Vespa Velutina Day · 2027
Privacy
Protection of data relating to the event on 6 March 2027.
Data controller
Vespa-alert ASBL J. B. Vandenboschstraat 3, 1652 Beersel, Belgium Enterprise number: 1037.978.291 Contact: info@vespavelutinaday.be
Data concerned
Depending on your request: email address, first name, last name, organisation, profile and language; role or occupation, postcode and areas of interest (optional); consent, invitation, registration, waiting-list, cancellation and check-in data. Technical data may also be processed to secure the website. Optional satisfaction survey responses: ratings for the day, talks, organisation, catering and venue; selected topics, interest in a future edition, optional comment and submission time. The form does not ask for a name or email and responses are not linked to a registration; a comment may still contain identifying details if you enter them. Optional preference for the day of a future edition (a weekday, Saturday, Sunday or no preference).
Use of data
Manage pre-registrations, registrations, invitations, available places and the waiting list; send information about this edition, tickets and reminders; manage check-in and answer participants’ requests. Optional role, postcode and interest data also help prepare future editions, but are not used to send communications without separate consent. Satisfaction survey responses are used to evaluate the day and prepare future editions. They are not used to contact respondents.
Proposed legal bases
Pre-registration and requested information about the 2027 edition: consent, which may be withdrawn at any time. Registration, ticket, waiting list, cancellation and essential reminders: performance of the participation agreement requested (GDPR Article 6(1)(b)), provided that the agreement is formalised and data is limited to what is necessary. Additional fields must be optional or separately justified. Website security and abuse prevention: legitimate interest in protecting the service (Article 6(1)(f)), following documented assessment of necessity, proportionality and the balance of rights. Automatic VIP invitations: only after a request or documented agreement to receive an invitation for 2027; being a personal contact does not itself constitute consent. Communications about future editions: separate, optional consent. Additional fields must be optional or have a separate justification. Role or occupation, postcode and areas of interest are optional and proposed to help prepare future editions; their necessity and legal basis must be confirmed before publication.Optional satisfaction survey: legitimate interest in evaluating and improving the event (GDPR Article 6(1)(f)), subject to documenting necessity, proportionality and the balancing assessment before launch. Taking part is optional; you may object to this processing.
Access and sharing
Participant data is restricted to authorised members of the organising team. It is not shared with Brussels Environment, partners or sponsors. LWS provides hosting and email as a technical service provider. LWS states that its data centres and mail servers are in France. The processing and backup terms of the plan used still need to be checked. Survey responses are accessible to authorised members of the organising team and to LWS as the technical hosting provider. They are not shared with partners or sponsors.
Retention
Pre-registration and registration data is kept for no more than one year after the event, until 6 March 2028, and then deleted or anonymised. Data no longer needed may be deleted sooner. Separate retention periods must be specified for technical logs, backups and any accounting documents.Satisfaction survey responses are retained no later than 6 March 2028, then deleted or anonymised. Comments that are no longer needed may be deleted earlier.
Your rights
Under the conditions set out in the GDPR, you may request access, rectification, erasure or restriction, and exercise objection or portability rights where applicable. Where processing relies on consent, you may withdraw it without affecting earlier lawful processing. Contact: info@vespavelutinaday.be. You may also complain to the Belgian Data Protection Authority.
Photos, videos and publication
Photos and videos are planned to report on the day and promote future editions, on the organiser’s website and on Facebook, Instagram and YouTube. The specific publishing accounts will be announced before filming or photography. Registration and acceptance of the conditions are not blanket permission to use your image. For portraits, interviews and other images featuring you prominently, separate, optional and documented agreement will be requested for capture and then publication, distinguishing reporting from promotion of future editions. Refusal does not prevent participation. For atmosphere shots, the team will announce filming areas and arrangements. Tell check-in staff and the photographer if you do not want to appear; practical arrangements to avoid identifiable images of you remain to be specified. Full recording of talks has not been decided. If it goes ahead, speakers will be informed and a specific agreement established before recording, covering image, voice, presentation materials and publication uses. Audience questions will not be recorded in an identifiable way without appropriate information and agreement. To report an image or withdraw consent, contact info@vespavelutinaday.be and identify the publication. The organiser can act on its own publications, but cannot guarantee removal of copies already shared by third parties. For atmosphere shots containing identifiable people, the legal basis and any legitimate-interest balancing assessment must be documented before use; displaying a notice is not itself a legal basis. Published images are publicly accessible. Social platforms may process them under their own rules, with possible transfers outside the European Economic Area to be checked for the platforms selected. Unselected raw photos and videos are deleted no later than six months after the day, on 6 September 2027. Selected images, the source files needed for them and publications are retained for a maximum of five years after the day, until 6 March 2032, for reporting and promotion of future editions. Their usefulness is reviewed annually; images no longer needed are deleted earlier. Withdrawal of consent or a justified request may also lead to earlier removal. At the deadline, the organiser removes the relevant images from the media and accounts it controls. These periods do not automatically apply to full recordings of talks: if made, their duration will be set in the specific agreement with each speaker. Retention of evidence of agreement remains to be defined separately. The 6 March 2028 deadline for registrations is unchanged.
Future editions
A pre-registration or registration for the 2027 edition is not consent to receive communications about future editions. Optional role, postcode and areas-of-interest data may be used to prepare those editions, but not to send communications without separate consent.
With the support of Brussels Environment
