Privacy policy

1. Who we are

Registration Portal runs this registration service and is responsible for the personal data you submit. Contact: the organiser.

2. What we collect

• Details you enter: full name, email address, mobile number and any other fields shown on the form (for example organization, or — only if the form asks for them — address, date of birth, gender, photo).
• Consent records: when you accepted the terms and this policy, and which version.
• Technical data: the IP address used to register, kept to detect abuse.
• Verification records: when your QR code was scanned and the result.

Your personal details are not stored inside the QR code. It contains only a random code that links to your registration. Anyone who scans your QR code can see your name, registration ID and whether the registration is valid — never your email, phone number or other details — so share the code only with staff.

3. Why we use it

• To create and manage your registration and verify it at entry.
• To send you confirmation and status messages by email and SMS.
• To prevent duplicate, fraudulent or automated registrations.
• To meet legal obligations.

We do not sell your data or use it for advertising.

4. Who can see it

• Our authorised staff, according to their role. Door staff see only what they need to verify you; your contact details are partly hidden from them.
• Service providers that deliver our messages (email and SMS) and host the service, only to perform that service.
• Authorities, where the law requires it.

5. How long we keep it

Active registrations are kept while the registration is valid. Archived, cancelled or rejected registrations — including any photo and QR codes — are permanently deleted after 365 days. Activity logs are deleted after 730 days. Backups are overwritten on a rolling basis.

6. How we protect it

Encrypted connections (HTTPS), access limited by staff role, an audit trail of staff actions, encrypted and access-controlled backups, and QR codes stored only in a protected form.

7. Your rights

You can ask us to see, correct or delete your personal data, or to withdraw your consent, by writing to the organiser. Withdrawing consent may mean we must cancel your registration. You can also complain to the data protection authority in your country.

8. Changes

We may update this policy. The date at the top shows the latest version.