Handstand Extravaganza Convention logo
Handstand Extravaganza Convention logo

Privacy Policy

This Privacy Policy explains how your personal data is collected and used when you visit handstandconvention.com and register for the Extravaganza handstand conventions, in accordance with the EU General Data Protection Regulation 2016/679 (“GDPR”) and Italian data protection law.

1. Data Controller

Samuele D’Alcantari
Palermo (PA), Italy
VAT no.: IT07450990820
Email: info@handstandconvention.com

In this policy, “we”, “us” and “the Organizer” refer to the Data Controller.

2. What data we collect

  • Registration data: first name, surname, email address, phone number, country, date of birth, handstand level/experience and the other information you enter in the registration form.
  • Dietary data: dietary preferences (e.g. vegetarian, vegan) and any food allergies or intolerances you choose to tell us about. Information about allergies and intolerances is health data, a “special category” of data under Article 9 GDPR, and is treated with extra care (see section 3).
  • Payment and billing data: amount paid, payment date, payment receipt, and the details needed to issue an invoice (e.g. name, address, tax code or VAT number). If you pay by card through Stripe, your card details are processed directly by Stripe and are never stored by us.
  • Communications: the content of emails and messages you send us.
  • Photos and videos in which you may appear, taken during the event.

Registration is open to adults (18+) only. We do not knowingly collect data from minors.

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

  • Managing your registration and your participation in the event: confirming your place, organizing meals, communicating with you before and during the event, and handling cancellations and refunds. Legal basis: performance of a contract (Art. 6(1)(b) GDPR).
  • Managing food allergies and intolerances, so that we can provide you with safe meals during the event. Legal basis: your explicit consent (Art. 9(2)(a) GDPR). This information is optional and is used only for this purpose.
  • Invoicing, accounting and tax obligations. Legal basis: compliance with a legal obligation (Art. 6(1)(c) GDPR).
  • Sending you news and offers about future Extravaganza events by email (newsletter). Legal basis: your consent (Art. 6(1)(a) GDPR).
  • Publishing photos and videos of the event in which you may appear, on our website and on our Facebook, Instagram and YouTube channels, to document and promote our events. Legal basis: your consent (Art. 6(1)(a) GDPR).
  • Protecting our rights in the event of disputes. Legal basis: our legitimate interest (Art. 6(1)(f) GDPR).

Providing the data required in the registration form is necessary to register. Without it, we cannot accept your registration. Information about allergies and intolerances, consent to the newsletter and consent to photos/videos are optional: you can register without giving it, and you can withdraw it at any time by writing to info@handstandconvention.com (or, for the newsletter, by clicking “unsubscribe” in any email). Withdrawing consent does not affect processing carried out before the withdrawal.

4. Who can access your data

We never sell your personal data. Your data may be processed by:

  • Service providers acting as data processors on our behalf:
    • Hostinger – website hosting;
    • Titan – email service;
    • Sender.net – newsletter service;
    • Google (Google Workspace / Google Sheets) – management of the participant list;
    • our invoicing software provider;
    • Google – website statistics (Google Analytics 4), only if you accept statistics cookies.
  • Stripe and our bank, to process payments and refunds.
  • Our accountant, limited to the data needed for invoicing and tax purposes, and the Italian tax authorities where required by law.
  • The staff preparing meals at the event, limited to your name and your dietary requirements, allergies and intolerances.
  • Other participants, via WhatsApp: we may add you to a WhatsApp group of participants to share practical information about the event. Other members of the group will be able to see your phone number and name. WhatsApp is provided by Meta. If you prefer not to join, just let us know and we will send you the information by email.

5. Transfers outside the European Union

Some of the providers listed above (e.g. Google, Meta/WhatsApp, Stripe, Titan) may process data outside the European Economic Area, for example in the United States. In these cases, transfers are protected by appropriate safeguards under the GDPR, such as the EU–US Data Privacy Framework or the European Commission’s Standard Contractual Clauses.

6. How long we keep your data

  • Registration and event data: for 3 years after the end of the event you registered for, so that we can manage your participation, any disputes, and recognise returning participants. After that, the data is deleted or anonymised.
  • Allergies and intolerances: deleted within 30 days after the end of the event.
  • Invoicing and accounting data: 10 years, as required by Italian law.
  • Newsletter: until you unsubscribe or withdraw your consent.
  • Photos and videos: until you withdraw your consent. After withdrawal we will not publish new content in which you appear and will remove existing content from our website and channels upon request, as far as technically possible (we cannot control copies shared by third parties).
  • WhatsApp group: the group may remain active after the event; you can leave it at any time.

7. Your rights

Under Articles 15–22 of the GDPR you have the right to:

  • access your personal data and receive a copy of it;
  • have inaccurate data corrected;
  • have your data deleted, where there is no legal reason for us to keep it;
  • restrict the processing of your data;
  • receive your data in a structured, commonly used format (data portability);
  • object to processing based on our legitimate interest;
  • withdraw your consent at any time.

To exercise your rights, write to info@handstandconvention.com. We will reply within one month.

You also have the right to lodge a complaint with the Italian Data Protection Authority (Garante per la protezione dei dati personali) or with the data protection authority of the EU country where you live or work.

8. Security

We take appropriate technical and organisational measures to protect your data against loss, misuse and unauthorised access. Access to participant data is limited to what is necessary to organize the event.

9. Cookies and website statistics

Technical cookies. Some cookies are necessary for the website to work, for example to remember your cookie choice and your language, and to protect the forms against spam. They do not require your consent.

Statistics (Google Analytics 4). With your consent, we use Google Analytics 4, provided by Google Ireland Limited, to understand in aggregate how visitors use the website: pages visited, time on page, type of device, approximate country and how you reached us. We use this information only to improve the website and our communication. We do not use it for advertising or to identify you, and Google Analytics 4 does not log or store IP addresses. Statistics cookies are set only if you accept them in the cookie banner. Legal basis: your consent (Art. 6(1)(a) GDPR). The data is kept for a maximum of 14 months and then deleted automatically. Google may process data in the United States under the EU–US Data Privacy Framework (see section 5).

Videos and maps. Some pages show YouTube videos and a Google Maps map. When they load, Google may set its own cookies, under its own privacy policy (policies.google.com/privacy).

Your choice. You can accept or refuse statistics cookies in the banner. You can change your choice at any time by deleting the cookies of this website in your browser: the banner will then appear again.

10. Changes to this policy

We may update this Privacy Policy from time to time. The latest version is always available on this page, with the date of the last update shown at the top.