Privacy policy

Last updated: 2025-01-02

1. Scope and Role

Mad4ideas acts as:

• Data Controller: when we collect personal data from our clients, website visitors, and platform users for our own purposes.
• Data Processor: when we process data on behalf of our clients (event organizers) under contract.

This Policy primarily applies to our role as Data Controller. When acting as Processor, data subjects should refer to the privacy policy of the respective event organizer.

2. Data We Collect

Depending on how you interact with us — as a client, partner, platform user, or visitor — we may collect:

a) Identification and Contact Data

• Name, email, phone number, job title, company
• Communication preferences
• Client account credentials
• Contact form submissions (name, email, message content)
• Newsletter subscriptions (email address, consent metadata)

b) Billing and Financial Data

• Company billing details
• VAT or taxpayer numbers
• Payment confirmations
  (Note: Card details are processed via PCI-compliant third parties and never stored by us.)

c) Platform Usage and Analytics

• Login logs, IP address, device/browser type
• Feature usage statistics
• Support or bug-report interactions

d) Marketing Preferences

• Newsletter opt-ins
• Event or product interest
• Survey feedback

e) Media and Communication

• Emails exchanged with our team
• Testimonials or success stories (with your consent)

We do not intentionally collect special categories of data (e.g., health, biometrics) unless strictly necessary and explicitly consented.

3. Legal Basis for Processing

• Performance of a contract: for account setup, service delivery, invoicing.
• Legitimate interests: to improve our services, ensure platform security, or communicate with clients.
• Consent: for optional marketing communications.
• Legal obligation: to comply with tax, accounting, or regulatory requirements.
• Contact form submissions: based on legitimate interest or pre-contractual steps.
• Newsletter subscriptions: based on freely given, specific, informed consent.

4. Data Retention

Data Type	Retention Period
Client & user account data	Duration of contractual relationship + 3 years
Billing and tax records	10 years (or as required by law)
Marketing consent data	Until consent is withdrawn or the user unsubscribes from the newsletter
Analytics and logs	12 months (unless longer justified)

5. Data Sharing and Transfers

• Service providers: such as hosting, support, analytics, payment processors
• Business partners: where commercially relevant and justified
• EventSolutions platform clients: only when explicitly authorized
• In event contexts: with valid consent or based on contractual agreement with the organizer
• Legal or regulatory authorities: when required by law

International data transfers outside the EEA are protected using Standard Contractual Clauses (SCCs) or adequacy decisions.

6. Security Measures

• Encrypted data transmission (TLS)
• Role-based access control (RBAC)
• Regular audits and security reviews
• Confidentiality agreements with staff and processors

7. Your Rights

• Access
• Rectification
• Erasure
• Restriction of processing
• Objection
• Data portability

You may exercise your rights by emailing be@mad4ideas.com. We may verify your identity before proceeding.

You also have the right to lodge a complaint with the CNPD.

8. Cookies and Tracking

We use cookies and similar technologies for functionality, analytics, and security. You can manage or delete cookies via your browser settings. Our main website displays a cookie consent banner that allows you to set your preferences.

9. Marketing Communications

We send marketing emails only if you’ve opted in, such as by subscribing to our newsletter. We log consent metadata (timestamp, IP address where applicable) to meet GDPR compliance.

You may unsubscribe at any time via the link in the email or by contacting us.

Unsubscribing does not affect transactional emails (e.g. invoices, service notices).

10. Policy Updates

The latest version is always available at eventsolutions.pt/contents/privacy-policy/. Material changes will be communicated appropriately.

11. Contact Us

Mad4ideas – Technology and Events, Lda.
Email: be@mad4ideas.com
Website: www.eventsolutions.pt
Address: Rua de Requesende 419 LJ 465, 4250-400 Porto, Portugal