Privacy Policy
This Privacy Policy explains how Mare Forum B.V. ("Mare Forum", "we", "us") processes personal data in connection with the photo galleries hosted on Pixieset (the "Galleries") containing photographs taken at conferences, forums, and events organised by Mare Forum. It supplements, and should be read together with, the Terms of Service for the Galleries and Mare Forum's general privacy policy.
1. What Personal Data We Process
Photographs. The Galleries contain photographs taken at Mare Forum events. Images of identifiable individuals — attendees, speakers, moderators, sponsors, partners, and staff — constitute personal data. Photographs may show your face, name badge, company affiliation, and your participation in sessions, panels, or networking activities.
Gallery access data. When you visit a Gallery, Pixieset (our hosting provider) may process technical data such as your IP address, browser type, device information, and access times, and may use cookies or similar technologies. If a Gallery requires an email address to download photos, that email address is also processed.
Requests and correspondence. If you contact us about a photograph (for example, a removal request), we process your name, contact details, and the content of your request.
2. Purposes and Legal Bases
We process this personal data for the following purposes:
Documenting and promoting our events. Photographs are taken and published to document Mare Forum events and to promote current and future events, including in the Galleries, on our website, in newsletters, and on social media. Our legal basis is our legitimate interest (Article 6(1)(f) GDPR) in documenting and promoting the professional conferences we organise. Photography at our events is communicated to participants at registration and/or on-site.
Sharing photographs with participants. We make Galleries available to event participants so they can view and download photographs relating to their participation. This is likewise based on our legitimate interest in serving event participants.
Handling requests. When you exercise your rights or ask us to remove a photograph, we process your data to handle the request, based on our legal obligations under the GDPR (Article 6(1)(c)) and our legitimate interest in administering the Galleries.
Gallery operation and security. Technical access data is processed by Pixieset to operate, secure, and improve the Gallery service.
3. Who Receives the Data
Pixieset. The Galleries are hosted by Pixieset Media Inc., a third-party service provider. Pixieset processes Gallery content and visitor data on our behalf and under its own terms and privacy policy, available on the Pixieset website. Pixieset is based in Canada; see Section 5 on international transfers.
Gallery users. Photographs in a Gallery are visible to anyone with access to that Gallery (typically event participants who received the link and any password or PIN). Participants may download photographs and use them under the conditions set out in the Gallery Terms of Service, including publishing them in professional and social media contexts.
Photographers. Commissioned event photographers may retain copies of the photographs they took in accordance with their engagement with Mare Forum.
We do not sell personal data.
4. Retention
Photographs remain available in the Galleries for as long as they serve the documentation and promotion of our events, typically for several years after the event, after which Galleries may be archived or taken offline. Photographs may be retained in our archives after removal from a public-facing Gallery. Correspondence about requests is retained as long as needed to demonstrate compliance.
5. International Transfers
Pixieset stores and processes data outside the European Economic Area, including in Canada. Canada benefits from an adequacy decision of the European Commission for commercial organisations subject to PIPEDA. Where data is processed in other third countries, appropriate safeguards such as the European Commission's Standard Contractual Clauses apply.
6. Your Rights
Under the GDPR you have the right to:
Access the personal data we hold about you;
Rectification of inaccurate data;
Erasure — in particular, you may ask us to remove a photograph in which you appear from a Gallery;
Restriction of processing;
Object to processing based on our legitimate interests, including the publication of a specific photograph;
Data portability, where applicable;
Lodge a complaint with a supervisory authority — in the Netherlands, the Autoriteit Persoonsgegevens (autoriteitpersoonsgegevens.nl).
To exercise any of these rights, contact us at privacy@mareforum.com. Please identify the Gallery and, where possible, the specific photograph(s) concerned. We will respond within one month. Where you object to or request removal of a photograph in which you appear, we will remove it from the Gallery unless compelling legitimate grounds for continued publication apply.
Please note that once a photograph has been downloaded by other Gallery users, we cannot recall copies already in their possession; downloaders are responsible for their own compliance with data protection law when republishing photographs.
7. Cookies and Analytics
Pixieset may set cookies and use analytics on Gallery pages to provide and improve the service. For details, refer to Pixieset's cookie and privacy documentation. We do not add our own tracking to the Galleries.
8. Children
Mare Forum events are professional conferences intended for adults. The Galleries are not directed at children, and we do not knowingly publish photographs of minors.
9. Changes to This Policy
We may update this Privacy Policy from time to time. The version published in or linked from the Gallery at the time of your access applies. Material changes will be indicated by an updated effective date.
10. Contact
Mare Forum B.V. Voorhaven 23a, Rotterdam, The Netherlands; privacy@mareforum.com
For photo removal requests, please use the subject line "Photo removal request" and include the event name and Gallery link.