Privacy policy

For KALEIDOS INC SUCURSAL EN ESPAÑA S.L. (hereinafter, indistinctly, “KALEIDOS”) it is very important to process personal data in a secure, fair and transparent manner. KALEIDOS therefore processes such data in accordance with the European Union’s General Data Protection Regulation (hereinafter “GDPR”)

In order to adequately protect the right to data protection and privacy of individuals, the following are the terms and conditions governing the processing of personal data by KALEIDOS (hereinafter referred to as “DPA”). This DPA therefore amends, supplements and/or replaces any other document of a contractual nature signed with KALEIDOS and does not require any further action.

If you do not agree with the terms and conditions indicated in this policy, please cease to use and/or interact with KALEIDOS and any of its products, services and associated domains.

This Privacy Policy describes the policies and practices regarding the collection, use, sharing, and otherwise processing of your personal data, and sets out your privacy rights.

We recommend that you read this document in full to ensure you are fully informed.

This Privacy policy applies to the processing of personal data of participants of PENPOT FEST (the “Event”), including attendees, speakers, partners, third party personnel and other individuals taking part in the event. This includes personal data obtained via the attendee registration system, at the Event, and the contractor bulk upload system.

Our Privacy Policy does not apply to services and products offered under other websites or by other companies and individuals. We are not responsible for the privacy policies and practices of other websites, even if you access them using links from The Event website. We strongly recommend that you check the privacy notices of each site you visit, and contact its owner or operator if you have any concerns or questions.

Information that you provide voluntarily

We collect information you give us when you register for the Event or subscribe to our publications or newsletter. The information collected includes (but is not limited to) your name, job title, employer name, address, work email, telephone number, job functions, areas of interest, and photograph. If you are a speaker, we may collect additional information such as your professional profile.

We also process your personal data to ensure compliance with the conditions set out in the Event app’s terms and conditions of use and to comply with applicable laws. This may include the development of tools and algorithms that help the app to ensure the confidentiality of the personal data it collects and to show your activities and preferences according to your interests at the time of registration and whilst using the app, in relation to your attendance/performance at the Event.


In order to provide our subscribers and interested parties with regular information, we maintain a newsletter distribution list. We use Sendinblue to manage our email marketing subscriber list and to send emails to our subscribers. Sendinblue is a third-party vendor that may process your information using industry-standard technologies to help us monitor and improve our newsletter. Sendinblue’s privacy policy can be found at You may unsubscribe from our newsletter by clicking on the unsubscribe link at the bottom of each newsletter.

Image, Voice and Other Recordings

We, or authorised third parties attending the Event, may also make and store recordings of your image, voice and likeness in certain instances. These images may be used by KALEIDOS in its promotional materials, including on its website and off-line materials (e.g. brochures, etc.) and broadcast or other media channels, including social media channels. Journalists will also be in attendance and appropriately identified.

Information that we collect automatically

We also collect information about you when you use our services or products. For example, we may collect such information when you visit our website, or view and interact with our ads and content. This information may include internet protocol (IP) addresses, the region or general location where your computer or device is accessing the internet, browser type, operating system, other information that is provided by the end user device and usage information about the use of the Penpot and Penpot Fest websites. We also use cookies and web beacons.

Sharing of Information

We do not sell personal information to anyone and do not otherwise reveal your personal data to third-parties for their independent use unless:

  • it is provided to any competent law enforcement body, regulatory, government agency, court or other third party in order to comply with the law, enforce an agreement we have with you, or to protect our rights, property or safety, or the rights, property or safety of our employees or others. This includes relevant law enforcement bodies for security purposes;
  • it is provided to our agents, vendors or service providers who perform functions on our behalf, including, for example, service providers that provide registration, access control, lead retrieval, security and venue services for the Event or that support the delivery of, provide functionality on, or help to enhance the security of our Website.


This website is hosted by an external service provider (hoster). The personal data collected on this website is stored on the hoster’s servers. This may include, but is not limited to, IP addresses, contact requests, meta and communication data, contract data, contact details, names, website accesses and other data generated via a website. We use the following hoster: Arsys Internet S.L.U., C/ Madre de Dios nº 21, 26004, Logroño (La Rioja) España, NIF B-85294916

Our legal basis for collecting and using the personal information described above will depend on the personal information concerned and the specific context in which we collect it. However, we will normally collect personal information from you on the following bases:

We process your personal information where you have given us your consent. You can withdraw your consent at any time. Withdrawing your consent will not affect the lawfulness of any processing we conducted prior to your withdrawal, nor will it affect processing of your personal information conducted in reliance on lawful processing grounds other than consent.

Legitimate Interests

We process your information where the processing is in our legitimate interests and this is not overridden by your data protection interests or fundamental rights and freedoms. If we collect and use your personal information in reliance on our legitimate interests (or those of any third party), we will make those legitimate interests clear to you and/or they will be our legitimate interests in organising the Event in compliance with applicable laws and our contractual obligations.

There may be circumstances where we are legally required to process your personal information. In these cases, we will make these requirements clear to you and advise you whether or not the provision of information is mandatory (as well as the possible consequences of failing to provide your information). For example, we are legally obliged to provide personal data of attendees and vendor personnel (i.e. name, date of birth, nationality, document type and number and date of issue) to Spanish law enforcement authorities in connection with the safety and security of the Event. Any failure to provide this information will mean that we cannot register you for the Event and/or permit you to access the venue).

Public Interest & Protection of Vital Interests

In some cases, we may be required to process your personal information for reasons of public interest. We may also need to collect and use your personal information to protect your vital interests or those of another person, for example, in case of a medical emergency during the Event. If you have any questions or need further information concerning the legal basis on which we collect and use your personal information, please contact us at

Third Party Use of Data

Exhibitors, sponsors, partners or other third parties participating at the Event may wish to scan your physical/digital badge to facilitate networking and business relationships at the Event or to contact you post-Event. You understand that your physical/digital badge holds secure data related to you, including your name, job title, job function and areas of interest. If you allow your attendee digital badge to be scanned, you are explicitly consenting to the exhibitor, sponsor, partner or other third party collecting and using your personal data contained in the digital badge. If you wish to withdraw consent or to exercise any data protection rights with regard to how such recipients process and use your personal data, you must do so directly with such recipients.

Data retention

In general, KALEIDOS retains personal data for the duration of the customer’s or member’s business relationship with the Penopot Fest and where we have an ongoing legitimate business need to do so (for example, to comply with applicable legal, tax or accounting requirements).

When we have no ongoing legitimate business need to process your personal information, we will either delete or anonymise it or, if this is not possible (for example, because your personal information has been stored in backup archives), then we will securely store your personal information and isolate it from any further processing until deletion is possible.

For more information on where and how long your personal data is stored, please contact us by using the details set out at

Your choices and control

Many privacy laws provide individuals with certain rights and enable them to make meaningful choices about the use of their personal information.

If you are located in a European Union member state, or certain other countries, you can exercise the following data subject rights:

  • Confirmation of processing – you can ask us to confirm if we are processing your personal information;
  • Access – you can ask us to provide a copy of the personal data that we hold about you
  • Rectification – you can ask us to rectify the record of your personal data that we maintain;
  • Restrict or object to data processing – you can ask us to restrict the processing of your personal data or object to the processing of your personal data, including for marketing purposes and we will deal with such request in accordance with applicable law;
  • Deletion – you can ask us to delete some or all of the personal data that we hold about you; we will deal with such requests in accordance with applicable law;

If you wish to exercise any of these rights, please contact us by using the details set out at


We are committed to protecting the security of your personal information. We have implemented appropriate physical, technical and administrative safeguards. We update and test our security technology on an ongoing basis. We restrict access to your personal data to employees on a need-to-know basis in order to provide benefits or services to you. In addition, we train our employees about the importance of confidentiality and maintaining the privacy and security of your information. We commit to taking appropriate disciplinary measures to enforce our employees’ privacy responsibilities.


The Event environment may not be suitable for an individual younger than 16 years of age (“Minor”). However, we acknowledge that there may be circumstances in which a guardian needs to bring a Minor to the Event in the absence of adequate childcare. In these cases, we are committed to providing the Minor with a safe experience. Therefore, we may be required to process the Minor’s personal information for Event access purposes and provide it to the Spanish law enforcement authorities in connection with the safety and security of the Event. Any failure to provide the Minor’s information will mean that we cannot register you and the Minor for the Event and/or permit you and the Minor to access the venue).

In any case, we will make these requirements clear to you and advise you whether or not the provision of information is mandatory (as well as the possible consequences of failing to provide your information).

Contact Us

We are KALEIDOS INC SUCURSAL EN ESPAÑA S.L. Our identification data are as follows:

  • Tax ID number: ESW0249639F
  • Address: Calle Fortuny, 19, 1º IZQ, 28010 Madrid, Spain
  • Email address:

We are the Data Controller for the purposes of the General Data Protection Regulation (Regulation (EU) 2016/679)).

If at any time you would like to contact us with your views about our privacy practices, or with any enquiry relating to your personal information, or if you do not wish us to continue using your information as outlined above, you can do so by sending an e-mail to