Privacy Policy – Digital Skills Summit

1. Introduction

1.1 We are committed to safeguarding the privacy of our website visitors and service users.

1.2 This policy applies where we act as a data controller in relation to the personal data of our website visitors and event participants. This means that we determine the purposes and means of processing that personal data.

1.3 In this policy, “we”, “us” and “our” refer to haca.studio, the trading name of HaCa Consult BV, organiser of the Digital Skills Summit. Our contact details are provided in Section 9.

1.4 We use Confenta as the registration and participant-management platform for the Digital Skills Summit. Confenta processes relevant personal data on our behalf and in accordance with our instructions.

2. How we use your personal data

2.1 We may process the following categories of personal data:

• Website usage data

• Registration and participant data

• Enquiry and correspondence data

• Transaction and accounting data

• Newsletter and communication preferences

2.2 Website usage data

We may process data about your use of our website and services (“usage data”). This may include your approximate location, browser type and version, operating system, referral source, pages visited, length of visit, navigation paths, and the time, frequency and pattern of your use of the website.

We use this data to operate, secure, analyse and improve our website and services. The legal basis for this processing is our legitimate interests in the proper administration, security and improvement of our website and event services.

2.3 Registration and participant data

We may process personal data that you provide when registering for or participating in the Digital Skills Summit (“service data”). This may include your title, first name, last name, job title, organisation, email address, organisation type, postal address, city, country, phone number and VAT number.

The source of this data is you or the person who registers you for the event.

We process this data to:

• Process and manage your registration

• Communicate with you about the event

• Provide access to event services and participant information

• Manage attendance, logistics and support

• Ensure the security and effective administration of the event

• Maintain appropriate records and backups

The legal basis for this processing is the performance of a contract with you, or taking steps at your request before entering into a contract.

2.4 Delegate list

Where applicable, we may process your title, first name, last name, job title, organisation and country for inclusion in an event participant list (“delegate list”).

The delegate list may be made available to other event participants in printed and/or electronic form as part of event information or delegate materials.

We will only include your details in a delegate list where you have given your consent. You may withdraw that consent at any time by contacting us at team@haca.studio.

2.5 Enquiry data

We may process information contained in enquiries you submit to us about the event or our services (“enquiry data”).

We use this information to respond to your enquiry and manage our communications with you. The legal basis for this processing is our legitimate interests in communicating with users and conducting our business.

2.6 Transaction and accounting data

Where relevant, we may process information relating to transactions for event-related services (“transaction data”). This may include your contact details, organisation details, VAT number, invoice details and information necessary to maintain appropriate accounting records.

We process this data to provide services, issue and manage invoices, maintain accounting records and comply with our legal obligations. The legal basis for this processing is the performance of a contract and compliance with legal obligations.

We do not collect or store payment-card details through this website or registration platform. Where payment is required, it is handled separately, for example by invoice and bank transfer.

2.7 Communications and newsletters

We may process information that you provide to receive event updates, newsletters or other communications (“notification data”). This may include your name, organisation and email address.

We use this data to send the communications you have requested or agreed to receive. The legal basis for this processing is your consent.

You may withdraw your consent or unsubscribe at any time by using the unsubscribe link in the relevant communication or by contacting team@haca.studio.

2.8 Correspondence data

We may process information contained in communications you send to us (“correspondence data”), including the content of the communication and related metadata.

We use this data to communicate with you, respond to requests and maintain appropriate business records. The legal basis for this processing is our legitimate interests in the proper administration of our business and communications.

2.9 Legal claims and professional advice

We may process personal data where necessary for the establishment, exercise or defence of legal claims, obtaining professional advice, managing risks or maintaining appropriate insurance coverage.

The legal basis for this processing is our legitimate interests in protecting our business, legal rights and the rights of others.

2.10 Legal obligations

We may process personal data where necessary to comply with a legal obligation to which we are subject or to protect the vital interests of an individual.

2.11 Please do not provide us with personal data relating to another person unless we specifically ask you to do so.

3. Sharing your personal data

3.1 We may share personal data with our insurers, legal advisers, accountants and other professional advisers where reasonably necessary for obtaining professional advice, managing risk, maintaining insurance cover, complying with legal obligations or establishing, exercising or defending legal claims.

3.2 We use Confenta as our event registration and participant-management platform. We may share relevant registration data, such as your name, email address, job title and organisation, with Confenta so that we can manage registrations, communicate event information and provide access to relevant event services.

Confenta processes this data on our behalf as a data processor and in accordance with our instructions.

3.3 We may use third-party providers to send email communications or newsletters. Where we do so, we share only the information necessary to send those communications, generally your name and email address. These providers act as data processors on our behalf.

3.4 We may disclose personal data where required to comply with a legal obligation, protect the vital interests of an individual, or establish, exercise or defend legal claims.

4. International transfers

4.1 Our registration platform, Confenta, operates on infrastructure located within the European Union.

4.2 If personal data is transferred outside the European Economic Area, we will ensure that appropriate safeguards are in place, such as an adequacy decision adopted by the European Commission or standard contractual clauses approved by the European Commission.

5. Retaining and deleting personal data

5.1 We retain personal data only for as long as necessary for the purposes for which it was collected, unless a longer retention period is required or permitted by law. This reflects the GDPR principle of storage limitation.edpb.europa+1

5.2 We apply the following retention periods:

• Registration and participant data, including names, email addresses, job titles and organisation details: retained for up to 24 months after the event. We use this period to manage post-event follow-up, respond to participant queries, evaluate the event and handle potential claims. After this period, the data will be deleted or anonymised unless a longer retention period is legally required or necessary for the establishment, exercise or defence of legal claims.

• Delegate-list data: retained for up to 24 months after the event, unless you withdraw your consent earlier. If you withdraw consent before the event materials are produced, we will remove your details where reasonably possible.

• Enquiry and correspondence data: retained for up to 24 months after our last meaningful communication, unless a longer retention period is necessary for legal claims or another legal obligation.

• Newsletter and marketing data: retained until you unsubscribe or withdraw your consent, or after 24 months of inactivity, whichever happens first.

• Accounting and transaction data, including invoices, VAT details and records required to support accounting obligations: retained for 10 years from 1 January of the year following the relevant invoice date, in accordance with Belgian accounting and tax obligations.einvoice.belgium

• Bank details provided solely to process a refund: retained only for as long as necessary to process the refund and deal with related queries, then deleted.

5.3 Where personal data is no longer required, we will securely delete it or anonymise it so that you can no longer be identified.

6. Amendments

6.1 We may update this privacy policy from time to time by publishing a new version on this website.

6.2 We encourage you to review this page periodically to remain informed about how we process personal data.

7. Your rights

7.1 You have rights under applicable data-protection law in relation to your personal data.

7.2 These rights include:

• The right to access your personal data

• The right to correct inaccurate or incomplete personal data

• The right to request deletion of your personal data in certain circumstances

• The right to restrict processing in certain circumstances

• The right to object to processing based on legitimate interests

• The right to object at any time to direct marketing

• The right to data portability where processing is based on consent or contract and carried out by automated means

• The right to withdraw consent at any time, where processing is based on consent

• The right to lodge a complaint with a data-protection supervisory authority

7.3 To exercise any of these rights, please contact us at team@haca.studio.

7.4 If you are dissatisfied with the way we process your personal data, you have the right to lodge a complaint with the Belgian Data Protection Authority or the supervisory authority in the EU country where you live, work or believe the issue occurred.

8. Cookies

8.1 This website may use cookies and similar technologies that are necessary for the proper functioning, security and administration of the website.

8.2 Where non-essential cookies, such as analytics or marketing cookies, are used, we will provide the necessary information and obtain consent where required before placing them on your device.

8.3 We do not currently publish a separate cookie policy. If this changes, this privacy policy and the website’s cookie notice will be updated accordingly.

9. Our details

9.1 This website is owned and operated by haca.studio, the trading name of HaCa Consult BV.

9.2 HaCa Consult BV is registered in Belgium under enterprise number 0785.442.652.

9.3 Our registered office is:

HaCa Consult BV
Schaveystraat 4
3040 Neerijse
Belgium

9.4 You can contact us:

• By post, at the address above

• By telephone, on +32 487 38 11 14

• By email, at team@haca.studio