DeckhandoffWhen you collect speakers' presentations with Deckhandoff, you are the controller of the speakers' data and need a privacy notice. Deckhandoff processes the data on your behalf. Publish the notice on your website and link to it, for example, in the speaker invitation.
What data the service stores
- Speakers: name, email, language and sessions from your schedule.
- Uploads: presentation files, versions, upload times, original file names and check results.
- Answers: sound needs, the own-computer video output and free-form notes.
- Use: when the speaker last opened their link and which messages were sent to them.
- Technical partner: name, email for notices, and fetch and confirmation marks.
Presentations can contain anything, for example pictures of people. Deckhandoff doesn't interpret the content. So keep the notice general: speak of presentation files, not their content.
If you already have a privacy notice
Add the section below to your existing notice as its own section. Fill in the parts in square brackets and choose one legal basis.
Speakers' presentation files (Deckhandoff)
What data we process
We process data about the event's speakers and the technical partner's contact persons:
- name, email address and language
- the date, time and title of your session
- the presentation files you upload, their versions, upload times and check results
- your answer to the sound question and your own-computer declaration with notes
- when you last opened your personal link, and the messages sent to you (invitation, confirmation, reminders)
Purpose and legal basis
We use the data to collect presentations and deliver them to the event's technical team: we send you a personal upload link, a confirmation and reminders if needed, check the files and deliver them to the technical partner. Processing is based on [our legitimate interest in organising the event / the speaker agreement].
Recipients
The event's technical partner [partner name] receives the presentation files, named with the date, time and your last name, and your sound and own-computer details. Other speakers in the same session see the session's presentation versions. The data is not disclosed to anyone else.
Processors and transfers
The data is processed on our behalf by the Deckhandoff service (Tmi Oskari Järvelin, business ID 3284249-9, deckhandoff.fi). The service uses Cloudflare, Inc. (servers and file storage in Western Europe), Supabase Inc. (database in Ireland), Google (Google Drive, Sheets and Slides) and Proton AG (email, Switzerland) as sub-processors. Transfers outside the EU/EEA are based on the EU–US Data Privacy Framework or the European Commission's standard contractual clauses.
Retention
Deckhandoff deletes the presentation files and anonymises personal data automatically [retention period, 90 by default] days after the last day of the event. We keep the files delivered to the technical team in the event's Drive folder [period, e.g. until the event recordings are published], after which we delete them.Also check that the general sections of your notice cover the controller's contact details, the data subject's rights and the right to complain to the Data Protection Ombudsman.
If you don't have a notice yet
Copy the whole template, fill in the parts in square brackets and publish the notice on your website.
PRIVACY NOTICE – [Event name], speakers
1. Controller
[Company or association name], business ID [business ID]
[Postal address]
Privacy contact: [name, email]
2. What data we process
We process data about the event's speakers and the technical partner's contact persons:
- name, email address and language
- the date, time and title of your session
- the presentation files you upload, their versions, upload times and check results
- your answer to the sound question and your own-computer declaration with notes
- when you last opened your personal link, and the messages sent to you (invitation, confirmation, reminders)
3. Where the data comes from
Your name, email address and session come from the event programme [e.g. the speaker invitation or the CFP service]. The presentation files and answers come from you through your personal upload link, or the organiser uploads a presentation you sent by email on your behalf.
4. Purpose and legal basis
We use the data to collect presentations and deliver them to the event's technical team: we send you a personal upload link, a confirmation and reminders if needed, check the files and deliver them to the technical partner. Processing is based on [our legitimate interest in organising the event / the speaker agreement].
5. Recipients
The event's technical partner [partner name] receives the presentation files, named with the date, time and your last name, and your sound and own-computer details. Other speakers in the same session see the session's presentation versions. The data is not disclosed to anyone else.
6. Processors and transfers
The data is processed on our behalf by the Deckhandoff service (Tmi Oskari Järvelin, business ID 3284249-9, deckhandoff.fi). The service uses Cloudflare, Inc. (servers and file storage in Western Europe), Supabase Inc. (database in Ireland), Google (Google Drive, Sheets and Slides) and Proton AG (email, Switzerland) as sub-processors. Transfers outside the EU/EEA are based on the EU–US Data Privacy Framework or the European Commission's standard contractual clauses.
7. Retention
Deckhandoff deletes the presentation files and anonymises personal data automatically [retention period, 90 by default] days after the last day of the event. We keep the files delivered to the technical team in the event's Drive folder [period, e.g. until the event recordings are published], after which we delete them.
8. Your rights
You have the right to access your data, ask for it to be corrected or deleted, and restrict or object to its processing. Send your request to [email]. You can lodge a complaint with the Data Protection Ombudsman (tietosuoja.fi).
Updated [date]Remember also
- Retention: the template's retention period matches the one in the event settings. If you change the setting, change the notice too.
- Drive folder: files delivered to the technical team are not deleted automatically. Decide how long you keep them and state it in the notice.
- Data processing agreement: the GDPR requires an agreement between the controller and the processor. A ready agreement and how to sign it: Data processing agreement.
The template is not legal advice. If your event has special needs, have the notice reviewed by an expert.