UARM HUB
UARM HUB · Legal

Privacy Policy

Last updated: 5 November 2026

This Privacy Policy explains how UARM HUB collects and uses personal data through uarm.tech, including the registration form for the UARM HUB launch event in Brussels on 10 November 2026, and what rights you have under the EU General Data Protection Regulation (GDPR).

At a glance

  • We only collect registration details when you submit the form, and we only use them to organise your participation in the event.
  • We do not sell your personal data or share it for anyone else’s marketing.
  • Google Analytics only runs if you accept analytics cookies. You can change your choice at any time.
  • We delete registration data six months after the event, unless you ask to receive updates from us.
  • You can access, correct or delete your data at any time by writing to info@uarm.tech.

1. Who is responsible for your data

UARM HUB, Brussels, Belgium (“UARM HUB”, “we”, “us”) is the controller of the personal data described in this policy.

For any question about this policy or your personal data, or to exercise your rights, contact us at info@uarm.tech.

2. What data we collect

Event registration. When you register for the event, we collect:

  • your title, first name and last name;
  • your position or job title, organisation, type of organisation and country;
  • your email address and mobile phone number;
  • whether you will attend;
  • optionally, any accessibility needs and comments you choose to share;
  • your choices on the consent checkboxes (data processing, photography and updates);
  • the date and time of your registration and the language version of the page you used.

We do not store your IP address or browser details with your registration. Please do not include more information in the optional fields than we need to make arrangements for you.

Invitation, entry pass and check-in. If you are invited, we create a personal entry pass for you: a random code, shown as a QR code, and a ticket image with your name and organisation. The QR code contains only this code, no personal data. If you choose to add the pass to Apple Wallet or Google Wallet, the pass also shows your name, organisation and the event details. At the entrance, we record the time you checked in and which of our devices recorded it.

Website usage. Only if you accept analytics cookies, Google Analytics 4 collects information about how you use the website: the pages you view, how you arrived, how long you stay, your interactions (such as scrolling and clicks), your device, browser and operating system, and your approximate location (country and city). Google Analytics 4 does not log or store IP addresses.

Technical logs. Like any website, our hosting provider automatically records technical information when you visit, such as your IP address, the date and time, the page requested and your browser type. These logs are used to keep the website secure and running. Our security plugin, Wordfence, also records the IP address and details of requests that look malicious or that try to log in, so that it can block attacks.

Spam protection. When you open a page with the registration form, Cloudflare Turnstile checks that the form is being used by a person rather than a bot. To do this, it processes your IP address and technical information about your browser and device. A hidden field in the form also helps us recognise automated submissions.

Emails and the contact form. If you write to us by email or through the contact form on our website, we receive your name, organisation, email address, phone number (if you give it), the topic you choose and your message.

3. Why we use your data and on what legal basis

  • Managing your registration and the event: reviewing and confirming registrations (participation is by invitation only), sending you confirmation and practical information about the event, and managing attendance on the day. Legal basis: your consent, given when you tick the data-processing box on the form (Art. 6(1)(a) GDPR), and our legitimate interest in organising a secure and well-run event (Art. 6(1)(f) GDPR).
  • Accessibility arrangements: if you tell us about accessibility needs, we use this only to make the necessary arrangements. Where this reveals information about your health, we rely on your explicit consent (Art. 9(2)(a) GDPR). Sharing it is entirely optional.
  • Photography: if you tick the photography box, photographs and video taken at the event in which you appear may be used in UARM HUB’s communications, such as our website, social media and press materials. Legal basis: your consent (Art. 6(1)(a) GDPR). If you do not consent, we will take reasonable steps to avoid publishing images in which you can be identified.
  • Updates from UARM HUB: if you tick the updates box, we will send you occasional news about UARM HUB and future events. Legal basis: your consent (Art. 6(1)(a) GDPR). Every message includes a way to unsubscribe.
  • Website analytics: to understand how the website is used and improve it. Legal basis: your consent (Art. 6(1)(a) GDPR), as required by the EU and Belgian rules on cookies.
  • Security and operation of the website: our legitimate interest in keeping the website secure and available (Art. 6(1)(f) GDPR).
  • Spam and abuse protection: checking that registrations come from people, not bots. Legal basis: our legitimate interest in protecting the registration form and our guests’ data (Art. 6(1)(f) GDPR).
  • Answering your messages: for the contact form, your consent, given when you tick the box on the form (Art. 6(1)(a) GDPR); for emails, our legitimate interest in responding to you (Art. 6(1)(f) GDPR).
  • Legal obligations: where the law requires us to keep or disclose data (Art. 6(1)(c) GDPR).

The fields marked with an asterisk on the registration form are needed to process your registration. If you do not provide them, we cannot register you. All other fields are optional.

4. Cookies

Our website does not set any cookies of its own for visitors. We remember your cookie choice in your browser’s local storage for six months, so that we do not ask again on every page; this is strictly necessary and contains no personal data. Cloudflare Turnstile, which protects the registration form against spam, may store technical information in your browser; this is strictly necessary for security and is not used to track you.

If you accept analytics cookies, Google Analytics 4, loaded through Google Tag Manager, sets the following cookies:

  • _ga: distinguishes visitors. Expires after 2 years.
  • _ga_<ID>: keeps track of your visit. Expires after 2 years.

Google Tag Manager and Google Analytics are only loaded once you have given consent; until then, nothing is sent to Google. When you first visit the website, a banner asks whether you accept analytics cookies. You can change or withdraw your choice at any time using the “Cookie settings” link at the bottom of every page, or by deleting cookies in your browser. If you withdraw your consent, we remove the Google Analytics cookies.

5. Who we share your data with

Your registration data is only accessible to the UARM HUB team members who organise the event. We do not share the guest list with the venue, and we do not sell your personal data.

We use the following service providers, who process data on our behalf and under our instructions:

  • Flywheel (WP Engine, Inc.) hosts the website and stores registration data and contact-form messages.
  • Defiant, Inc. (Wordfence) provides the website’s firewall and login protection, and processes the IP addresses of suspicious requests.
  • Cloudflare, Inc. provides Turnstile spam protection on the registration form.
  • Our email service provider delivers registration notifications, invitations and our other emails to you.
  • WalletWallet (walletwallet.dev) creates the Apple Wallet and Google Wallet versions of your entry pass, with your name, organisation and entry code, only when you choose to add the pass to your wallet. Apple and Google then keep the pass in your wallet under their own terms.
  • Google Ireland Limited provides Google Tag Manager and Google Analytics 4, only if you accept analytics cookies. See Google’s Privacy Policy.

We may also disclose personal data where the law requires it or where it is necessary to protect our rights.

6. International transfers

Some of our providers, or their sub-processors, are located outside the European Economic Area, notably in the United States. Where personal data is transferred outside the EEA, we make sure it is protected by an adequacy decision of the European Commission, such as the EU–US Data Privacy Framework for certified companies, or by the European Commission’s Standard Contractual Clauses (Art. 46 GDPR).

7. How long we keep your data

  • Registration data: until 10 May 2027 (six months after the event), after which it is deleted.
  • Entry passes and check-in records: deleted together with your registration data. Wallet passes expire the morning after the event.
  • If you asked to receive updates: your name and email address, until you unsubscribe.
  • Photos and video: for as long as they are relevant to UARM HUB’s communications. If you withdraw your consent, we will stop using images of you in new materials; material that has already been published or printed may not be withdrawn.
  • Analytics data: Google Analytics keeps user-level data for 2 months. Reports only contain aggregated data that does not identify you.
  • Technical logs: for a short period, unless needed to investigate a security incident.
  • Emails and contact-form messages: for as long as needed to deal with your request.

8. Your rights

Under the GDPR you have the right to:

  • access the personal data we hold about you and receive a copy;
  • have inaccurate data corrected;
  • have your data deleted;
  • restrict how we use your data;
  • receive your data in a portable format;
  • object to processing based on our legitimate interests;
  • withdraw your consent at any time, without affecting processing that took place before you withdrew it.

To exercise any of these rights, email info@uarm.tech. We will reply within one month and may ask you to confirm your identity. We do not use automated decision-making or profiling.

If you believe we have not handled your data properly, you can lodge a complaint with a data protection authority, in particular in the EU country where you live, work or where the issue occurred. In Belgium this is the Data Protection Authority (Autorité de protection des données / Gegevensbeschermingsautoriteit), Rue de la Presse 35, 1000 Brussels, www.dataprotectionauthority.be. We would appreciate the chance to address your concerns first.

9. How we protect your data

The website is served over an encrypted (HTTPS) connection, registration data is stored with our hosting provider, and access is limited to the people who need it to organise the event. Our service providers are bound by data processing agreements and confidentiality obligations.

10. Children

The event and this website are intended for professionals. We do not knowingly collect personal data from anyone under 16.

11. Changes to this policy

We may update this policy, for example when we change how the website works. The date at the top shows when it was last updated. If you have registered and we make significant changes, we will let you know by email.