1. Introduction
This privacy notice explains how personal data may be processed when you register for or attend an event powered by the Delekit event management platform.
Delekit provides technology used by event organisers to manage event registrations, check-ins, badge printing, session attendance tracking, and event reporting.
In most cases:
the event organiser acts as the Data Controller
Delekit Ltd acts as the Data Processor
This means the organiser determines how and why personal data is processed.
If you have questions about how your data is used for a particular event, you should contact the event organiser directly.
2. Who We Are
The Delekit platform is operated by:
Delekit Ltd
71-76 Shelton Street
London
WC2H 9JQ
United Kingdom
Company Number: 09219707
If you have questions about how Delekit processes personal data you may contact:
Email: dpo@delekit.com
3. Role of Delekit and Event Organisers
For most events powered by Delekit:
The event organiser is the Data Controller and determines how attendee information is used.
Delekit Ltd acts as the Data Processor and processes personal data on behalf of the organiser in order to provide the platform services.
This includes hosting the platform, processing registrations, and enabling event technology such as check-in scanning and reporting.
4. Personal Data That May Be Collected
The specific information collected depends on the registration form configured by the event organiser.
Personal data collected may include:
Name
Email address
Telephone number
Organisation or company
Job title or role
Registration details
Session selections
Attendance status
Event check-in timestamps
Badge identifiers
QR code identifiers
RFID or NFC credential identifiers
Meeting bookings
Networking interactions
Dietary requirements
Accessibility requirements
Other information requested by the event organiser
Event organisers may configure additional custom fields depending on the requirements of the event.
5. Event Attendance Tracking
During an event, Delekit technology may be used to record participation and attendance.
This may include:
event entrance check-in
session attendance scanning
entry and exit scanning
networking badge scans
meeting participation
attendance analytics
These systems allow organisers to understand attendance levels and engagement with event sessions or activities.
6. Lawful Basis for Processing
The lawful basis for processing personal data is determined by the event organiser as the Data Controller.
This may include one or more of the following legal bases under the UK GDPR:
Performance of a contract
Processing is necessary in order to manage your event registration and attendance.
Legitimate interests
Processing may be necessary for event administration, attendance tracking, and reporting.
Consent
Where required, organisers may rely on consent for specific processing activities such as marketing communications.
You should refer to the organiser’s own privacy policy for details of their specific lawful basis.
7. Data Sharing
The event organiser may choose to share attendee information with third parties such as:
event sponsors
exhibitors
event partners
event service providers
Delekit does not determine how such data is shared and does not control third-party use of that information.
You should consult the organiser’s privacy policy to understand how your data may be shared.
8. How Delekit Uses Data
As a technology provider, Delekit processes personal data in order to:
provide event registration services
manage attendee records
support check-in and attendance tracking
enable badge printing and credential management
support event mobile applications
generate event reporting and analytics
provide customer support and platform maintenance
Delekit may also process fully anonymised and aggregated information for the purposes of:
platform performance monitoring
product development
service improvement
This information does not identify individual attendees.
9. Data Storage and Security
The Delekit platform uses secure cloud infrastructure and appropriate technical and organisational measures to protect personal data.
These measures include:
encrypted connections using TLS
role-based access controls
strong authentication controls
system monitoring
infrastructure security controls
regular backups
Platform infrastructure is primarily hosted within the United Kingdom using Amazon Web Services (AWS).
10. Sub-processors
Delekit uses trusted third-party service providers to operate the platform.
These providers may include services for:
cloud hosting
network security
communication services
payment processing
Current providers may include:
Amazon Web Services (AWS)
Cloudflare
Microsoft
Stripe
These providers process data only as required to operate the platform and are subject to contractual data protection obligations.
11. International Data Transfers
Where personal data is transferred outside the United Kingdom or European Economic Area, appropriate safeguards will be implemented.
These safeguards may include:
adequacy decisions
the UK International Data Transfer Agreement (IDTA)
the UK Addendum to EU Standard Contractual Clauses
12. Data Retention
Event organisers determine how long attendee data is retained.
Personal data may be retained:
for the duration of the event
for post-event reporting and analysis
until the organiser deletes the data
where required by law
Delekit may retain data for limited periods as part of system backups or security logs.
13. Your Data Protection Rights
Under UK data protection law, you may have rights including:
the right to access your personal data
the right to correct inaccurate information
the right to request deletion of your data
the right to restrict processing
the right to data portability
the right to object to processing
Because the event organiser controls the data, these requests should normally be directed to the event organiser.
If Delekit receives a request directly, it may forward the request to the organiser where appropriate.
14. Complaints
If you believe your data has been processed unlawfully, you have the right to lodge a complaint with the UK data protection regulator:
Information Commissioner’s Office (ICO)
https://ico.org.uk
15. Changes to This Notice
This privacy notice may be updated from time to time to reflect changes in legal requirements or platform functionality.
