Privacy Policy

Who's responsible?

That would be us: Mac Admins Europe. Questions? Email us anytime: privacy@macadmins-eu.org

What info do we collect?

When you sign up for the conference

• Your name and email (so we can send you your ticket)
• Company name and job title (for your badge)
• Dietary needs (so you don't go hungry)
• Accessibility requirements (everyone's welcome)
• Payment info (handled securely by our payment provider, not stored by us)

When you browse our website

• Anonymized analytics: pages visited, device type, browser, and country
• We don't collect: Your name, email, IP address, or anything that identifies you personally
• We use privacy-friendly, self-hosted analytics (no Google, no Facebook)

When you reach out or submit a talk proposal

• What you decide to share with us in contact forms or speaker applications
• Newsletter preferences (if you opt in)

Why are we allowed to do this?

Because EU law says we can, but only for good reasons:

• You bought a ticket: We need your info to deliver the conference you paid for
• You said it's okay: Like when you sign up for our newsletter or accept analytics
• It's in everyone's interest: Making the conference better benefits us all
• The law requires it: Tax records, that kind of fun stuff

What do we do with your data?

Only the practical stuff:

• Send you your ticket and conference updates
• Print your badge and accommodate your dietary needs
• Review speaker proposals
• Send you newsletters (but only if you asked for them)
• Figure out which pages people visit so we can make the site better
• Answer your questions when you reach out
• Keep financial records (tax people get grumpy otherwise)

Do we share your data?

Short answer: Only when necessary, and with trusted partners.

• Service providers: Ticket platform, payment processor, email service, venue. They help us run the conference but can't use your data for anything else.
• Sponsors: Only if you explicitly agree. We'll never surprise-share your info.
• Discord: When you join our event Discord server, sponsors and other attendees can see your display name. This is how Discord works—just a heads up.
• Badge scanning: We don't share your contact details with exhibitors by default. However, if you let an exhibitor scan your badge, you're giving them permission to contact you after the event about their products or services. Don't want follow-ups? Don't let them scan your badge. Questions about how an exhibitor uses your data? Ask them directly.
• The authorities: If legally required (spoiler: this basically never happens).

What we DON'T do: Sell your data. Rent your data. Trade your data for magic beans. None of that.

Data leaving the EU?

Sometimes. Some of our tools are hosted outside Europe. When that happens, we use:

• EU-approved Standard Contractual Clauses
• Countries the EU officially trusts
• Other legal protections approved by the EU

Basically: We make sure your data is protected to EU standards, wherever it goes.

How long do we keep your data?

As long as needed, then we delete it:

• Conference registration: 3 years (for follow-ups and future events)
• Financial records: 7 years (blame tax laws)
• Newsletter: Until you unsubscribe
• Website analytics: Up to 26 months, but it's all anonymous anyway

Analytics

The simple version

We use privacy-friendly analytics to see which pages people visit and what devices they use. This helps us make the site better. No personal data. No tracking across websites. No creepy stuff.

What makes our analytics different

• Self-hosted and open-source (we control it, not Big Tech)
• No cookies stored on your device for tracking
• Your IP address is anonymized instantly
• We can't track you across other websites
• Fully GDPR-compliant (legitimate interest basis)

What we collect

• Which pages you visited
• What device and browser you're using
• Which country you're in
• How you found our site

What we DON'T collect

Your name, email, IP address, or anything that could identify you personally.

No third-party trackers: We don't use Google Analytics, Facebook Pixel, or any other third-party tracking. Ever.

Your Rights (Yes, you have power here)

EU law gives you some pretty solid rights. Here's what you can do:

• See your data: Ask us what we have on you
• Fix mistakes: Tell us if something's wrong and we'll correct it
• Delete everything: Ask us to forget you (the "right to be forgotten")
• Take it with you: Get your data in a format you can use elsewhere
• Stop processing: Tell us to pause or stop using your data
• Say no to marketing: Unsubscribe from newsletters anytime
• Change your mind: Withdraw consent whenever you want

Want to use any of these rights? Email us: privacy@macadmins-eu.org

We'll get back to you within a month. Usually sooner.

How do we keep your data safe?

We take security seriously:

• Encryption everywhere (in transit and at rest)
• Strong access controls (not everyone can see everything)
• Regular security audits
• Team training on data protection

No system is 100% secure, but we do everything we reasonably can to protect your data.

Photos & Videos at the Conference

We photograph and film at the event for promotional use by Mac Admins Europe and our exhibitors.

Red Lanyard System

Don't want to be photographed? Collect a red lanyard at the registration desk. Our volunteers will do their best to avoid photographing attendees wearing red lanyards, and Mac Admins Europe will not share any identifiable photos of red lanyard wearers.

We ask all attendees to be respectful when photographing others. If someone is wearing a red lanyard, please do not photograph them or share their image on social media. Respect our community.

Your rights:

• Request a red lanyard at any time during the event
• Object to a photographer on the spot
• Request photo removal after the event: privacy@macadmins-eu.org

By entering the venue without a red lanyard, you consent to potentially appearing in photos or videos.

Changes to This Policy

We might update this policy occasionally. If we do, we'll post the new version here and update the date at the top. Big changes? We'll email you.

Not happy with us?

If you think we've messed up with your data, you can complain to the Dutch Data Protection Authority:

autoriteitpersoonsgegevens.nl

(But we hope it doesn't come to that. Talk to us first: privacy@macadmins-eu.org)