal information, we will either delete or anonymise it or, if this is not possible (for example, because your personal information has been stored in backup archives), then we will securely store your personal information and isolate it from any further processing until deletion is possible.

Your data protection rights

Where we collect personal information on our own behalf (and not on behalf of our clients), we will respond directly to requests from individuals seeking to exercise their data protection rights. For example, if you are a resident of the European Economic Area, you have the following data protection rights:

• If you wish to access, correct, update or request deletion of your personal information, you can do so at any time by contacting us using the contact details provided under the “How to contact us” heading below.  
• In addition, you can object to processing of your personal information, ask us to restrict processing of your personal information or request portability of your personal information. Again, you can exercise these rights by contacting us using the contact details provided under the “How to contact us” heading below.
• You have the right to opt-out of marketing communications we send you at any time.  You can exercise this right by clicking on the “unsubscribe” or “opt-out” link in the marketing e-mails we send you.  To opt-out of other forms of marketing (such as postal marketing or telemarketing), then please contact us using the contact details provided below.
• Similarly, if we have collected and process your personal information with your consent, then you can withdraw your consent at any time.  Withdrawing your consent will not affect the lawfulness of any processing we conducted prior to your withdrawal, nor will it affect processing of your personal information conducted in reliance on lawful processing grounds other than consent.
• You have the right to complain to a data protection authority about our collection and use of your personal information.  For more information, please contact your local data protection authority.

We respond to all requests we receive from individuals wishing to exercise their data protection rights in accordance with applicable data protection laws.

Where we process personal information on behalf of our clients as part of the Services we provide to them, we are not the data controller that is primarily responsible for responding to data protection requests. Any individual who seeks to exercise the above rights should direct their query to the client in such cases. For example, if you are an attendee of one of our client's event, you should contact our client directly if you have a concern about your personal information.

Updates to this Privacy Notice

We may update this Privacy Notice from time to time in response to changing legal, technical or business developments. When we update our Privacy Notice, we will take appropriate measures to inform you, consistent with the significance of the changes we make.  We will obtain your consent to any material Privacy Notice changes if and where this is required by applicable data protection laws.

You can see when this Privacy Notice was last updated by checking the “last updated” date displayed at the top of this Privacy Notice.  

How to contact us

If you have any questions or concerns about our use of your personal information, please contact us using the following details: by phone, at 515-326-3400; emailing our Privacy team at privacy@itagroup.com or at our postal address:

Hartmann Studios, Inc.
Privacy Team
Attention: General Counsel
4600 Westown Parkway
West Des Moines, Iowa 50266