Event Policies

What does this privacy policy cover? 
This Supplementary Privacy Notice complements the Global Shell Privacy Notices available at https://www.shell.com/privacy.html and from the Shell website in your location. This notice provides information regarding the use of your personal data for the Smiling Stars Event in Dubai 2026, which is collected through this website.  

What personal data do we collect and process? 
To facilitate your participation in Smiling Stars Dubai 2026, Shell will collect and process personal data strictly to the extent necessary for the organization and execution of this event. Such processing will be carried out in accordance with applicable data protection laws and Shell’s internal compliance standards. Shell may process some or all of the following categories of personal data relating to you and your guest: 

• Full name, date of birth, email, phone number, passport details, nationality 

• Dietary and medical requirements  

• Emergency contact information 

• Required information to prepare a Visa 

• Photographs 

Dietary and medical information will only be collected where applicable, e.g. to enable to allow Shell to accommodate you for specific dietary requirements due to health and/or religious reasons. 

How long do we hold your personal data? 

Personal data shared with hotels, agencies, and other business partners in Dubai will be retained for six months after the event, after which it will be deleted. Materials such as films and photographs will not be processed for longer than 10 years, provided there is a legitimate reason for processing in line with the specified purposes. Dietary and health information shared with Shell to accommodate attendee or guest requirements will be deleted immediately after the event unless there is a legal or regulatory reason to retain it, in which case it will be deleted once it is no longer required for that purpose. 

For what purposes do we collect and process your personal data? 
Shell processes your personal data solely for purposes necessary to organize and facilitate your participation in Smiling Stars Dubai 2026, in accordance with applicable data protection laws. This includes: 

• Event and Travel Logistics – Arranging your arrival, travel, and accommodation, including booking flights, hotels and preparing supporting documentation. 

• Attendance Management – Ensuring smooth participation in all scheduled activities. 

• Dietary and Medical Requirements – Accommodating any declared health or dietary needs. 

• Event Recognition – Using photographs of selected winners during the event. 

• Health, Safety, and Security – Implementing measures to protect attendees and comply with safety standards. 

• Legal and Regulatory Compliance – Meeting obligations under applicable laws and Shell’s internal compliance requirements. 

• Communication and Support – Responding to queries or requests submitted by you and anticipating or resolving issues related to goods or services provided. 

• Contractual Obligations – Administering or otherwise carrying out obligations under any agreement you have with us. 

If at any time you wish for us to stop using your information for any or all the above purposes, please contact us as set out below under the section ‘Who can you contact if you have a query, concern or complaint about your personal data?”. 

Who will we share your personal data with? 
The personal data we collect for the Smiling Stars Event will be processed solely for the purposes described above and shared only on a strict need-to-know basis with authorized third-party companies that co-host or partner in the event such as hotels, travel agencies, and visa service providers, as well as any other third parties involved in organizing or supporting the Smiling Stars Event. 

Submission of others’ personal data 
If you provide personal information about a guest or accompanying party (such as family, partner, or friends) for purposes such as booking flights, accommodation, or preparing supporting documentation or required information for a visa for the Smiling Stars Event, we will process these details in accordance with this privacy notice. You must ensure that you have obtained their consent and informed them about how their data will be used and how they can contact us regarding any privacy concerns. During registration, you will be required to confirm that you have secured this consent before submitting their details.

Medical Emergencies 
In the unlikely event of a medical emergency during Smiling Stars Dubai 2026, Shell may share relevant personal data with its Health and Safety team and local medical service providers to ensure appropriate care and assistance. Where necessary, Shell may also disclose certain information to trusted partners involved in delivering these services. 

All such disclosures will be strictly limited to what is required for the provision of medical support and will be carried out in accordance with applicable data protection laws. Shell requires its partners to apply security and confidentiality standards equivalent to those implemented by Shell. 

Travel and Dietary  
If you choose to attend, the relevant Shell company (co)organising the event ‘Shell’ will gather  
the minimum amount of personal data required to enable attendance. For example, your name, personal or business contact details and information about your role in the organization you represent. If travel is organized for you by Shell, you may also be asked to provide further information required to organize such travel such as passport details. You will be required to show a form of identification on arrival at the event such as a national identity card or passport for the purposes of safety and security. No copy will be made of such document. If you require special assistance for health reasons or have specific dietary requirements due to health and/or religious reasons, then please specify this in registration form to allow Shell to accommodate you. 

Photographs and Film 

You may be asked to provide a photograph of yourself and/or with your team. Additionally, photographs and video recordings will be taken during the Smiling Stars Dubai 2026 event. Shell may use this material for general publicity and commercial purposes, internal Shell initiatives, paid advertising, at events and through print media, online media, Shell’s own media and television media. 

Except where required by applicable local law or emergency situations, or for our archiving arrangements referred to below, photographs or film are exclusively processed for the purposes referred to above and will only be shared with: 

• Other companies within the Shell group of companies; 

• Authorized third party agents, service providers, external auditors and/or subcontractors of Shell;  

• A competent public authority, government, regulatory or fiscal agency where it is necessary to comply with a legal or regulatory obligation to which the relevant Shell company/companies is subject to or as permitted by applicable local law; or 

• With your consent, with authorized third party companies that co-host or are a business partner in the event, including media companies and service providers involved in hosting and organizing.  

Shell will not process such materials for longer than 10 years where consent is gathered or there is a legitimate reason for processing in line with the purposes specified above, after which they will be deleted. In all cases information may be held for: 

(a) a longer period of time where there is a legal or regulatory reason to do so (in which case it will be deleted once no longer required for the legal or regulatory purpose) or where the material is retained in our archive for public interest or historical and statistical research purposes; or  
(b) a shorter period where the individual objects to the processing of their personal data and there is no longer a legitimate business purpose to retain it, or consent is withdrawn.  
 
In those cases where processing is based on consent, and subject to applicable local law which provides otherwise, you have the right to withdraw your consent at any time. This will not affect the validity of the processing prior to the withdrawal of consent. 

What are the consequences of not providing your personal data? 

If you do not provide the required information, we may be unable to communicate with you, deliver services (such as event participation and hospitality through our partner establishments), or complete travel arrangements for the Smiling Stars Event in Dubai. 

Interacting with the Smiling Stars Organising Committee 

To keep you informed about the Smiling Stars Event, we will provide updates through notice boards, newsgroups, email, forum facilities, and/or chat rooms, delivered via direct email to attendees and guests and through the Smiling Stars Event App. As we value your feedback, we will also send you a post-event survey to help us understand what went well and what can be improved. You will always have the option to unsubscribe or opt out of communications and manage your notifications via the app settings. 

Who can you contact if you have a query, concern or complaint about your personal data? 

If you have any questions about this privacy policy or how your personal data is used, please contact the Smiling Stars team at team@smilingstars.events or reach out to Shell’s Privacy Office at privacy-office-SI@shell.com. 

Changes to This Policy 

This Privacy Notice may be updated from time to time. If we make any substantial changes to this notice or to how we use your personal data, we will post the updated version on this page and make reasonable efforts to notify you of significant changes. Please review this notice regularly to stay informed. This policy was last updated 26 November 2025.