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Privacy Policy

Last updated: 2026-06-17

This Privacy Policy explains how your personal data is collected and used in connection with Plone Conference 2026 ("the Conference"), held 21–27 September 2026 at Van der Valk Maastricht, Netherlands.

1. Data Controller

The controller of your personal data is:

Cosent B.V.
Capucijnenstraat 21 C03, 6211 RN Maastricht, Netherlands
KvK: 14076058 · BTW: NL811863608B01
Contact for privacy matters: [email protected]

2. What Data We Collect

Depending on how you interact with the Conference, we may process:

  • Registration data: name, e-mail address, organisation, job title, country, and ticket category.
  • Billing data: billing address, VAT number (if provided), and invoice records.
  • Payment data: processed by our ticketing and payment providers; we do not store full card details ourselves.
  • Dietary requirements, where you provide them, so we can cater appropriately. These may reveal information about your health or beliefs and are processed only with your consent.
  • Accessibility requirements, where you provide them, so we can accommodate your participation. These may constitute health data and are processed only with your consent.
  • Correspondence: the content of e-mails and messages you send us.
  • Photographs, video, and audio captured at the event (see clause 7).
  • Website usage data, where applicable (see clause 9).

3. Why We Use Your Data and on What Legal Basis

Purpose Legal basis (GDPR Art. 6)
Process your registration, issue tickets, and grant admission Performance of a contract (Art. 6(1)(b))
Issue invoices and keep financial records Legal obligation (Art. 6(1)(c))
Communicate with you about the Conference (practical information, changes) Performance of a contract (Art. 6(1)(b))
Cater to dietary and accessibility needs Your explicit consent (Art. 6(1)(a) and Art. 9(2)(a))
Ensure safety, order, and security at the venue Legitimate interests (Art. 6(1)(f))
Document and promote the Conference and the Plone community Legitimate interests (Art. 6(1)(f)); consent where required
Send you information about future Plone events, if you opt in Your consent (Art. 6(1)(a))

4. Who We Share Your Data With

We share your data only as necessary to deliver the Conference, with:

  • Tito Publishing Ltd (ti.to) — registration and ticketing platform.
  • Our payment provider — to process payments.
  • The venue (Van der Valk Maastricht) — for catering and on-site logistics, limited to what is necessary (for example, aggregated dietary needs).
  • Service providers who assist us with e-mail, hosting, and event operations, acting as processors on our instructions.
  • The Plone Foundation and the wider Plone community — only for event documentation and promotion, and only to the extent described in clause 7.

We do not sell your personal data.

5. International Transfers

Your data is processed within the European Economic Area (EEA) wherever possible. Where a provider processes data outside the EEA, we ensure an adequate level of protection through appropriate safeguards such as the European Commission's Standard Contractual Clauses.

6. How Long We Keep Your Data

  • Financial and invoice records: 7 years, as required by Dutch tax law.
  • Registration and contact data: retained for the duration of the Conference and deleted or anonymised within [CONFIRM: 24] months afterwards, unless you have consented to hear about future events.
  • Dietary and accessibility data: deleted within [CONFIRM: 3] months after the Conference.
  • Photographs, video, and audio: retained for archival and promotional purposes (see clause 7).
  • Marketing consent data: retained until you withdraw consent.

7. Photography, Filming, and Recording

Sessions and public areas of the Conference may be photographed, filmed, recorded, and live-streamed. This material may be used by the Organiser and the Plone community for documentation, reporting, and promotion, in print, online, and on social media. If you do not wish to be featured, please contact us at [email protected] or speak to event staff on site; we will make reasonable efforts to accommodate your request but cannot guarantee exclusion from wide-angle or audience shots.

8. Your Rights

Under the GDPR you have the right to:

  • access the personal data we hold about you;
  • request correction of inaccurate data;
  • request erasure of your data;
  • restrict or object to processing;
  • data portability;
  • withdraw consent at any time, where processing is based on consent, without affecting prior processing.

To exercise any of these rights, contact us at [email protected]. You also have the right to lodge a complaint with the Dutch Data Protection Authority, the Autoriteit Persoonsgegevens (autoriteitpersoonsgegevens.nl).

9. Cookies and Website Analytics

The Conference website (2026.ploneconf.org) uses the following:

  • Strictly necessary cookies required for the website to function. These do not require consent.
  • Matomo for website analytics, to understand how the website is used and to improve it. We operate Matomo in a privacy-respecting configuration [CONFIRM: self-hosted / Matomo Cloud] with IP addresses anonymised and data not shared with third parties for their own purposes. Where Matomo is configured to set analytics cookies, these are used only with your consent; where it is configured to run without cookies, the legal basis is our legitimate interest in measuring and improving the website (Art. 6(1)(f) GDPR).
  • Cloudflare Web Analytics ("Cloudflare insights") for privacy-friendly, aggregated traffic measurement. Cloudflare Web Analytics does not use cookies and does not track individuals across websites or over time. Cloudflare also processes limited technical data (such as your IP address) as our hosting and content-delivery provider to deliver and secure the website. The legal basis is our legitimate interest in operating, securing, and measuring the website (Art. 6(1)(f) GDPR).

Where consent is required for analytics cookies, you can give or withdraw it at any time through the cookie banner on the website. Withdrawing consent does not affect the lawfulness of processing carried out before withdrawal.

10. Changes to This Policy

We may update this Policy where necessary. The current version is always available at https://2026.ploneconf.org/about/privacy-policy.

11. Contact

For any question about this Policy or your personal data, contact us at [email protected].