Event privacy & filming

Who is responsible

Luke Balabanovic, trading as The Running Hackathon, is responsible for the personal information described in this notice. Contact runninghackathon@gmail.com with privacy questions or requests.

Registration and event updates

Registration takes place on Luma. We receive the information you submit, including your name, email address, mobile number, profile links and answers to event questions. Luma shows which fields are required; you need to complete those fields to submit the form.

We use this information to manage participation, communicate practical event information and answer your questions. Profile links and event-question responses help the organising team understand who is attending and plan the activities. Please do not enter detailed medical information in the registration form; contact us privately to discuss an adjustment.

We rely on processing necessary to arrange and provide your participation, and on our legitimate interests in planning and running the event, communicating with attendees and keeping appropriate records. Where we keep evidence of an agreement or incident, we use it to document what happened and deal with relevant legal or insurance matters. We do not use registration as permission for unrelated marketing; any future marketing subscription will be handled separately.

Who can access your details

Attendee details are kept on Luma and can be accessed by these event organisers:

• Luke Balabanovic
• Siena Kinsale
• Matt Roberts
• Geoffrey from Pitchless
• Jérémie Benhamou
• Fernanda Grace Lins

We do not sell the registration list or share it with sponsors, partners or other organisations for their own use. An organiser’s company affiliation does not give that company access to the list. This does not prevent a disclosure required by law.

Luma processes registration information to provide its service and also handles certain information for its own platform purposes. Its privacy policy and data-processing terms explain those roles.

How long we keep information

There is no single automatic expiry date for all event records on Luma. We keep personal information only while it is needed for the purposes described here, review the need to retain it at least annually, and delete or anonymise information that is no longer needed.

Records needed for a specific incident, claim or legal obligation may be kept for longer, limited to what is necessary for that matter. You can ask us about information we hold about you or request deletion using the contact address above.

Photography and filming

A videographer will film the event, including activity and demonstrations, for an event video. Footage may appear on social media platforms to document and promote RUN/HACK. The videographer will handle footage for this work; that does not give them access to the registration list.

For general event coverage, we rely on our legitimate interest in documenting and promoting the event, taking attendees’ privacy and reasonable expectations into account. We will ask before recording a featured interview or testimonial. Where a use relies on your consent, you can withdraw it by contacting us.

If you do not want to be filmed, email us before the event or speak to an organiser or the videographer on the day. We will discuss how to avoid identifiable close-ups of you. We cannot promise that everyone can be excluded from every wide or crowd shot.

You can contact us about footage showing you or ask for its removal. We will assess the request and the applicable rights, and remove or edit material we control where appropriate. We cannot guarantee the removal of copies other people have downloaded or reposted.

We review retained footage under the same necessity-based retention approach described above. Social platforms handle published content under their own privacy policies. Attending the event is not blanket consent to every possible use of your image.

Website and service providers

This website and its video are hosted by Vercel. Loading pages or playing the video involves processing technical information such as your IP address and request details to deliver and secure the service. We rely on our legitimate interest in operating a reliable, secure event website. The video loads when you choose to play it.

Luma, Vercel and social-media services may process information outside the UK or European Economic Area. Their policies and data-processing terms describe the locations and transfer safeguards they use, including standard contractual clauses where applicable. See Luma’s privacy policy and Vercel’s privacy policy. Contact us if you would like further information about safeguards relevant to your data.

Links to LinkedIn and the Claude Community House customiser take you to separate services with their own privacy policies.

Your rights

Depending on the processing and applicable law, you can request access, correction, deletion, restriction or portability of your personal data, or object to processing based on legitimate interests. Where we rely on consent, you can withdraw it without affecting the lawfulness of earlier processing. These rights are subject to the conditions and exceptions in applicable law.

Email runninghackathon@gmail.com. We may need to verify your identity before acting on a request.

You can also complain to a data-protection authority, including Spain’s AEPD or the UK’s ICO.