8200 Aarhus N
How we use your information
This privacy notice tells you what to expect when we collect personal information. It applies to information we collect about:
- Visitors to our websites
- People who register for our conferences
- People who attend our conferences
- People who attend our free events (Meetups)
- People who use our conference app
- People who use our conference video app
- People who are speaking at one of our conferences
- People who are our partners
Visitors to our websites
When someone visits one of our websites, we store web server log information, which includes information such as the IP address you connected from, the user agent of your browser and which page you requested. We use this information to monitor the security, performance and health of our systems.
All of our websites are protected by TLS. This means your connection to our websites is encrypted.
People who register for our conferences
When someone registers for one of our conferences, we collect personal information in the form of billing details to fulfill your order. This information includes your full name, email address, company name, company address, phone number and company registration number.
The information mentioned above is used for our financial records, and to provide you with an invoice.
In cases where we don't receive payment for a registration, we may contact you via the email provided to send payment reminders and assist with fulfilling your order.
We use Stripe to process credit card payments. We don't store your credit card information at any point, and only use it to obtain a token from Stripe to charge the agreed amount to your card. This token is not stored and is only used once. Information provided during the registration process including your name, billing email and amount charged is sent to Stripe to help us cross-reference credit card payments with registrations. We use this to aid in our financial bookkeeping or when we need to provide full or partial refunds or respond to credit card disputes.
Once your registration is paid for, you are given access to distribute a number of tickets to the people who should attend the conference. When you provide us with the personal information to complete registration for the attendees you have paid for, we use that information to both send the attendees their tickets and important pre-conference information and grant them access to the conference. The personal information collected for this purpose is described in greater detail in the section People who attend our conferences. You should make sure that you have permission to provide us with this information, and that it is correct.
In some cases, a company may ask us to create the registration for them. This usually pertains to group registrations when a company purchases many tickets, or when a number of conference tickets are part of a contracted agreement. In such cases, we may receive the personal information of attendees through different channels. For instance, a company's HR department may send us an email or a file containing the details of the 20 people who will attend the conference from their company. In this case, we would process that information through our admin interface to create a registration, generate an invoice, send tickets to, and grant access to the conference for those 20 attendees.
This process for group registrations is only performed when requested by our customers. Again, you should make sure that you have permission to provide us with this information, and that it is correct.
People who attend our conferences
If you have received a ticket for one of our conferences, we store the personal information about you, which was either provided by you or someone from your organization who gave us permission to use this information.
This information includes your full name and email address which we require to send your ticket and grant you access to the conference. Additional information associated with your ticket is requested but not required. This includes job title, company name, company address, phone number and Twitter handle. We ask for the additional optional information because it helps us better understand the composition of our conference attendees and ensure the high quality of the overall event experience is relevant to our audience. For example, we ask for your job title to confirm that we include content in the program that is relevant to your job role. We also ask for your dietary restrictions and preferences to ensure we order appropriate food in the right quantities. We may also use your contact information including email address, company address and phone number to contact you with important information related to the conference or in case of emergencies.
At the conference, we print badges that will include your name and company name – and your Twitter handle if provided – in plain text. We do this to ensure on-site access control to our event. In order to receive your conference badge and enter the event, we require photo identification to confirm you are registered to attend the conference during the check-in process.
On the badge, we also print a QR code that encodes the personal information provided to us during the registration process. This is to facilitate networking and exchange of contact details among our attendees. Partners in the exhibition area and other attendees may ask to scan your QR code using various QR scanning tools to exchange contact information. You have the option to deny that request, or remove/hide the QR code if you wish to not share your information.
Leading up to the conference, you may receive emails that include practical information related to the conference including registration hours, links to additional social events and new speaker announcements. After the conference, you may receive an email requesting event feedback and including links to watch conference videos online. Emails both before and after the conference may also contain information about upcoming free community events and other information relevant for conference attendees.
Each of our marketing communications provide you with the options to unsubscribe or alter your communication preferences. You do have the option to unsubscribe from the practical information emails but we strongly encourage you to keep this subscription so we can email you with important practical information for you as an attendee of the conference.
During the conference, your personal information will be temporarily stored on our on-site registration system so we can print out your badge and grant you access to the conference. Once the conference is over, your personal information will be deleted from the devices we use for on-site registration.
Your picture may be taken during the event and published on our social and marketing channels. Please make yourself known to the conference team if you do not wish to have your picture taken during the event. If you find an unwanted picture of yourself on any of our channels, please email us at firstname.lastname@example.org with the link to the photo and we will take it down.
People who attend our free events (Meetups)
All registrations for our free events are completed through the meetup.com platform. As such, the information you provide there will fall under meetup.com's Privacy Statement.
As organisers on this platform, we have access to the name you provided to Meetup, Meetup user ID and URL, along with the date that you joined our meetup group and date you RSVP'd for the event.
When you sign in at the event, we ask for you to fill out a form. This forms requires your full name and email address with company name and phone number as optional information. We do this to ensure security at the event and as a precautionary measure in case of an emergency. For example, if there were to be a fire in the venue during one of these events, we would need to have a record for each individual attending the event to ensure everyone was safe after the event.
When entering your information, you can opt-in or -out of receiving future marketing communications from us. During the event, a team member may use this list to enter attendees into a raffle to win a prize (such as a conference ticket).
Your picture may be taken during the event and published on our social and marketing channels. Please make yourself known to the organizing team if you do not wish to have your picture taken during the event. If you find an unwanted picture of yourself posted online, please email us at email@example.com with a link to the image and we will take it down.
People who use our conference app
When you use our conference app, we do not store or process any information that can be used to identify you as a person.
We do collect some information about your device through the third party service [The Perfect App](http://theperfectapp.com/) for analytics and crash reporting. This information includes the make, model and OS version of your device, the country it is used from, and certain events performed inside of the app. This information is only processed in a way which does not identify anyone, and is only used in aggregate to find out things such as the number of people using the app and which features of the app they're using.
We also use Firebase Cloud Messaging to register a device for push notifications, which we may use to communicate with users of the app during the conference. You can disable these push notifications using the settings on your device.
During the conference, you have the option to submit general feedback to us using the app. In this case, you provide us with your name and email address, which we may use to address or respond to your feedback. You also have the option to submit feedback for the sessions you attend at the conference. This feedback is anonymous, unless you choose to include personal information in your feedback.
People who use our conference video app
When you use our conference video app, we do not store or process any information that can be used to identify you as a person.
We do collect some information about your device through the third party service [The Perfect App](http://theperfectapp.com/) for analytics and crash reporting. This information includes the make, model and OS version of your device, the country it is used from, and certain events performed inside of the app. This information is only processed in a way which does not identify anyone, and is only used in aggregate to find out things such as the number of people using the app, which videos are the most popular, and what search terms people are using.
People who are speaking at one of our conferences
When you are speaking at one of our conferences, we do need some personal information in order to communicate with you, arrange travel and accommodation, and ensure other practical details related to your appearance at our conference.
This information includes your full name, email, phone number and country of residence. We may share this information with third parties when it is required for fulfilling our agreement with you. For instance, we may need to share your name and email with a hotel to book a room for you during the conference.
We also need some information in order to publish and market your talk on our website. This information includes your name, company name, profile picture, speaker bio, social media profile links, links to your blog(s) or website(s) as well as the title and description for the talk(s) and/or workshop(s) you will perform at our conference.
During the conference, attendees have the ability to submit feedback in the form of ratings, comments and questions about your talk through our conference app. This feedback will be monitored by our team members during the conference, and the questions during your talk will be relayed to you in front of the audience at the end of the talk if there is time.
Soon after the conference, you will be given access to a page where you can view ratings, feedback and questions for the talks you have performed at one of our conferences.
We use this information to gather general feedback about the conference, review the quality of the topics and talks, and use as input for planning of future conferences. We do not share this information with any third parties.
If you provide consent, we may record your talk at the conference and collect your slides to publish on our website. We may also publish the recorded video of your talk on our YouTube channel and/or our conference video app. We may also promote the video of your talk through various social media channels.
Your picture may be taken during the event and published on our social and marketing channels. Please make yourself known to the organizing team if you do not wish to have your picture taken during the event. If you find an unwanted picture of yourself on our channels, please email us at firstname.lastname@example.org with a link to the image and we will take it down.
People who are our partners
When you sign on as a partner of our conferences, we collect personal information in the form of billing details to issue your invoice as per the terms of the partnership agreement. This information includes name, email, company name, company address, phone number and company registration number. In cases where we don't receive payment, we may send you payment reminders or reach out to assist with finalising the partnership deal.
We also collect the names, emails and phone numbers of the contact person/s representing our partners (such as the event manager). This is so we can fulfill our obligations detailed in your partnership contract and keep you informed about key dates and deliverables.
If your partnership deal contains conference tickets or exhibitor passes, you can refer to the People who register for our conferences section for specific information related to registration.
After the conference, we will reach out to you to ask for additional, optional feedback and/or a testimonial, along with the details of upcoming conferences. You can let us know anytime if you want to opt out of these communications. For more information, you can refer to the Your Rights section of this policy.
Complaints or queries
We are committed to using best practices to ensure our responsibility when collecting and using personal information, and we take any complaints related to data privacy very seriously. If you think our collection and use of data is unfair, misleading or inappropriate, we encourage you to contact us using the contact information provided at the top of the page.
Access to your data
You have a right to know which information we store and process about you, where it came from, what we use it for and who we share it with.
You have a right to have incorrect or incomplete information about you corrected or deleted.
You can exercise these rights by contacting us, and we will do what we can to satisfy your request in a timely manner. For your protection, we may need to verify your identity before responding to your request, such as verifying that the email address from which you send the request matches your email address that we have on file.
In some cases we may not be able to delete your information if we have another legitimate reason preventing us from doing so, such as the obligation to keep financial records for a certain period of time. Please contact us with any questions or concerns about this.