Privacy Policy
Cloud Tech Events OÜ (registry code: 17187534) is responsible for the processing of your personal data in connection with the Cloud Tech Tallinn conference and website.
- Registered address: Harju maakond, Tallinn, Kesklinna linnaosa, Liivalaia tn 11/1-12, 10118, Estonia
- Email: [email protected]
- Website: cloudtechtallinn.com
- Effective date: 10.02.2023
- Last updated: 14.06.2026
We are committed to handling your personal data responsibly and transparently, in accordance with the EU General Data Protection Regulation (GDPR) and applicable Estonian data protection law.
1. What personal data we collect
When you register as an attendee
We collect the information you provide during ticket purchase: your name, email address, employer, job title and billing details. You may optionally provide dietary requirements or accessibility needs to help us accommodate you at the event.
When you apply as a speaker
We collect your name, email address, employer, biography, session proposals and any social media profiles or links you include in your submission. If your session is accepted, your name, photo (if provided), employer and session details are published on the conference website and event programme.
When you sign up for our newsletter
We collect your email address and, optionally, your name. We use this to send you updates about Cloud Tech Tallinn and future editions.
When you visit our website
Our website collects technical data including your IP address, browser type, pages visited, and time of visit. This data is used to maintain and improve the website. We also use cookies - see Section 8.
2. Why we collect your data and the legal basis
| Purpose | Legal basis |
|---|---|
| Processing your ticket registration and managing your attendance | Performance of a contract (Article 6(1)(b) GDPR) |
| Communicating essential event information before, during, and after the event | Performance of a contract (Article 6(1)(b) GDPR) |
| Processing speaker applications and managing the CFP process | Performance of a contract / legitimate interest (Article 6(1)(b) and (f) GDPR) |
| Publishing accepted speaker profiles on the website and programme | Legitimate interest - promoting the event programme (Article 6(1)(f) GDPR) |
| Sending newsletters and updates about future editions | Consent (Article 6(1)(a) GDPR) |
| Sharing your contact details with sponsors (opt-in only) | Consent (Article 6(1)(a) GDPR) |
| Retaining financial records for accounting and legal compliance | Legal obligation (Article 6(1)(c) GDPR) |
| Website analytics and technical administration | Legitimate interest (Article 6(1)(f) GDPR) |
3. Sponsor data sharing
Cloud Tech Tallinn is a sponsored event. Headline sponsorship tier includes access to an opted-in attendee contact list.
How this works
During registration, you are given the option to share your name and email address with named event sponsors. This is a voluntary, explicit opt-in - it is not pre-ticked and does not affect your ability to attend. If you opt in, your name and email will be shared with the sponsors you consented to, who become independent data controllers for that data and may contact you in connection with their products, services, or activities.
Lead Scan at the event
Headline and Gold sponsors use a Lead Scan app that allows them to scan your attendee badge at the event. Scanning is initiated by the sponsor, but you control the interaction. You decide whether to let your badge be scanned. If scanned, the sponsor receives your name, employer and email address and becomes an independent data controller for that data.
Roundtable host lists
If you pre-register for an Expert Roundtable hosted by a sponsor, your name and email are shared with the Roundtable host for session coordination purposes.
We do not sell your data. We do not share attendee data with sponsors beyond the mechanisms described above.
4. Photography and recordings
Cloud Tech Tallinn photographs and makes recordings during the event. These materials are used on the conference website, social media channels and in promotional materials for future editions.
By attending the event, you acknowledge that photography and recording take place. If you are captured in an image used in promotional materials and would prefer to be removed, contact us at [email protected] and we will action your request.
5. Service providers we work with
We use trusted third-party service providers to operate the conference. These providers process data on our behalf and are bound by data processing agreements. They do not use your data for their own purposes. Providers include:
- Fienta - ticket registration, payment and attendee management
- Hubspot - newsletter and event communications
- Sessionize - speaker application and session management
We will update this list if our service providers change significantly.
6. How long we keep your data
We retain personal data only for as long as necessary for the purposes described in this policy. When data is no longer needed, we delete it. You may request deletion at any time by contacting [email protected].
Note that financial and billing records are subject to Estonian accounting law, which requires us to retain them for 7 years regardless of deletion requests.
7. Your rights
Under GDPR, you have the following rights in relation to your personal data:
Right of access
You can request a copy of the personal data we hold about you.
Right to rectification
You can ask us to correct any inaccurate or incomplete data.
Right to erasure
You can request that we delete your data, subject to any legal obligations that require us to retain it.
Right to restrict processing
You can ask us to pause certain uses of your data while a dispute is resolved.
Right to data portability
You can request your data in a structured, commonly used, machine-readable format.
Right to object
You can object to processing based on legitimate interest, including direct marketing.
Right to withdraw consent
Where processing is based on consent (e.g., newsletter subscription, sponsor data sharing), you may withdraw that consent at any time. Withdrawal does not affect the lawfulness of processing that occurred before withdrawal.
To exercise any of these rights, contact us at[email protected]. We will respond within 30 days.
8. Cookies
Our website uses cookies to provide core functionality and understand visitor behaviour. You can manage your cookie preferences through your browser settings at any time.
We use:
- Strictly necessary cookies - required for the website to function. No consent needed.
- Analytics cookies - help us understand how visitors use the site. Used only with your consent.
We do not use cookies for advertising or cross-site tracking.
9. Data security
We take appropriate technical and organisational measures to protect your personal data from unauthorised access, loss or disclosure. Access to personal data is limited to team members and service providers who require it to perform their role. No method of transmission or storage is completely secure and we cannot guarantee absolute security - but we will notify you and the relevant supervisory authority in the event of a breach where required by law.
10. Supervisory authority
If you have concerns about how we handle your personal data that we have not been able to resolve, you have the right to lodge a complaint with the Estonian Data Protection Inspectorate (Andmekaitse Inspektsioon):
- Website: aki.ee
- Email: [email protected]
- Phone: +372 627 4135
If you are based in another EU/EEA country, you may also contact your local supervisory authority.
11. Updates to this policy
We may update this policy as our practices change or as legislation requires. When we make material changes, we will post the revised policy on this page with an updated effective date. We encourage you to review this page before each event.
12. Contact
For any questions about this policy or to exercise your data rights:
- Email: [email protected]
- Organising entity: Cloud Tech Events OÜ, Estonia