Privacy Notice

The event organiser is responsible for the processing of your personal data in connection with your reservation.

GroomHub provides, hosts and maintains the reservation platform on behalf of the organiser and acts as a data processor.

For questions about your personal data or to exercise your privacy rights, please contact the event organiser using the contact details provided at the bottom of this page.

When you make a reservation, the following information may be collected:

• First and last name
• Email address
• Country, where the reservation asks for it
• Phone number, if provided
• Any further details the reservation asks you for
• Your selected date and time slot
• Reservation status and related booking information

Your email address is used to send your reservation confirmation, reminders and the unique link or code that allows you to access or cancel your reservation.

Your phone number is optional and is used only if the organiser needs to contact you about your reservation.

Where a country is asked for, it may be used to help the organiser identify your reservation and, where relevant, match it with your event or competition registration.

For security and abuse prevention, limited technical information is also recorded when a reservation is made, including your IP address and browser user-agent. This information may be used to detect excessive, duplicate, fraudulent or otherwise abusive reservations and to help prevent future misuse of the service.

Reservations made through this service are free. No payment or financial information is collected.

Your personal data is used as necessary to provide and administer the reservation service, including:

• Creating and managing your reservation
• Sending confirmations and reminders
• Allowing you to access or cancel your reservation
• Identifying your reservation at the event
• Contacting you if there is a problem with your reservation
• Helping the organiser match your reservation with your event or competition registration where necessary
• Detecting and preventing misuse of the reservation system

The processing of your reservation information is necessary to provide the reservation service you requested.

Limited technical information is processed on the basis of the legitimate interest of the event organiser in protecting the reservation system, preventing abuse and ensuring fair access to the available slots.

Authorised members of the event organisation can access reservation information where necessary to administer the service.

Staff working the reservation on site only have access to the information they need to manage it there, such as your name and reserved time slot. They do not have access to your email address, phone number, IP address or other technical information.

GroomHub may access personal data where necessary to provide technical support, maintain the platform or investigate technical or security issues on behalf of the organiser.

We do not sell your personal data and it is not used for advertising or marketing.

Service providers may process limited personal data where necessary to operate the reservation system, for example to host the platform or deliver transactional emails. These providers process the information only for the services they provide.

The GroomHub reservation platform and its database are hosted on infrastructure located in Europe.

Some supporting service providers, such as email delivery providers, may process limited information through their own infrastructure. Where required, appropriate safeguards are used for the processing of personal data.

Reservation information may be retained after the event where necessary for event administration, record keeping or handling questions relating to reservations.

Personal data is not kept for longer than necessary for the purposes for which it is processed. Retention periods may vary depending on the type of information and the reason for which it is retained.

Technical information such as IP addresses and browser information may be retained for security and abuse-prevention purposes. Where misuse or attempted abuse is detected, relevant technical information may be retained for a longer period where reasonably necessary to prevent further misuse and protect the service.

Information that is no longer required may be deleted or anonymised.

The reservation system uses a functional session cookie to temporarily hold your selected slot while you complete the reservation process.

This cookie is necessary for the reservation system to work correctly.

The reservation system does not use advertising or tracking cookies.

Under applicable data protection law, you may have the right to:

• Request access to your personal data
• Ask for inaccurate information to be corrected
• Request deletion of your personal data in certain circumstances
• Request restriction of certain processing
• Object to processing based on legitimate interests

You can access or cancel your reservation yourself using the unique link or code sent to your email address.

For other privacy requests, please contact the event organiser.

You also have the right to lodge a complaint with the competent data protection authority in your country.

For questions about your personal data or this privacy notice, please contact:

Event organiser: Groomania BV

Email: info@groomania.be