Event Privacy Policy

Last updated: 03.09.2026

Welcome to Tech Race Summit (the “Event”), organised by Stable Aggregator Limited (“we”, “us”, or “the Controller”). This Privacy Policy supplements our Website Privacy Policy and explains how we collect, process, and protect your personal data during your physical attendance at the Event venue.

We process your data in accordance with the General Data Protection Regulation (GDPR) and applicable local data protection laws.

1. SCOPE OF DATA PROCESSING ACTIVITIES

We process your data for the following strictly defined purposes during the Event:

A. Event Check-In, Access Control, and Badge Management

• Data categories: Ticket type/VIP status, ticket QR code identifier.
• Purpose: To verify your registration, grant you access to the venue (including VIP areas if applicable), and issue your physical attendee badge.
• Legal Basis: Performance of a contract (Art. 6(1)(b) GDPR) – fulfilling your ticket purchase agreement.

 

B. Event Photography and Filming

We capture general plan and middle plan photo and video footage throughout the Event venue, including the evening Afterparty, to document the conference and promote future editions.

• Data categories: Your image, voice, and physical appearance captured in photos or video recordings.
• Purpose: For marketing, PR, and promotional purposes, including publishing recap videos and galleries on our website, social media channels, and industry press.
• Legal Basis: Legitimate Interest (Art. 6(1)(f) GDPR) – our legitimate interest is documenting a corporate B2B event, providing session archives, and public relations. You have the right to object/opt-out at any time.

 

C. Speaker’s Performance Live streaming, Broadcasting and Recording

We record, live stream, and broadcast speakers’ performances, panel discussions, and presentations delivered on stage during the Event.

• Data categories: Speaker’s full video and audio recordings, image, voice, presentation slides, name, title, and professional affiliation. 
• Purpose: To capture, live-stream, and record speaker’s presentations during the Event, enabling real-time broadcast and post-event on-demand viewing for authorized attendees.
• Legal Basis: Performance of Contract (Art. 6(1)(b) GDPR) – processing is necessary for the execution and fulfillment of our contractual agreement with the Speaker in a way of ensuring the Speaker’s performance at the Event for on-site and remote attendees. 

 

D. Speaker Interviews Media Recordings

We conduct, record, and publish professional interviews with event speakers during the Event to create editorial, educational, and promotional content.

• Data categories: Speaker’s name, professional title/affiliation, voice, video and audio recordings, and professional opinions or statements expressed during the interview.
• Purpose: To produce, archive, and distribute video clips, articles, and promotional materials featuring speaker insights across our official website, social media channels, newsletter, and industry press.
• Legal Basis: Consent (Art. 6(1)(a) GDPR) – your freely given, specific, informed, and unambiguous consent provided prior to or at the time of the interview. You have the right to withdraw your consent at any time with effect for the future.

 

E. “Stage screen” Networking Activation 

We provide an interactive networking activity where you can voluntarily create and display a participant card on the main conference screen to connect with other attendees.

• Data categories: Personal data provided by you through submitted electronic form (including first name, last name, job title, company name, professional headline, e-mail address, LinkedIn profile link, uploaded profile photo), and technical metadata (IP address, system timestamps, consent logs).
• Purpose: To generate, moderate, and broadcast your participant card on the main venue screen during the Event.
• Legal Basis: Consent (Art. 6(1)(a) GDPR) – provided voluntarily when you submit your profile through the electronic form accessed via a QR code and tick the respective consent box. You may withdraw your consent and request the immediate removal of your card at any time during the Event.

 

F. Talent Pool and Future Recruitment 

If you explicitly opt-in during the Networking Activation data collection, we will include your details in our HR database to contact you regarding future career opportunities.

• Data categories: Personal data provided by you through submitted electronic form (including first name, last name, job title, company name, professional headline, e-mail address, LinkedIn profile link, uploaded profile photo), and technical metadata (IP address, system timestamps, consent logs).
• Purpose: To evaluate your background for potential job openings and contact you about recruitment processes.
• Legal Basis: Consent (Art. 6(1)(a) GDPR) – granted via a separate, optional consent box on the “Stage screen” Networking Activation form.

 

G. Close-up Photography and Video Recording

We may capture focused close-up imagery of attendees during the Event to create high-quality promotional content.

• Data categories: Your close-up image and physical appearance captured in photographs or video recordings.
• Purpose: For marketing, public relations, and promotional activities, including the publication of galleries on our website, social media channels, and industry press.
• Legal Basis: Consent (Art. 6(1)(a) GDPR) – your freely given, specific, informed, and unambiguous consent is obtained via the clear affirmative action of wearing a specific lanyard (please refer to our MANAGING YOUR PRIVACY CHOICES ON-SITE section for details). You retain the right to withdraw your consent at any time with effect for the future.

 

H. Post-Event Communication and Surveys

• Data categories: Name, Email, Event survey responses.
• Purpose: To share official post-event summaries and collect participant feedback to evaluate satisfaction and improve future conference organization.
• Legal Basis: Legitimate Interest (Art. 6(1)(f) GDPR) – pursuing our legitimate commercial interest in gathering post-event feedback and improving the quality of our conference operations.

 

I. Future Event Promotion

• Data categories: Name, Email.
• Purpose: To inform you about upcoming editions, related tech summits, and B2B initiatives organized by our company.
• Legal Basis: Legitimate Interest (Art. 6(1)(f) GDPR) – promoting similar B2B events and services to existing business contacts and past attendees.

2. MANAGING YOUR PRIVACY CHOICES ON-SITE 

We respect the visual privacy of our attendees. To balance our promotional needs with your data protection rights, we implement a clear visual consent system at the registration desk:

• Green Lanyard: You agree to be included in close-up event photography, video recordings, and social media recaps.
• Red Lanyard: You opt out of photography and filming.

 

Rules for Red Lanyard Holders:

1. Our official event photographers are strictly briefed to avoid taking close-up or medium shots of individuals wearing Red indicators.
2. If you are inadvertently captured in a background or crowd shot, your face will be blurred or the image will be deleted prior to publication.

To change your preference or report a photography concern during the event, please visit the Registration Desk.

3. DATA RECIPIENTS & THIRD PARTIES

Your personal data may be shared with the following categories of recipients:

• Internal Event Staff: Authorized personnel managing check-in, marketing, operations, and afterparty coordination.
• Event Management Service Provider (Processor): We engage an external event management agency (TG EVENTS SP. Z O.O.), to act as our primary Data Processor for the Tech Race Summit. They assist us with on-site logistics, venue access control, photographer support and overall event operations strictly under our written instructions and in compliance with Article 28 of the GDPR.

4. INTERNATIONAL DATA TRANSFERS

Where Personal Data is transferred to, accessed from, or stored in a destination outside the European Union / European Economic Area (EU/EEA), we ensure that such international transfer is carried out strictly in accordance with Applicable Data Protection Law (including Chapter V of the GDPR). To safeguard your personal data during international transfers, we implement appropriate transfer mechanisms, including European Commission-approved Standard Contractual Clauses (SCCs), reliance on Commission adequacy decisions, or other legally recognized technical, organizational, and contractual safeguards.

5. DATA RETENTION

• Check-in & Registration Data: Retained for up to 1 year post-event to manage post-event inquiries, financial accounting, and potential legal claims.
• “Stage Screen” Networking Activation Data: Hosted temporarily for the duration of the Event and deleted within 14 days following the Event.
• Recruitment Data: Retained in our secure HR database for a period of 6 months  from the date your consent was granted, after which it will be permanently deleted or anonymized.
• Photo & Video: Retained for as long as the promotional or archival material remains relevant to marketing our corporate events or until you successfully object/request data erasure.
• Speakers’ Performance  Recordings: Retained for as long as the session recording remains relevant for educational or archival purposes, or until the contractual retention period expires or a valid data erasure request is fulfilled.

6. YOUR DATA PROTECTION RIGHTS

Under the GDPR, you have the following rights:

• Access & Rectification: Request a copy of your data or correct errors.
• Erasure (“Right to be Forgotten”): Request deletion of your data (including the removal/blurring of an online photo or session video snippet where you are identifiable).
• Restriction & Objection: Object to processing based on legitimate interests (such as ambient photography or crowd shots).
• Withdrawal of Consent: Withdraw your consent at any time regarding explicit close-up promotional marketing features or interview materials.

To exercise any of these rights, or to request the immediate takedown of a photo published on our channels, please contact our DPO at privacy@softswiss.com or speak directly to the Event staff at the registration desk.