Privacy When Organising an Event
When committee members collect email addresses, phone numbers, and photos in loose Excel files or shared drives, data risks increase. Under the General Data Protection Regulation (GDPR), personal data should not be kept indefinitely without a clear goal or consent.
With Mijn Reünie, privacy rules are handled automatically in the backend so guest information stays protected before, during, and after the event.
1. Automated Retention Schedules & Data Erasure
Old databases with contact details from past years are cleaned up automatically:
- Retention Windows: Inactive or finished reunions enter a clear retention schedule based on their last activity.
- Expiry Warnings: Organisers receive advance notifications to export records or extend retention if a next event is planned.
- Physical Erasure: When the retention window ends, our cleanup service removes all guest records, LiveWall messages, and uploaded files from the servers.
2. Post-Event Consent Emails
To contact attendees again for a future 5-year or 10-year anniversary, explicit consent is required.
- Consent Requests: Shortly after the reunion, guests receive an email asking if their contact info can be saved for future editions.
- Opt-In Handling: If a guest does not opt in, their personal details are automatically purged when the retention period ends.
3. Privacy-First Photo Search & Data Isolation
Safety and data isolation are built into the setup:
- Anonymous Vector Matching: Photo recognition converts selfies into temporary anonymous mathematical profiles stored securely in our database. No face data is sold, shared, or used for external AI model training.
- Opt-Out Options: Guests can reject photo matches or delete their face profile at any time.
- Isolated Data Storage: Data from one event is strictly separated at database level from other organisations or schools, preventing any cross-reunion leaks.
Keeping Data Secure Without Extra Work
By relying on automated retention and consent management, organisers can focus on planning without managing unsafe contact lists manually.