Etapa Hub #EtapaPharma – Privacy Policy

Company: Etapa Hub s.r.o.
Address: Tupolevova 713, Praha 9, 199 00, Czech Republic
Company ID: 28162374
VAT ID: CZ28162374
Email: hello@etapahub.com

Etapa Hub s.r.o. ("Etapa Hub", "we", "us", "our") is committed to protecting your privacy and processing your personal data in accordance with the General Data Protection Regulation (GDPR) and applicable Czech law. This Privacy Policy explains how we collect, use, share, and protect your personal data when you interact with us, use our website, and participate in our events.

1. What Data We Collect

We may collect the following types of personal data:

• Identification and contact data: name, surname, job title, company name, email address, phone number, country.
• Billing and payment data: invoicing address, company tax details, payment status and method. We do not store full card details on our own servers.
• Event-related data: registered events, sessions attended, preferences (e.g. dietary or accessibility needs, if provided), feedback or surveys.
• Communication data: emails, messages, and other correspondence with us.
• Marketing data: newsletter subscriptions, communication preferences, interests.
• Job applications (if applicable): CVs, cover letters, application forms, interview notes.
• Online data: IP address, device and browser information, approximate location (city/country), cookies and analytics data (see section on Cookies).

2. How We Collect Your Data

We collect data:

• Directly from you when you:
  • Register for an event
  • Fill out a form on our website
  • Subscribe to a newsletter
  • Contact us by email or phone
  • Apply for a job or collaboration
• Automatically when you:
  • Visit our website (through cookies and similar technologies)
  • Access our online event platforms or webinar tools
• From third parties when:
  • We use event platforms, payment processors, mailing tools and similar service providers

3. Purposes and Legal Bases of Processing

We process your data for the following purposes and on the following GDPR legal bases:

3.1. Event registration and participation

• To process your registration, send confirmations, program updates, and
• practical information.
• Legal basis: performance of a contract (Art. 6(1)(b) GDPR).

3.2. Invoicing and payment

• To issue invoices, process payments, handle accounting and tax obligations.
• Legal basis: performance of a contract and legal obligation (Art. 6(1)(b) and 6(1)(c)).

3.3. Communication and support

• To respond to your inquiries, provide customer support, and manage your requests.
• Legal basis: performance of a contract or legitimate interest (Art. 6(1)(b), 6(1)(f)).

3.4. Marketing and newsletters

• To send you information about upcoming events, services, or news that may be relevant to you.
• Legal basis: consent, or our legitimate interest where allowed (Art. 6(1)(a), 6(1)(f)).
• You can unsubscribe at any time by using the "unsubscribe" link or contacting us.

3.5. Event networking and delegate lists

• To facilitate networking between participants (e.g. sharing name, role, company with other attendees or partners).
• Legal basis: legitimate interest (Art. 6(1)(f)).
• If you do not want to appear on participant lists, you can opt out by contacting us.

3.6. Analytics and website improvement

• To understand how our website and services are used and to improve them.
• Legal basis: legitimate interest and/or consent (Art. 6(1)(f), 6(1)(a)).

3.7. Legal and contractual protection

• To protect our rights, handle disputes, enforce claims, and comply with regulatory obligations.
• Legal basis: legitimate interest and legal obligation (Art. 6(1)(f), 6(1)(c)).

4. Children's Data

Our website and events are not intended for children under 16 years of age. We do not knowingly collect or process personal data of children under 16.

If we become aware that we have collected personal data of a child under 16, we will delete such data without undue delay.

If you believe a child has provided us with personal data, please contact us at hello@etapahub.com.

5. Data Sharing and Recipients

We may share your data with:

• Service providers who assist us with:
  • Event platforms and registration tools
  • Payment processing
  • Email and newsletter systems
  • IT support and hosting
  • Accounting and legal services
• Event partners, sponsors, and speakers, where relevant for event participation or networking (e.g. participant lists, lead-scanning at events).
• Public authorities or regulators, where we are required to do so by law.

We do not sell your personal data.

All service providers process data under written contracts and are required to handle data securely and lawfully.

6. International Data Transfers

If we transfer personal data outside the EU/EEA (for example when using non-EU service providers), we ensure an adequate level of protection by using:

• An adequacy decision of the European Commission, or
• Standard Contractual Clauses (SCCs) or other appropriate safeguards.

You can request more information about these safeguards by contacting us.

7. Data Retention

We keep your personal data only for as long as necessary to:

• Provide our services and manage the event you attend
• Fulfil contractual and legal obligations (e.g. tax and accounting rules)
• Protect our legitimate interests (e.g. dealing with disputes or claims)

This typically means:

• Event and billing data: stored for the period required by tax and accounting laws.
• Marketing data: stored until you withdraw your consent or object.
• Job application data: stored for a reasonable period after the end of the recruitment process, unless you agree to longer retention.

When data is no longer needed, it is securely deleted or anonymized.

8. How We Protect Your Data

We take appropriate technical and organisational measures to protect your personal data, including:

• Encrypted connections (e.g., TLS/SSL) for data transmission
• Access controls and role-based access to systems
• Secure servers and backups
• Internal policies and staff training on data protection

These measures aim to prevent unauthorised access, loss, misuse, alteration, or disclosure of personal data.

9. Your Rights Under GDPR

You have the following rights regarding your personal data:

• Right of access: to obtain confirmation whether we process your data and to receive a copy.
• Right to rectification: to have inaccurate or incomplete data corrected.
• Right to erasure: to request deletion of your data in certain cases (for example, when the data is no longer needed, or you withdraw consent and there is no other legal ground).
• Right to restriction: to request that we limit the processing of your data in certain situations.
• Right to data portability: to receive your data in a structured, commonly used and machine-readable format and have it transferred to another controller where technically feasible, when processing is based on consent or contract and carried out by automated means.
• Right to object: to object to processing based on our legitimate interests, including direct marketing. If you object to marketing, we will stop sending it.
• Right to withdraw consent: where processing is based on your consent, you can withdraw it at any time. This does not affect processing done before the withdrawal.
• Right to lodge a complaint: you can file a complaint with the supervisory authority, in particular the Office for Personal Data Protection (ÚOOÚ) in theCzech Republic.

To exercise your rights, please contact us at hello@etapahub.com. We may need to verify your identity before fulfilling your request.

10. Cookies and Analytics

Our website uses cookies and similar technologies to:

• Ensure basic site functionality
• Remember your preferences
• Analyse website traffic and usage
• Support marketing and remarketing activities (where applicable)

Where required by law, we will ask for your consent via a cookie banner. You can manage cookie preferences in your browser settings or through our cookie tool.

Further details may be provided in a separate Cookie Policy.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect legal, technical, or business changes.

The current version will always be available on our website and will show the effective date.

12. Contact

If you have any questions about this Privacy Policy or how we process your personal data, you can contact us at: hello@etapahub.com