Specific privacy statement

One of the obligations of event organizers is to define and comply with a specific privacy policy for each event. (Get to know other obligations of the organizers, as well as the rights of the participants)

If you have any doubts, or do not know where to start, we offer you here a generic suggestion that might help.

Do not forget, however, that in addition to a written privacy statement, you have to fulfill all the commitments and, in doubt, it is always best to use an accessible, direct and honest language.

Below is our suggestion, based on the specific privacy statement used by the European Commission itself.

Declaration of Commitment

We respect your privacy. We have strict safeguards that prevent anyone from accessing your personal data. We do not disclose personal information to third parties.

XPTO is committed to data privacy. The protection of natural persons with regard to the processing of personal data is based on Regulation (EC) No 45/2001 of the European Council and Parliament.

Description of the service

XPTO is a part of XPTO. The event registration form is distributed under the supervision of XPTO.

Which data do we collect?

We only collect the personal data required to register for our events, ie, name – add relevant data – and email address.

Who has access to your personal data?

Only a limited number of XPTO members have access to your personal data. These employees work in both the XPTO and XPTO departments. We do not disclose personal information to third parties.

How is your data stored?

Your personal data is stored in our computer system and that of our partners, which fully respect European regulations. The rules on confidentiality and protection of personal data are respected during processing as provided for in Regulation (EC) No 45/2001.

For how long is your personal data kept?

After the event ends, your personal data will be stored in our databases for an XPTO period (we recommend a term not exceeding 6 months). At the end of this period, all data that may identify you will be erased, and only the data useful for statistical purposes will be kept.

Data protection officer

If you have questions or concerns about the information provided when you register for an event, or if you have a complaint about the collection and use of your personal data, you may contact the data protection officer using the following contact details:

Data protection officer


Complaints in the event of a dispute with the data protection officer may be addressed to the European Data Protection Supervisor.

We emphasize that the above text is only a suggestion and will have to be adapted to the characteristics of your event and the practices established in your organization. Smart.beamian is not responsible for the free use of the above text. If you would like our help to elaborate terms and conditions and/or a privacy policy tailored to your event, please contact our team.

Return to our GDPR index: Are your events ready for the GDPR?

Still have questions about this? Talk to us!

Sergio Pinto

Sergio Pinto

With more than 15 years of experience in IT and telecom industry has passed the last years investigating and developing tech solutions for the events industry.