PRIVACY NOTICE – EVENTS

(PHOTO/VIDEO, ATTENDANCE LIST, GUEST BOOK)

Last updated: 2026.03.06.

1. Purpose of this Notice
This Event Privacy Notice explains how KELAKO Engineering Kft. (“KELAKO”, “we”, “us”) processes personal data in connection with our offline/online events, including invitations/RSVP, attendance management, photography/videography, guest book messages, and event-related communications.

This notice is specific to EVENTS. For website browsing, cookies and analytics, please refer to our separate Website Privacy/Cookie Notice published on www.kelakoengineering.com.

2. Data Controller (KELAKO)
2.1 Company details
Name: KELAKO Engineering Kft.
Tax number: 32084737-2-13
Company registration number: 13-09-222719
Central e-mail: info@kelakoengineering.hu

2.2 Data protection contact
For privacy matters you can contact us at:
E-mail: info@kelakoengineering.hu
Alternative contact (event/privacy requests): ak@kelakoengineering.com

We keep privacy-related requests and our responses for a limited time (see Section 7 – Retention).

3. Event-related Processing Activities
We may carry out the following processing activities, depending on the specific event.

3.1 Invitations / RSVP / Event communications
Data: name, e-mail address, phone number (if provided), company/role (if provided), RSVP status, communication content.
Purpose: sending invitations, confirming attendance, providing event information (e.g., schedule/location), managing guest lists and capacity, and coordinating entry.
Legal basis: our legitimate interest in organizing the event and communicating with invitees/participants; and/or steps taken at your request prior to entering into an agreement (where applicable).
Recipients/processors: e-mail/IT service providers; event partners strictly where necessary for organization.
Retention: typically up to 12 months after the event (or longer if needed to handle disputes/claims or to comply with legal obligations).

3.2 On-site attendance list (Sign-in sheet)
Data: name, signature; e-mail (optional); consent choice (if used).
Purpose: access management, event administration, and documenting consent choices where applicable.
Legal basis: legitimate interest (event administration/security) and/or consent (where you voluntarily provide optional details or consent to identifiable close-ups/portraits).
Retention: typically up to 3 years after the event, then securely destroyed.

3.3 Photography & Videography at the event
Data: image/likeness, voice, recording time and place; any content captured during the event.
Purpose: event documentation; KELAKO communications and marketing (website, social media, press/PR materials).
Legal basis:
- legitimate interest for general event coverage (e.g., atmosphere shots, crowd/scene footage), and
- consent where applicable for identifiable close-ups/portraits or interview-style recordings.
How to opt out: if you do not want identifiable close-ups, you can request a “NO PHOTO/VIDEO” sticker/wristband at the entrance and/or inform our staff. We will make reasonable efforts to respect your choice. Please note that it may not always be possible to fully avoid inclusion in wide crowd/scene shots.
Recipients/processors: photographers/videographers acting on our behalf; PR/press partners where necessary; social media platforms where we publish content.
International access: content posted online may be accessible worldwide and may involve processing outside the EEA depending on the platform providers (see Section 5).
Retention:
- raw footage: typically up to 12 months,
- selected marketing assets: typically up to 3 years,
- published content: until removed or replaced (e.g., social media posts may remain until deleted).

3.4 Guest book (keepsake)
Data: your message and any name/signature or other information you choose to write.
Purpose: keeping a memorabilia/record of the event (internal archive); optionally quoting anonymous feedback in communications.
Legal basis: consent (you decide whether to write, and what to write).
Important: please avoid writing sensitive personal data (e.g., health, political opinions, etc.).
Retention: the physical guest book is kept as a keepsake/archive. If you want your identifiable entry not to be used in publications (or want it removed from any digital copy), contact us at the e-mail above.

3.5 Press / third-party recordings
Journalists, guests, or partners may also take photos/videos for their own purposes. In such cases, they act as independent controllers and are responsible for their own compliance. We may coordinate press presence, but we do not control third-party processing.

4. Data Processing, Access, and Confidentiality
Access to personal data is limited to KELAKO staff and contractors who need it for event organization and communications. We apply role-based access and confidentiality obligations.

5. Transfers and International Processing
If we publish content on global platforms (e.g., social media/video platforms), personal data may be processed outside the EEA depending on the provider’s infrastructure. Where applicable, transfers are safeguarded using the provider’s contractual and technical measures (e.g., Standard Contractual Clauses and security controls), as offered by those providers.

6. Storage and Security
We store personal data:
- in physical form (e.g., attendance sheets) at our premises: 2030 Érd, Porcsinrózsa utca 55, Hungary, and/or
- in electronic form via our IT systems and service providers.
We apply reasonable organizational and technical measures to protect data against unauthorized access, loss, alteration, or disclosure.

(Website hosting information – if you publish this notice on the website)
Hosting provider: ZeroTime Services Kft. / WebHostIcon
Registration number: Cg.13-09-147733
VAT number: 23386031-2-13
Address: 2013 Pomáz, Mikszáth Kálmán utca 36/4.
E-mail: ugyfelszolgalat@webhosticon.hu
Website: https://webhosticon.hu/

7. Retention (Summary)
- RSVP/invitation communications: typically up to 12 months after the event
- Attendance sheets: typically up to 3 years after the event
- Raw photo/video: typically up to 12 months
- Selected marketing assets: typically up to 3 years
- Published posts: until removed/replaced
- Privacy requests and correspondence: typically up to 3 years

We may retain data longer if required by law or necessary to establish, exercise, or defend legal claims.

8. Data Subject Rights
You may request: access, rectification, erasure, restriction, portability, and you may object to processing based on legitimate interests. Where processing is based on consent, you can withdraw consent at any time (withdrawal does not affect lawfulness before withdrawal).
Requests: info@kelakoengineering.hu or ak@kelakoengineering.com
We aim to respond within 30 days.

9. Complaints (Supervisory Authority – Hungary)
You have the right to lodge a complaint with the Hungarian supervisory authority:
Nemzeti Adatvédelmi és Információszabadság Hatóság (NAIH)
Address: 1055 Budapest, Falk Miksa utca 9–11.
Postal address: 1363 Budapest, Pf.: 9.
Phone: +36 (1) 391-1400
Fax: +36 (1) 391-1410
E-mail: ugyfelszolgalat@naih.hu
Website: http://www.naih.hu

10. Updates to this Notice
We may update this Event Privacy Notice from time to time. The current version is available on www.kelakoengineering.com. Material changes will be published on the website and, where appropriate, communicated to event participants.