Privacy Policy & GDPR Notice

Eventscape is an event operations and management platform used to manage:

• event registrations;
• submissions and accreditation;
• accommodation and logistics;
• travel coordination;
• invoicing and operational workflows;
• participant and team management.

Throughout this Policy:

• “Eventscape”, “we”, “our”, or “us” refers to the Platform operator.
• “Organiser” refers to the organisation managing an event through Eventscape.
• “Participant” refers to any individual whose information is submitted through the Platform.
• “User” refers to any person accessing or using the Platform.

Depending on how the Platform is used, we may collect and process the following categories of personal data:

We collect personal data:

• directly from users and organisers;
• through event submission forms;
• through uploaded files and documents;
• through platform interactions and usage;
• automatically via technical and analytics systems.

Where GDPR applies, Eventscape processes personal data under one or more of the following legal bases:

We use personal data to:

• operate and maintain the Platform;
• manage events and submissions;
• process accreditation and accommodation workflows;
• generate invoices and operational exports;
• communicate with organisers and participants;
• provide support;
• improve platform functionality;
• maintain platform security and integrity.

We do not sell personal data.

We may share personal data:

• with authorised organisers managing an event;
• with service providers supporting platform infrastructure;
• with cloud hosting and storage providers;
• where required by law or legal process;
• where necessary to protect platform security or legal rights.

We require third-party service providers to implement appropriate security and confidentiality measures.

Where personal data is transferred internationally, we implement appropriate safeguards where required by law.

Such safeguards may include:

• Standard Contractual Clauses (SCCs);
• contractual protections;
• transfers to jurisdictions recognised as providing adequate protection.

We retain personal data only for as long as necessary to:

• provide Platform services;
• support event operations;
• comply with legal obligations;
• resolve disputes;
• enforce agreements.

Retention periods may vary depending on event configuration, organiser requirements, and operational needs.

Certain event data may be archived or deleted according to platform retention policies.

Eventscape implements appropriate technical and organisational measures designed to protect personal data, including:

• encrypted communications;
• secure infrastructure;
• access controls;
• authentication protections;
• data backup measures;
• monitoring and logging systems.

While we take reasonable measures to protect personal data, no system can guarantee absolute security.

The Platform may temporarily store:

• draft submissions;
• uploaded files;
• operational backups;
• recovery copies of submission data.

Such storage is used solely to support platform reliability, operational continuity, and recovery processes.

Participants and organisers may upload:

• identification documents;
• accreditation images;
• profile photos;
• supporting documentation.

Uploaded files are processed and stored solely for event operational purposes.

Users remain responsible for ensuring uploaded content is lawful and authorised.

Eventscape may use cookies and similar technologies to:

• maintain sessions;
• improve user experience;
• analyse platform usage;
• monitor performance and reliability.

Users may manage cookie preferences through their browser settings where applicable.

Where GDPR applies, individuals may have the following rights:

• right of access;
• right to rectification;
• right to erasure;
• right to restrict processing;
• right to data portability;
• right to object;
• right to withdraw consent where applicable.

Requests may be subject to identity verification and applicable legal limitations.

Organisers using Eventscape are responsible for:

• ensuring lawful collection of participant data;
• providing appropriate privacy notices;
• obtaining necessary consents where required;
• ensuring compliance with applicable data protection laws.

Eventscape acts as a service provider/platform provider in relation to organiser-managed event data.

The Platform is not intended for unlawful collection of children's personal data.

Where organisers process participant data relating to minors, organisers remain responsible for ensuring lawful processing and required permissions.

Eventscape does not use personal data for fully automated decision-making that produces legal or similarly significant effects.

The Platform may integrate with third-party providers for:

• hosting;
• authentication;
• analytics;
• storage;
• payment processing;
• email delivery.

Use of such services may be subject to separate third-party privacy policies.

We may update this Privacy Policy from time to time.

Where material changes occur, we may provide notice through the Platform or by other reasonable means.

Continued use of the Platform after changes take effect constitutes acceptance of the updated Policy.

For questions, requests, or privacy-related concerns, please contact:

Where applicable under GDPR, individuals may have the right to lodge a complaint with a relevant supervisory authority.