Privacy
Policy

Last updated: March 2026

This privacy notice for Hatch Community Events UG ("Company," "we," "us," or "our") describes how and why we collect, store, use, and/or share ("process") your information when you use our services ("Services"), such as when you:

Visit our website at hatchconference.com, or any website of ours that links to this privacy notice
Register for or attend our conference events (onsite or online)
Engage with us in other related ways, including sales, marketing, or events

Questions or concerns? Reading this privacy notice will help you understand your privacy rights and choices. If you do not agree with our policies and practices, please do not use our Services. If you still have any questions or concerns, please contact us at team@hatchconference.com.

Table of Contents

What Information Do We Collect?
How Do We Process Your Information?
Legal Bases for Processing (GDPR)
When and With Whom Do We Share Your Information?
International Data Transfers
Cookies and Tracking Technologies
Social Media Logins
How Long Do We Keep Your Information?
Do We Collect Information From Minors?
Your Privacy Rights Under GDPR
Right to Lodge a Complaint
California Residents (CCPA)
Do-Not-Track Features
Updates to This Notice
How to Contact Us
How to Review, Update, or Delete Your Data

1. What Information Do We Collect?

Personal Information You Provide

In short: We collect personal information that you voluntarily provide to us.

We collect personal information that you voluntarily provide when you register on the Services, purchase a ticket, express an interest in obtaining information about us or our events, participate in activities on the Services, or otherwise contact us. This may include:

Names
Email addresses
Phone numbers
Mailing and billing addresses
Job titles and company names
LinkedIn profile URLs and photos (when voluntarily provided)
Usernames and passwords
Contact preferences
Payment data (processed by Stripe; we do not store card details)

Sensitive Information. We do not process sensitive personal information.

Payment Data. We may collect data necessary to process your payment if you make purchases. All payment data is processed and stored by Stripe. You may find their privacy notice at stripe.com/privacy.

Event Recordings. We may record conference talks and sessions. These recordings may be published on YouTube and/or Vimeo. Speakers and visible participants will be informed in advance. Attendees may appear incidentally in recordings of the event.

Information Automatically Collected

In short: Some information, such as your IP address and browser characteristics, is collected automatically when you visit our Services.

We automatically collect certain information when you visit, use, or navigate the Services. This does not reveal your specific identity but may include device and usage information such as your IP address, browser and device characteristics, operating system, language preferences, referring URLs, country, location, and information about how and when you use our Services. This information is primarily needed to maintain the security and operation of our Services and for internal analytics and reporting.

Log and usage data (IP address, device info, browser type, pages viewed, timestamps)
Device data (hardware model, OS, unique identifiers)
Location data (approximate location based on IP address)

2. How Do We Process Your Information?

In short: We process your information to provide, improve, and administer our Services, communicate with you, for security and fraud prevention, and to comply with law.

Account creation and management. We process your information so you can create and log in to your account.
Service delivery. We process your information to provide you with the requested services, including ticket fulfilment and event access.
User inquiries and support. We process your information to respond to your inquiries and solve issues.
Administrative communications. We send you details about our events, changes to terms, and similar information.
Order management. We process your information to fulfil and manage orders, payments, returns, and exchanges.
Networking features. With your knowledge, we may display limited profile information (name, company, city, LinkedIn photo) to other ticket holders via our networking tools to facilitate attendee connections. You can request removal or editing of your information from these tools at any time.
Marketing and promotions. Where you have given consent or where we have a legitimate interest, we may send you information about future events and offers. You can opt out at any time.
Event recordings. We record and publish talks on YouTube/Vimeo to share knowledge with the broader design community.
Protecting vital interests. We may process your information when necessary to protect an individual's vital interest, such as to prevent harm.

3. Legal Bases for Processing (GDPR)

In short: We only process your personal information when we have a valid legal reason to do so under applicable law.

The General Data Protection Regulation (GDPR) requires us to explain the valid legal bases we rely on to process your personal information:

Consent (Art. 6(1)(a) GDPR). We process your information where you have given us specific consent, such as for marketing emails or non-essential cookies. You can withdraw consent at any time by contacting us or using the unsubscribe link in our emails.
Performance of a Contract (Art. 6(1)(b) GDPR). We process your information when necessary to fulfil our contractual obligations, including providing event tickets, access, and related services.
Legitimate Interests (Art. 6(1)(f) GDPR). We process your information where it is necessary for our legitimate interests, provided those interests are not overridden by your rights. This includes operating our networking features, improving our services, and basic analytics. You have the right to object to processing based on legitimate interests.
Legal Obligations (Art. 6(1)(c) GDPR). We process your information where necessary for compliance with legal obligations, such as tax and accounting requirements.
Vital Interests (Art. 6(1)(d) GDPR). We may process your information where necessary to protect vital interests, such as in situations involving potential threats to safety.

4. When and With Whom Do We Share Your Information?

In short: We may share information in specific situations and with specific categories of third parties.

We may share your data with third-party service providers who perform services on our behalf. We have data processing agreements in place with these providers. They cannot use your personal information for their own purposes and are obligated to protect it. Our current third-party processors include:

Stripe (payment processing) — stripe.com/privacy
Pretix.eu (ticketing and registration) — pretix.eu/privacy
Brevo (email communications) — brevo.com/privacy
Loops.so (email communications) — loops.so/privacy
LinkedIn (advertising) — linkedin.com/privacy
Make.com (workflow automation) — make.com/privacy
YouTube / Vimeo (video hosting of recorded talks)
Event sponsors (only where you have given explicit consent via a checkbox during ticket purchase)

Sharing attendee data with sponsors. If you provide consent during the ticket purchase process (via an opt-in checkbox), we may share the following information with selected event sponsors: your name, company, job title, email address, and city. Sponsors may use this data to contact you with relevant offers or information related to the event. The legal basis for this sharing is your explicit consent (Art. 6(1)(a) GDPR). You may withdraw your consent at any time by contacting us at team@hatchconference.com. If you withdraw consent, we will notify the relevant sponsors and request that they delete your data. You may also contact sponsors directly to request erasure of your data under Art. 17 GDPR. Withdrawing consent does not affect the lawfulness of any processing carried out before withdrawal.

We may also share your information in the following situations:

Business Transfers. In connection with any merger, sale of company assets, financing, or acquisition of all or a portion of our business.
Affiliates. With our affiliates, who are required to honour this privacy notice.
Networking tools. Limited attendee profile information may be visible to other ticket holders to enable networking. You may opt out or edit this at any time.

5. International Data Transfers

We are based in Germany (EU). Some of our third-party service providers are located outside the European Economic Area (EEA), including in the United States. When we transfer personal data outside the EEA, we ensure appropriate safeguards are in place:

EU-US Data Privacy Framework. For US-based processors that are certified under the EU-US Data Privacy Framework (such as Stripe), transfers are covered by their certification.
Standard Contractual Clauses (SCCs). For other international transfers, we rely on the European Commission's Standard Contractual Clauses to ensure an adequate level of data protection.

You may request a copy of the safeguards we use for international transfers by contacting us at team@hatchconference.com.

6. Cookies and Tracking Technologies

In short: We use cookies and similar technologies to collect and store information. We obtain your consent before placing non-essential cookies.

We use cookies and similar tracking technologies (such as web beacons and pixels) to access or store information. Under the GDPR and ePrivacy Directive, we are required to obtain your consent before placing any non-essential cookies on your device.

When you first visit our website, you will be presented with a cookie consent banner allowing you to accept or reject different categories of cookies:

Strictly Necessary Cookies: Required for the website to function. These do not require consent.
Analytics Cookies: Help us understand how visitors interact with our website.
Marketing Cookies: Used for LinkedIn advertising and retargeting.

You can change your cookie preferences at any time through the cookie settings on our website. You can also configure your browser to refuse cookies, though this may affect your experience.

7. Social Media Logins

In short: If you choose to register or log in using a social media account, we may receive certain profile information.

Our Services may offer you the ability to register and log in using your third-party social media account details. Where you choose to do this, we will receive certain profile information from your social media provider, which may include your name, email address, and profile picture. We will use this information only for the purposes described in this privacy notice. We recommend reviewing the privacy notice of your social media provider to understand how they handle your information.

8. How Long Do We Keep Your Information?

In short: We keep your information for as long as necessary to fulfil the purposes outlined in this notice, unless otherwise required by law.

Account data: Retained for the duration of your account and up to 12 months after account termination.
Ticket and order data: Retained for the duration required by German tax and accounting law (typically 10 years for financial records under HGB/AO).
Marketing consent records: Retained for as long as you remain subscribed, plus a reasonable period to demonstrate compliance.
Event recordings: Published recordings on YouTube/Vimeo may be retained indefinitely as part of our public content archive. You may request removal of recordings in which you are identifiable.

When we have no ongoing legitimate business need to process your personal information, we will either delete or anonymise it, or securely store it and isolate it from further processing until deletion is possible.

9. Do We Collect Information From Minors?

In short: We do not knowingly collect data from or market to children under 18.

We do not knowingly solicit data from or market to children under 18 years of age. By using the Services, you represent that you are at least 18. If we learn that personal information from users under 18 has been collected, we will take reasonable measures to promptly delete such data. If you become aware of any data we may have collected from children under 18, please contact us at team@hatchconference.com.

10. Your Privacy Rights Under GDPR

In short: If you are in the EEA, UK, or Switzerland, you have extensive rights over your personal data under the GDPR.

Right of Access (Art. 15). You have the right to request a copy of the personal data we hold about you.
Right to Rectification (Art. 16). You can request that we correct inaccurate or incomplete personal data.
Right to Erasure (Art. 17). You can request deletion of your personal data, subject to certain legal exceptions (e.g., tax record retention).
Right to Restriction of Processing (Art. 18). You can request that we restrict the processing of your data in certain circumstances.
Right to Data Portability (Art. 20). You can request your personal data in a structured, commonly used, machine-readable format.
Right to Object (Art. 21). You can object to processing based on legitimate interests or for direct marketing purposes. We will stop processing unless we demonstrate compelling legitimate grounds.
Right to Withdraw Consent (Art. 7). Where processing is based on consent, you can withdraw it at any time. This does not affect the lawfulness of processing before withdrawal.

To exercise any of these rights, please contact us at team@hatchconference.com. We will respond to your request within one month, as required by law. In complex cases, this period may be extended by a further two months, and we will inform you of any such extension.

Opting out of marketing: You can unsubscribe from marketing emails at any time by clicking the unsubscribe link in any email we send, or by contacting us. You will still receive service-related messages necessary for administering your account or ticket.

Networking tools: You can request removal or modification of your profile information from our networking tools at any time by contacting us.

11. Right to Lodge a Complaint

If you believe we are unlawfully processing your personal information, you have the right to lodge a complaint with a data protection supervisory authority.

As we are based in Berlin, Germany, the competent authority is the Berliner Beauftragte für Datenschutz und Informationsfreiheit: Friedrichstr. 219, 10969 Berlin, Germany datenschutz-berlin.de

You can also contact your local supervisory authority if you are located in another EEA member state: ec.europa.eu/justice/data-protection/bodies/authorities

Switzerland: edoeb.admin.ch UK: ico.org.uk

12. California Residents (CCPA)

If you are a California resident, the California Consumer Privacy Act (CCPA) provides you with specific rights regarding your personal information, including the right to know what data we collect, request deletion, and opt out of the sale of personal data. Hatch Community Events UG has not sold any personal information to third parties. To exercise your CCPA rights, please contact us at team@hatchconference.com.

13. Do-Not-Track Features

Most web browsers include a Do-Not-Track (DNT) feature. No uniform technology standard for recognising and implementing DNT signals has been finalised. As such, we do not currently respond to DNT browser signals. If a standard is adopted that we must follow in the future, we will inform you in a revised version of this notice.

14. Updates to This Notice

We may update this privacy notice from time to time. The updated version will be indicated by an updated date and will be effective as soon as it is accessible. If we make material changes, we may notify you by prominently posting a notice on our website or by sending you a direct notification. We encourage you to review this notice periodically.

15. How to Contact Us

If you have questions or comments about this notice, you may contact us:

Email: team@hatchconference.com

Post: Hatch Community Events UG Rheinsberger Str. 76/77 10405 Berlin, Germany

16. How to Review, Update, or Delete Your Data

You have the right to request access to the personal information we collect from you, change that information, or delete it. To submit a request, please email us at team@hatchconference.com.