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Events Privacy Notice

Events Privacy Notice

Holvi Payment Services Oy 

Published: 05 November 2025 

Last Update: 05 November 2025

Version 1.0

1. Introduction

This Events Privacy Notice explains how Holvi Payment Services Oy (“we”, “us”) process your personal data when you participate in our events, whether on-site or online (such as webinars, conferences, trainings, networking events, expos, or similar activities) (together, the “Events”). 

We process personal data in accordance with the EU General Data Protection Regulation (GDPR) and applicable national data protection and image rights laws in the countries where we operate, including:

  • Finnish Data Protection Act (Tietosuojalaki);
  • German Federal Data Protection Act (Bundesdatenschutzgesetz – BDSG), and the Art Copyright Act (Kunsturhebergesetz – KUG); and
  • Austrian Data Protection Act (Datenschutzgesetz – DSG) and Copyright Act (§78 UrhG).

2. Controller and Contact Details

Controller:

Holvi Payment Services Oy 

Business ID 2193756-4

Kaikukatu 2 C

00530 Helsinki

Finland

Email: privacy@holvi.com

 

The Data Protection Officer (DPO):

You can contact our Data Protection Officer at privacy@holvi.com regarding any questions about this notice or your rights as a data subject.

3. Purposes and Legal Bases for Processing

We process personal data for the following purposes and on the lawful basis of legitimate interest:

  • Organising and managing Events, including registration, communication with participants, and delivery of materials or recordings
  • Taking photographs and video recordings at Events for documentation, communication, and promotion of our activities
  • Publishing photos or short video clips on our websites, newsletters, or social media accounts to illustrate our Events

We have performed a balancing test for processing based on legitimate interests to ensure that our interests do not override your rights and freedoms. 

With your consent, we may also take individual or portrait photographs for promotional use (e.g. on our website, social-media channels, etc.). These will be taken and published only with your explicit consent. You can withdraw consent at any time by contacting us at privacy@holvi.com.

4. Personal Data We Process

We may process the following types of data in connection with Events:

  • Identification and contact details (e.g. name, organisation, job title, country, email address)
  • Information related to your participation (e.g. registration, attendance, feedback)
  • Photographs and video material taken during Events

Photography and videography are optional. If you prefer not to be photographed or filmed, please inform our staff or the photographer during the Event. We take care to respect your preference and will remove identifiable material upon request.

We avoid capturing identifiable individuals when possible and do not use automated facial recognition technologies.

5. Sharing and International Transfers

We may share Event photographs, recordings, and related materials:

  • On our official communication channels (e.g. website, newsletters, social media); and 
  • With trusted service providers (e.g. Event platforms, IT, or media partners) who support us in organising Events, communications, and media management under data processing agreements

We do not transfer personal data outside the EU/EEA unless adequate safeguards are in place, such as:

  • An adequacy decision by the European Commission;
  • Standard Contractual Clauses; or
  • Participation in the EU–US Data Privacy Framework or its equivalents

7. How long we keep your data

We keep personal data only for as long as necessary to fulfil the purposes described above or until you exercise your relevant rights.

Event photographs and recordings are typically retained for up to 24 months after the Event unless required longer for documentation, after which they are securely deleted or archived.

8. Your rights as a data subject

Under the GDPR, you have the following rights regarding your personal data:

  • Right of access: Access your data and be informed about the processing;
  • Right to data portability: Request the transfer of your data to another system in a structured, commonly used, and machine-readable format;
  • Right to rectification: If you find your personal data to be inaccurate or incomplete, you can request for it to be rectified;
  • Right to erasure: Request the deletion of your personal data under certain circumstances (right “to be forgotten”);
  • Right to restrict processing: Request that we only process your personal data in limited circumstances;
  • Right to object to processing: Object to the processing of your personal data based on your specific situation;

To exercise your rights, please contact us at privacy@holvi.com.

You also have the right to lodge a complaint with the Office of the Data Protection Ombudsman or other competent authorities within EU.

9. Additional Information

We document our Events to illustrate and promote our activities. 

Where national law requires additional safeguards, we rely on the statutory exceptions that allow the depiction of Events of contemporary gatherings, persons as part of a group or landscape, and images not intended to harm legitimate interests. 

You may object at any time to the use of images depicting you individually.

For more information about how we process personal data generally, please see our Holvi Privacy Notice.

10. Updates to This Notice

We may update this notice from time to time to reflect legal or operational changes.

The current version is always available in our Help Centre.

  • Updated

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