Privacy Policy

1. Introduction

Welcome to Coworking Tech Week ("CTW," "we," "us," or "our"). We care about privacy and want to be clear about how we collect, use, and protect personal information when you visit www.coworkingtechweek.com (the "Site") and take part in our online event experience.

This Privacy Policy explains what information we collect, how we use it, when we share it, how long we keep it, and the choices and rights available to you. It also covers our virtual event features, including registrations, exhibitor interactions, screenshots, recordings, and any virtual photo booth experiences we may offer.

CTW is organized by Coworkies Ltd. By using our Site or engaging with our online event services, you acknowledge this Privacy Policy. If you do not agree with it, please do not use the Site or our services.

2. Scope

This Privacy Policy applies to personal information we process in connection with CTW's online services, including our website, event registration, newsletter, demo request forms, speaker or suggestion forms, attendee communications, virtual sessions, virtual networking features, screenshots, recordings, and virtual photo booth activities.

This Privacy Policy does not apply to third-party websites, exhibitor websites, sponsor pages, webinar tools, video platforms, social media platforms, payment tools, or other third-party services that may be linked to or embedded in our services. Those third parties operate under their own terms and privacy practices.

3. Information We Collect

3.1 Information You Provide Directly

We collect information you choose to provide, including when you:

• Subscribe to our newsletter: Email address
• Submit suggestions: Suggestion content, suggestion type (talk/product/other), and optionally your email address for follow-up
• Request product demos or contact exhibitors: Name, email address, company name (optional), phone number (optional), and message
• Register for the event: Name, email address, company/organization, job title, and professional interests
• Contact us: Name, email address, and message content
• Access admin features: Email address for authentication
• Use our virtual photo booth or similar interactive features: Photos, images, captions, or other content you choose to submit or generate
• Participate in live sessions or networking: Chat messages, Q&A submissions, profile information, or other content you choose to share

3.2 Information Collected Automatically

When you visit our Site or engage with our online event services, we may automatically collect certain information:

• Device Information: Browser type, operating system, device type
• Usage Data: Pages visited, time spent on pages, click patterns, session activity, referring URLs, and similar engagement data
• IP Address Information: We hash IP addresses for rate limiting, abuse prevention, and security monitoring; we do not intentionally store raw IP addresses where hashing is used
• Analytics Data: Aggregated data about site usage through Google Analytics 4 and Google Tag Manager
• Click Tracking: When you click external links to exhibitor or sponsor websites, we may log the item clicked, click location, timestamp, and destination URL, together with privacy-protective technical identifiers
• Anonymized Page Views: When you visit product showcase pages, we may record anonymized page view information to help exhibitors understand general interest and engagement trends
• Virtual Event Activity: Basic participation information such as session attendance, engagement with virtual features, and interactions with event content

3.3 Information from Third Parties

We may receive information from third parties, such as:

• Authentication providers: When you sign in via magic link, we receive your email address from our authentication provider
• Analytics providers: Aggregated and anonymized usage statistics
• Event technology providers: Technical and participation data generated through virtual event, streaming, networking, or photo booth tools

3.4 Please Don't Share Sensitive Information

Please do not submit sensitive personal information or special category data through our Site, forms, chat, virtual photo booth, or other event tools unless we specifically ask for it and clearly explain why it is needed.

4. How We Use Your Information

We use personal information for the following purposes:

4.1 Event Operations

• Process registrations and manage attendee access
• Operate, deliver, and improve the online event experience
• Facilitate connections between attendees and exhibitors
• Process and route demo requests
• Manage speaker, suggestion, and attendee submissions
• Support virtual sessions, networking, and interactive features

4.2 Communications

• Send event updates, reminders, schedule changes, and important announcements
• Respond to inquiries and support requests
• Send newsletter updates if you subscribed
• Follow up on suggestions or requests you submitted

4.3 Analytics, Security, and Improvement

• Understand how visitors and attendees use our Site and event features
• Measure engagement with content, exhibitors, and sponsors
• Generate aggregated and anonymized statistics
• Detect, prevent, and investigate abuse, fraud, spam, and security incidents
• Maintain the performance, integrity, and availability of our services
• Improve the design, functionality, and usefulness of CTW

4.4 Screenshots, Recordings, and Event Promotion

• We may capture screenshots, recordings, or other visual materials during live or virtual event activities
• We may use those materials to document the event and to promote current or future CTW events, content, products, or services
• This may include using screenshots, session captures, attendee-submitted photo booth images, chat excerpts, profile names, company names, likenesses, and other content visible within the event environment
• By participating in event spaces where screenshots, recordings, or photo booth content may be captured, you grant us the right to use, reproduce, publish, display, distribute, and adapt those materials for editorial, marketing, promotional, archival, and commercial purposes related to CTW

If a specific session, area, or feature is marked as private or off-record, we will aim to respect that designation. However, please use discretion when sharing information in any live, social, or interactive part of the event.

4.5 Legal and Business Purposes

• Comply with applicable laws, regulations, and lawful requests
• Enforce our terms, policies, and event rules
• Protect our rights, safety, property, systems, users, and business interests
• Establish, exercise, or defend legal claims

5. Legal Basis for Processing (GDPR)

For users in the European Economic Area (EEA) and the United Kingdom, we process personal data on one or more of the following legal bases:

• Consent: For example, when you subscribe to our newsletter, accept non-essential cookies, or choose to submit optional information
• Contract: Where processing is necessary to provide services you requested, such as event registration, attendee access, or demo request handling
• Legitimate Interests: For operating, securing, improving, and promoting our services, provided those interests are not overridden by your rights and freedoms
• Legal Obligation: Where we need to comply with applicable law

6. How We Share Your Information

We do not sell your personal information for money. We may share your information in the following situations:

6.1 Service Providers

We work with trusted service providers that help us operate CTW, such as hosting, analytics, authentication, email, media storage, and event technology providers. They may process personal information on our behalf and under our instructions.

• Supabase: Database hosting and authentication
• Vercel: Website hosting and deployment
• Google Analytics and Google Tag Manager: Website analytics
• Resend: Email delivery
• Cloudinary: Image hosting and optimization
• Other event technology providers: Virtual event, streaming, recording, networking, or photo booth functionality where applicable

6.2 Exhibitors, Sponsors, and Partners at Your Direction

When you request a demo, ask to be contacted, or otherwise choose to share your details with an exhibitor, sponsor, or partner, we may share the information you submitted so they can follow up with you.

Once your information is shared with that exhibitor, sponsor, or partner at your direction, they may process it under their own privacy notice and as an independent controller. We are not responsible for their separate privacy practices.

6.3 Public or Semi-Public Event Areas

Information you choose to share in chat, networking spaces, live Q&A, community-style features, screenshots, or virtual photo booth outputs may be visible to other attendees, exhibitors, speakers, or service providers involved in the event.

6.4 Legal Requirements and Protection

We may disclose information where required by law, regulation, legal process, or government request, or where we believe disclosure is necessary to protect our rights, enforce our agreements, investigate misuse, or protect the safety of users or others.

6.5 Business Transfers

If CTW or its organizers are involved in a merger, acquisition, restructuring, financing, asset sale, or similar transaction, personal information may be transferred as part of that process, subject to applicable law.

7. Data Retention

We keep personal information for as long as reasonably necessary for the purposes described in this Privacy Policy, including to operate the event, provide requested services, maintain records, comply with legal obligations, resolve disputes, prevent fraud, enforce our agreements, and establish or defend legal claims.

• Newsletter subscriptions: Until you unsubscribe or we discontinue the list
• Event registrations: Up to 2 years after the relevant event
• Demo requests: Up to 1 year after submission, unless a longer period is needed for follow-up, compliance, or dispute handling
• Suggestions and general inquiries: Up to 2 years
• Analytics data: According to our analytics settings and provider defaults, with aggregated or anonymized data potentially retained longer
• Click tracking and engagement trends: Up to 2 years
• Screenshots, recordings, and promotional media: For as long as reasonably useful for archival, editorial, promotional, legal, and business purposes, unless deletion is required by law
• Virtual photo booth content: For as long as reasonably necessary for event operations, attendee access, archives, and promotional use

In some cases, copies of information may remain in backups, logs, archives, or legally required records for a limited period after deletion from active systems.

8. Your Rights

Depending on where you live, you may have rights regarding your personal information.

8.1 For All Users

• Unsubscribe: Opt out of marketing emails at any time via the unsubscribe link
• Access: Request a copy of personal information we hold about you
• Correction: Request correction of inaccurate or incomplete information
• Deletion: Request deletion of your personal information, subject to applicable exceptions

8.2 For EEA/UK Residents

• Erasure: Request deletion of your personal data
• Data Portability: Receive certain data in a structured, machine-readable format
• Restrict Processing: Request that we limit certain processing
• Object: Object to processing based on legitimate interests
• Withdraw Consent: Withdraw consent at any time where processing is based on consent
• Complain to a Supervisory Authority: Lodge a complaint with your local data protection authority

8.3 For California Residents

• Right to Know: Request details about the personal information we collect, use, disclose, and share
• Right to Delete: Request deletion of personal information, subject to applicable exceptions
• Right to Correct: Request correction of inaccurate personal information
• Right to Non-Discrimination: We will not discriminate against you for exercising your privacy rights

To exercise any of these rights, please contact us at team@coworkingtechweek.com. We may need to verify your identity before fulfilling a request. In some cases, we may decline or limit a request where permitted by law.

We do not sell personal information for monetary consideration. We also do not knowingly share personal information for cross-context behavioral advertising except to the extent certain cookies or similar technologies may be considered sharing under applicable law. Please see our Cookie Policy for more details.

9. Data Security

We use technical and organizational measures designed to protect personal information, taking into account the nature of the information and the risks involved.

• Encryption: Data transmitted over HTTPS/TLS
• Access Controls: Limited access to personal information
• Authentication: Passwordless or other secure sign-in methods where used
• Database Security: Security rules and access restrictions on relevant systems
• Privacy-Protective Technical Measures: Hashing, rate limiting, abuse prevention, and monitoring where appropriate
• Review and Maintenance: Periodic security reviews and operational safeguards

No method of transmission or storage is completely secure, so we cannot guarantee absolute security.

10. International Data Transfers

Our service providers and event tools may operate in countries other than your own, including the United States and countries in the European Union. As a result, your information may be transferred to and processed in jurisdictions that may have different data protection laws.

Where required, we rely on appropriate safeguards for international transfers, such as standard contractual clauses, adequacy decisions, or other lawful transfer mechanisms.

11. Children's Privacy

CTW is intended for a professional audience and is not directed to children under 16 years of age. We do not knowingly collect personal information from children under 16. If you believe a child has provided us with personal information, please contact us at team@coworkingtechweek.com and we will take appropriate steps.

12. Third-Party Links and Services

Our Site and event experience may contain links to third-party websites, exhibitor pages, sponsor tools, webinar platforms, social media services, scheduling tools, or embedded content. We are not responsible for the privacy, security, or data practices of those third parties.

When you leave our Site or interact directly with a third-party tool, that third party's terms and privacy notice will apply.

13. Cookies and Tracking Technologies

We use cookies and similar technologies to keep the Site working, understand usage, measure performance, and improve the CTW experience. For more detail about the cookies we use and the choices available to you, please see our Cookie Policy.

14. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. If we make changes, we will post the updated version on this page and update the "Last Updated" date. Where required by law, or where changes are material, we may also provide additional notice by email or through the Site.

Your continued use of the Site or our services after the effective date of the updated Privacy Policy means the updated policy will apply going forward.

15. Contact Us

If you have questions, concerns, or privacy requests, please contact us:

If you are in the EEA or UK, you also have the right to contact your local data protection authority.