Effective Date: August 06, 2025

This Privacy Notice describes how Veeva Systems Inc. collects and processes your personal data when you participate as a speaker at an Event (as defined below) hosted by Veeva. This Privacy Notice also describes your rights in your personal data and how you can exercise those rights. We drafted this Privacy Notice to describe our processing activities globally. In some jurisdictions, our processing may be limited under applicable local law, and in those cases, we comply with local law.

Personal Data We Collect

If you are a speaker at a Veeva-hosted event such as a webinar, summit, Zoom session or interview (collectively, an “Event”), we may collect, use and store the following categories of personal data about you:

  • Name and contact details (e.g., first name, last name, business email address, phone number, mailing address, emergency contact name and phone number);
  • Employment details (e.g., employer, job title, the company you work for, company logo, your job level, your primary job function, LinkedIn profile and speaker biography);
  • Transactional details (e.g., bank account information, credit or debit card number);
  • Attendance details (e.g., sessions you attend, engagements with us and other Event sponsors at the Event or prior events);
  • Travel accommodations (e.g., airline and flight information, lodging and dates of travel). We do not collect precise geolocation information;
  • Images and recordings (e.g., professional headshot, photographs and recordings of the Event including your voice and physical likeness); and
  • Preferences and any other information that you choose to share with us (e.g., personal preferences, social preferences, dietary requirements, medical conditions, accessibility requests, Event feedback and opinions you express).

How We Collect Personal Data

We may collect your personal data directly from you (e.g., from information you provide to us in advance of the Event), from publicly available sources (e.g., your LinkedIn profile), from your employer, and from third parties that we engage to help us provide the Event (e.g., travel service providers and Event sponsors).

How and Why We Use Personal Data

We process your personal data for the below listed purposes:

  • To provide and promote the Event, including before the Event (e.g., blogs, press releases, social media posts) and after the Event (e.g., Veeva marketing materials, Veeva web properties, online content hosting platforms such as YouTube and LinkedIn). These activities may include taking photographs and recording individual sessions or portions of the Event and using these photographs and recordings in our marketing and other promotional materials;
  • To analyze, improve and promote future events, and our products and services;
  • To make reasonable adjustments for you to access, participate in and enjoy the Event;
  • To inform you of other events or information we believe you may be interested in; and
  • To personalize your content and experiences.

Where applicable law requires us to process your personal data on the basis of a specific lawful justification, our basis for processing your data is set forth below.

  • Consent. We rely on your consent where indicated at the time your personal data was collected.
  • Legitimate Interest. We rely on our legitimate interest to provide the Event, promote the Event, provide you with promotional or other marketing content related to the Event and products and services which may be of interest to you, and to improve our events and the speaker and attendee experience. We rely on our legitimate interest to take photographs and videos at that Event and use that material to promote our events and related products and services.
  • Contract. We rely on the contract that we have entered into with you when you agreed to participate as a speaker at the Event.
  • Legal Obligation. We may have an obligation under applicable law to ensure that Veeva-hosted events are accessible to all. We may need to process personal data relating to your accessibility needs or requests so we can make reasonable adjustments to provide you access to the Event.

We will only process your personal data for the purposes described above or for other compatible purposes. If we need to process your personal data for an incompatible purpose, we will notify you and, if required by applicable law, seek your consent.

We will not make decisions about you which would produce legal or similarly significant effects for you, based solely on automated data processing, without your prior consent.

Sharing of Your Personal Data

Veeva does not sell your personal data or share it with third parties for cross-contextual behavioral advertising. When we share your personal data, we will take reasonable steps to ensure that we only share the minimum personal data necessary for the specific purpose and circumstance. We will only share your personal data internally, with our subsidiaries and other third parties, including service providers, for the following business purposes:

  • To support the purposes described above in the section titled “How and Why We Use Personal Data”;
  • To enable third party service providers to provide services on our behalf. This may include IT providers, system administrators, and video conferencing providers;
  • At Events where you allow a sponsor to scan the QR code on your attendance badge or you separately consent to the sharing, your contact information will be shared with that sponsor;
  • During emergency situations or where necessary to protect the rights and safety of individuals;
  • To comply with applicable law, legal obligations and other valid legal processes, such as search warrants, subpoenas or court orders; and
  • For additional purposes with your consent, where consent is required by applicable law.

Cross-Border Data Transfers

As a global company, we may transfer your personal data to various locations around the world for the purposes described in this Privacy Notice. We apply the protections and limitations described in this Privacy Notice regardless of where we process your personal data.

We also comply with various legal frameworks that enable the cross-border transfer of personal data. Where required, we rely on transfer mechanisms that lawfully support data transfer to locations that are not considered “adequate” by the appropriate data protection authority, which may include standard contractual clauses, obtaining your consent, or other recognized transfer mechanisms.

Security of Your Personal Data

Veeva protects your personal data using technical and organizational security measures designed to provide a level of security appropriate to the risk of processing your personal data. We limit access to personal data to those employees, agents, contractors, and other third parties that have a legitimate business need for such access.

Your Rights

You may have certain rights in your data, including the right to access, correct, and delete your personal data. You can exercise these rights by going to veeva.com/privacy-requests or by contacting us using the contact details provided below. We will verify and respond to your request consistent with applicable law.

Data Retention

We will keep your personal data for as long as needed for the purposes described in this notice but no longer than for ten years from the date of the Event, unless a longer period is required by applicable law. When it is no longer necessary to retain your personal data, we will delete or anonymize it.

Updates to this Notice

This Privacy Notice may be updated periodically to reflect changes in our privacy practices. In such cases, we will inform you via our website and indicate the date of the most recent updates.

Contact Us

Veeva’s privacy team (including a Data Protection Officer, where required) oversees compliance with this Privacy Notice. If you have any questions about this Privacy Notice, please contact the privacy team at:

Veeva Systems Inc.
4280 Hacienda Drive
Pleasanton, CA 94588 USA
privacy@veeva.com

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