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PRIVACY & COOKIE POLICY

EventFlowOps
Last Updated: 15 January 2026

1. Introduction

EventFlowOps (“we”, “us”, or “our”) operates a managed event operations platform used by organisations to plan, schedule, and coordinate programme delivery and event activities.

From our base in Madrid, Spain, we support event organisers, programme managers, and operations teams running ongoing and concurrent activities across multiple venues and locations. Our platform is used continuously as part of everyday operational work.

This Privacy & Cookie Policy explains how we collect, use, store, and protect personal data when:

  • You visit our website
  • You contact us
  • You engage EventFlowOps to provide event operations services
  • You interact with environments we operate on behalf of clients

2. Company Details

Company Name:
EventFlowOps

Headquarters:
Madrid, Spain

Privacy Contact Email:
privacy@eventflowops.com

3. Our Role in Data Processing

Data Controller
When processing personal data for our own purposes, including website enquiries, commercial discussions, and vendor communications.

Data Processor
When operating event coordination environments on behalf of clients. In these cases, the client remains the data controller and EventFlowOps processes personal data strictly under contractual instruction.

4. Categories of Personal Data We Collect

Business Contact Information

  • Name
  • Company name
  • Job title
  • Business email address
  • Telephone number
  • Information voluntarily submitted through enquiries

Event Operations Environment Data (Client Systems)

  • User account identifiers
  • Access logs
  • Scheduling records
  • Task assignments
  • Venue coordination data
  • Operational activity logs

Where such data includes personal data, it is processed solely in accordance with client instructions.

Website & Technical Information

  • IP address
  • Browser type
  • Device information
  • Pages visited
  • Time spent on pages
  • Referral source

5. Why We Process Personal Data

  • Respond to enquiries
  • Operate and maintain event operations environments
  • Ensure continuity and reliability of services
  • Maintain visibility across active event programmes
  • Monitor performance and platform stability
  • Maintain system security
  • Comply with legal obligations

EventFlowOps does not sell personal data.

6. Legal Basis for Processing (EU GDPR)

Where GDPR applies, we rely on:

  • Contractual necessity (providing agreed services)
  • Legitimate interests (ensuring reliable operational systems)
  • Legal obligation
  • Consent (where required, including for non-essential cookies)

7. Your Rights (EU & UK Residents)

If you are located in the European Union or United Kingdom, you may have the right to:

  • Access your personal data
  • Rectify inaccurate data
  • Request erasure
  • Restrict processing
  • Object to processing
  • Request data portability
  • Withdraw consent

You may lodge a complaint with your local supervisory authority.

8. Data Sharing

We may share personal data with:

  • Technology and hosting providers
  • Monitoring and support partners
  • Professional advisers
  • Regulatory authorities where legally required

All third parties are required to implement appropriate safeguards.

9. International Data Transfers

As EventFlowOps supports organisations operating across different regions, personal data may be transferred outside Spain or the European Economic Area.

Where required, we implement appropriate safeguards such as Standard Contractual Clauses or other legally recognised transfer mechanisms.

10. Data Retention

We retain personal data only for as long as necessary to support active engagements, maintain operational records, and comply with legal requirements.

Website enquiry data is typically retained for up to 24 months unless a longer commercial relationship is established.

Retention of client platform data is governed by contractual agreements.

11. Data Security

EventFlowOps implements appropriate technical and organisational measures to protect personal data, including controlled access to systems, monitoring, structured change management, and operational continuity controls.

12. What Are Cookies?

Cookies are small text files stored on your device when you visit a website. They help websites function properly and provide insight into usage patterns.

13. Types of Cookies We Use

Essential Cookies – Required for core website functionality, secure navigation, and system stability.

Analytics Cookies – Used to monitor website traffic and improve usability. Where required under EU law, analytics cookies are placed only after consent.

Marketing Cookies – EventFlowOps does not currently use advertising or behavioural marketing cookies.

14. Managing or Withdrawing Consent

You may accept or reject non-essential cookies via our cookie banner or adjust your browser settings to block or delete cookies at any time.

15. Children’s Data

Our services are directed at professional and business users. We do not knowingly collect personal data from children.

16. Updates to This Policy

We may update this Privacy & Cookie Policy periodically. The latest version will always be available on our website with the updated revision date displayed above.