Privacy Notice for WFTGA Conventions
Disclaimer: Unless otherwise stated, any reference herein to “WFTGA” refers to the World Federation of Tourist Guide Associations, and “K-ITG” refers to the Kyushu Association of Interpreters, Translators and Guide-Interpreters, operating as K-ITG.
WFTGA and K-ITG are committed to protecting your personal data and respecting your privacy. This notice explains how we collect, use, and manage the personal data you provide during your registration for the Convention. By registering, you enter into a contractual relationship with WFTGA/K-ITG for participation in the event.
We distinguish between:
“Ordinary personal data” (e.g. name, contact details, phone number), and
“Sensitive personal data” (e.g. photograph, dietary requirements, accessibility needs).
1. Use of Ordinary Personal Data
By registering, you consent to the following:
Your basic registration details may be shared with other participants to facilitate professional networking during and after the Convention, including via a possible official event app and/or virtual platform.
Your data will be stored in the secure registration system for up to two years, to allow post-event communication between participants. This information will not be shared with third parties who are not affiliated with the event.
WFTGA/K-ITG may use your contact details to send important communications about the Convention via email, WhatsApp, or other suitable channels.
Your data may be shared with authorised platform providers (e.g. for virtual participation) solely for the operation of this Convention.
WFTGA/K-ITG may store your information in their CRM system to maintain records of involvement with the organisation, including past events and engagement with potential and current members. The WFTGA/K-ITG privacy policy for CRM data will apply in these cases.
In addition:
A list of names, association affiliations, and countries of registered participants (without contact details) may be displayed to WFTGA/K-ITG members during the promotional period of the Convention. This list will be removed immediately after the event.
On the Convention’s virtual platform, a profile containing your name, title, organisation, country, contact details, and photograph (if provided) may be made visible to other participants.
Your name, association, and country may also be shared with the Local Host Committee (LHC) and within the password-protected “My WFTGA/K-ITG” portal.
2. Use of Sensitive Personal Data
We treat sensitive data with heightened care. You may choose whether to provide this information.
Photographs for Identification
If you provide a personal photograph during registration, it may be shown on the official app and/or virtual platform for up to one year.
You may request removal of your image at any time by contacting us at the Convention email address.
Photography and Video at the Event
By attending the Convention, you acknowledge that photographs and videos may be taken during sessions, social events, and tours.
These materials may be used for WFTGA/K-ITG educational, promotional, or media purposes (including print, digital platforms, social media, and websites).
WFTGA/K-ITG reserves the right to edit, reproduce, and distribute this content without further approval or compensation.
All rights to such materials become the property of WFTGA/K-ITG. However, if you appear in any image or footage and would like it removed, we will respect your request and act promptly.
Contact
If you have any questions about how your personal data is handled, or if you wish to withdraw any of the above consents, please contact us at:
convention2026@wftga.org