Privacy Policy

Protecting the personal data of visitors, ticket purchasers and attendees of Short Stay Conference events is important to us.
This Privacy Policy explains what personal data we collect through shortstayconference.gr, why we process it, who it may be shared with and what rights you have under the General Data Protection Regulation (GDPR) and applicable Greek and European legislation.

1. Data Controller
The controller responsible for the processing of personal data is:
EUROPEAN VACATION RENTALS & TOURISM OBSERVATORY NPC
Erechtheiou 41 Str. Athens Greece 121 37
Register number 163654401000

In this Privacy Policy, the above company is referred to as the “Organiser”, “we”, “us” or “our”.

2. Personal data we collect
Depending on how you use the website or participate in one of our events, we may collect the following categories of personal data.
Attendee details
When purchasing a ticket, we may request:
– First Name
– Last Name
– Email
– Company / Brand / Property
– ticket category
– information related to event registration and attendance

These details may be used to issue the electronic ticket, create the attendee badge and manage check-in at the event.
Purchaser and billing details

To complete a purchase and issue the appropriate fiscal document, we may collect:
– First Name and Last Name
– Company legal name
– Country / Region
– Address
– City / Town
– Postcode
– Telephone number
– Email
– VAT / Tax ID
– Tax Office or equivalent tax authority, where applicable
– business activity or other information required for invoicing

Billing information may differ from attendee information.

Order and ticket information
We may retain information related to the purchase, including:
– ticket product or category
– quantity
– purchase amount
– order date
– order and payment status
– ticket number or identifier
– QR code
– check-in status
– arrival/check-in time, where an attendance system is used

Technical data
When you visit the website, technical information may also be collected, such as:
– IP address
– browser and device type
– operating system
– information about your visit and use of the website
– cookies and similar technologies
Non-essential cookies and tracking technologies are used in accordance with the consent choices available to the user.

3. How we use personal data

We process personal data only where there is a specific and lawful purpose.
This may include:
– completing ticket purchases
– managing orders
– issuing and delivering electronic tickets
– creating attendee badges
– managing event check-in and entry
– communicating with attendees about the event
– informing attendees of material changes to the date, venue or programme
– issuing receipts or invoices
– complying with tax, accounting and other legal obligations
– maintaining website and transaction security
– preventing misuse or fraud
– responding to support requests
– producing aggregated attendance and operational statistics
We aim to collect only the data that is necessary for these purposes.

4. Legal bases for processing

Depending on the circumstances, we process personal data on the basis of: Performance of a contract — where processing is necessary to purchase a ticket, register for and attend an event.
Legal obligation — where information must be retained or processed for tax, accounting or other statutory requirements.
Legitimate interests — where processing is reasonably necessary for matters such as system security, fraud prevention, event organisation and operational analysis, provided that your fundamental rights and freedoms do not override those interests.
Consent — where consent is required, for example for certain marketing communications or non-essential cookies.

5. Card payments

Electronic ticket payments are processed through Viva.com.The information necessary to process the transaction is transmitted to the payment provider for payment authorisation and completion.The payment provider processes relevant data in accordance with its own terms and privacy policy.

6. WooCommerce and ticketing systems

The website uses WooCommerce to manage orders and online purchases.Event tickets and attendee details are managed through an event and ticketing system such as FooEvents.Information entered during checkout is stored and processed to the extent required to fulfil the order and manage participation in the event.

7. Fiscal documents

Where required, information necessary for issuing receipts or invoices may be shared with service providers or systems used for fiscal-document issuance and transmission, as well as with competent public authorities where required by law. This processing is carried out in order to comply with the Organiser’s accounting and tax obligations.

8. Who we may share data with

We do not sell personal data.
Where necessary, we may share only the information required with service providers involved in operating the website and organising the event, including:
– website hosting and technical support providers
– payment providers
– e-commerce and ticketing platforms
– fiscal-document and invoicing service providers
– email and communications providers
– technical service providers
– competent tax, regulatory or public authorities where required by law
Service providers receive only the data necessary for the services they provide.

9. Attendee badges

For event operations, an attendee badge may be created displaying information such as:
– First Name
– Last Name
– Company / Brand / Property
This information is displayed for identification purposes and to facilitate professional networking during the conference.
Attendees are therefore asked to enter badge information exactly as they would like it to appear.
10. Event check-in
The QR code associated with a ticket may be used when an attendee arrives at the event.
Check-in information may include confirmation that the attendee attended the event and the time of arrival.
This may be used for:
– managing event entry
– preventing multiple use of the same ticket
– operational event management
– aggregated attendance statistics

11. Event-related communications

Email and, where necessary, other contact details may be used for operational communications directly related to the purchase or event participation, including:
– purchase confirmations
– delivery of tickets
– arrival and access information
– changes to the date, time or venue
– important organisational updates
These communications form part of the service provided and are not, by themselves, marketing communications.

12. Marketing communications

Purchasing a ticket does not automatically subscribe an attendee to marketing communications.
Where consent is required for newsletters or other promotional communications, it will be requested separately.
Where processing is based on consent, that consent may be withdrawn at any time.

13. Photography and video recording

Photography and/or video recording may take place during Short Stay Conference events for purposes including:
– documenting the event
– communicating information about the event
– publishing event-related content on the Short Stay Conference website and official communication channels
Where required due to the nature of a recording or its intended use, additional information may be provided or consent may be requested.

14. Data retention

We retain personal data only for as long as necessary for the purpose for which it was collected.
In particular:
– order and fiscal-document information is retained for the period required by applicable tax and accounting legislation
– attendee information is retained for as long as necessary to manage the event, provide support and document related transactions
– information processed on the basis of consent is retained until consent is withdrawn or for as long as necessary for the relevant purpose
– technical logs and security information may be retained for a reasonable period appropriate to their purpose

15. Cookies

The website may use cookies and similar technologies for:
– essential website functionality
– shopping cart and checkout functionality
– security
– remembering user preferences
– analytics
– measuring communications or advertising performance, where permitted

Non-essential cookies are activated in accordance with the user’s consent choices where required.

16. Data security

We take appropriate technical and organisational measures designed to protect personal data against:
– unauthorised access
– loss
– alteration
– unlawful use
– unauthorised disclosure
While reasonable safeguards are applied, no online system or method of transmitting data over the internet can be considered completely risk-free.

17. Transfers outside the European Economic Area

Some technical service providers used in connection with the website or related services may process data outside the European Economic Area.Where such transfers take place, appropriate safeguards required by applicable data-protection law are used where necessary.

18. Your rights

Under the GDPR and depending on the circumstances, you may have the right to:
– access your personal data
– correct inaccurate or incomplete information
– request erasure of personal data
– request restriction of processing
– object to certain forms of processing
– request data portability
– withdraw consent where processing is based on consent

To exercise your rights, please contact:
hello@shortstayconference.gr

We may need to request reasonable information to confirm your identity before responding to a request.

19. Right to lodge a complaint

If you believe that the processing of your personal data infringes applicable data-protection legislation, you have the right to lodge a complaint with the competent supervisory authority.In Greece, the competent authority is the Hellenic Data Protection Authority.

20. Personal data of other attendees provided by the purchaser

Where a purchaser buys a Group Ticket or otherwise enters personal information relating to other attendees, the purchaser should ensure that those individuals have been informed that their details will be used for ticket issuance and event participation.The Organiser processes such information for the relevant registration and event-management purposes unless another lawful basis for processing applies.

21. Changes to this Privacy Policy

We may update this Privacy Policy where necessary due to changes in:
– our services
– technologies we use
– processing activities
– legal or regulatory requirements
The current version will always be published on the website.

22. Contact

For any questions relating to privacy or the exercise of your data-protection rights:
Email: hello@shortstayconference.gr