Privacy Policy

Last Updated: Sunday, September 7th, 2025

1. Introduction

Hatch Community Events UG ("we", "us", or "our") is committed to protecting the privacy and security of the personal information of individuals who participate in our events. This Privacy Policy explains how we collect, use, share, and protect your personal data when you take part in our events, visit our websites, or interact with us.

This policy applies to the Leadership Ateliers events in all cities as well as other Hatch Community Events UG activities related to those events such as networking events, meetups, dinners, etc.

2. Information We Collect

We collect and process the following types of personal data:

Full name
Email address
Company name
Job title
Contact details (phone number, social media profiles)
Other professional details provided during registration
Dietary requirements (for catering purposes, deleted after one year)

3. Legal Bases for Processing

We process your data on the following legal bases, in line with the EU General Data Protection Regulation (GDPR):

Contract necessity: to process and manage your event participation, and to share data with event sponsors when required by sponsorship agreements.
Legitimate interest: to organize, operate, and improve our events, and to send event-related updates.
Consent: for marketing communications, sharing data with sponsors for marketing purposes, and for cookies and analytics. Consent can be withdrawn at any time.
Legal obligation: for invoicing and accounting records, which we must retain as required by German law.

4. How We Use Your Data

Your data is used for:

Processing event applications and participation
Sending event updates and logistical information
Sharing necessary details with event sponsors
Sending information about future Hatch Community Events (with your consent)
Running analytics and marketing campaigns (with your consent)
Complying with legal and tax obligations

5. Data Retention

We keep your personal data only as long as necessary:

Participant and sponsor data: kept until consent is withdrawn
Dietary requirements: deleted after one year
Analytics and cookies: stored according to cookie lifespans or until consent is withdrawn
Customer invoicing and accounting records: retained for 10 years under German law

6. Data Sharing and Processors

We do not sell or rent your personal data. We only share it when necessary, with trusted service providers who act as data processors:

Analytics and advertising: Google Analytics, Framer Analytics, Meta Ads
Event registration and ticketing: Pretix
Payments: Stripe
Email marketing and communications: Loops.so, Brevo
Automation and integrations: Make.com, Zapier

Event sponsors may also receive your data where required by contractual agreements. Once data is shared, sponsors act as independent controllers and are responsible for their own data practices.

7. International Data Transfers

Some of our processors are located outside the EU/EEA. When data is transferred internationally, we rely on safeguards such as:

Standard Contractual Clauses (SCCs)
Adequacy decisions by the European Commission
Other legally recognized safeguards

8. Cookies and Tracking Technologies

We use cookies and similar technologies to improve your website experience. These include:

Google Analytics
Framer Analytics
Google Fonts
Meta Ads

You can manage your preferences through the cookie banner on our website.

9. Automated Decision-Making

We do not use automated decision-making or profiling that produces legal or significant effects on you. All event applications are reviewed by a human.

10. Children’s Data

Our events and services are directed exclusively at adults. We do not knowingly collect or process personal data of individuals under the age of 16.

11. Your Rights under GDPR

You have the following rights regarding your personal data:

Access, correction, or deletion of your data
Restriction of processing
Data portability
Withdrawal of consent at any time
Objection to processing based on legitimate interests
Lodging a complaint with a supervisory authority

12. Marketing Communications

You can unsubscribe from Hatch Community Events UG communications at any time by using the opt-out link in our emails.
If your data has been shared with an event sponsor, you must exercise your opt-out rights directly with that sponsor in line with their privacy policy.

13. Data Security

We implement technical and organizational measures to safeguard your data. However, no internet transmission is completely secure, and we cannot guarantee absolute protection.