Amsterdam Coffee Festival (Coffee Ventures Europe) - Privacy policy
Who we are
Amsterdam Coffee Festival (ACF) is organised by Coffee Ventures Europe Ltd, part of Allegra Group. We decide how and why your personal data is used, which makes us the “controller” under the General Data Protection Regulation (GDPR, known in the Netherlands as the AVG).
- Coffee Ventures Europe Ltd, Serendipity House, 106 Arlington Road, London NW1 7HP, United Kingdom
- Registered in England, company no. 14065481
- Privacy questions: [privacy@allegra.co.uk]
- General questions: info@amsterdamcoffeefestival.com
Because we are based in the UK, we have appointed a representative in the EU that you or the Dutch data protection authority can also contact:
This policy covers our website, tickets and bookings, the newsletter and the festival itself. It applies to every edition of ACF.
What we collect and why
We only collect what we need for each purpose below. For each one we tell you the legal basis: the reason the law allows us to use your data.
Tickets, bookings and merchandise
When you buy a festival ticket, book a workshop, masterclass or other experience, or order merchandise to collect at the festival, we collect:
- • your name, email address and phone number
- • what you bought, the date, price and ticket type
- • for trade tickets: your company name and job title
Why: to process your order, send your tickets and order emails, check tickets at the entrance, hand out your items, handle questions, changes and refunds, and tell you about important changes to the festival.
Legal basis: to perform our contract with you.
At the entrance, trade visitors show ID and a business card to prove they qualify. We check them; we do not copy or keep them.
Payments and refunds
Payments are handled by Easol Pay. We do not see or store your full card details. We receive the payment status, amount and the last digits of your card.
Why: to take payments, issue refunds and prevent fraud.
Legal basis: to perform our contract with you, and our legitimate interest in preventing fraud.
We keep order and payment records for as long as tax law requires us to: currently 7 years
Newsletter
If you sign up to our newsletter, we collect your full name, email address and whether you work in coffee or hospitality. We also record when and where you signed up, as proof of your consent.
Why: to send you festival news, line-up updates, ticket offers and coffee stories, and to send trade-relevant news to people who work in the industry. Our emails measure whether they are opened and which links are clicked, so we can see what you find useful.
Legal basis: your consent. You can unsubscribe at any time with the link at the bottom of every email, or by emailing us. Unsubscribing doesn’t affect any emails about tickets you have bought.
[If CVE chooses to email ticket buyers about future ACF editions without separate sign-up, add: “If you buy a ticket, we may also email you about future editions of ACF. You can opt out when you buy and in every email.”]
Questions and enquiries
When you email us, we collect your name, email address and whatever you choose to tell us.
Why: to answer you.
Legal basis: our legitimate interest in responding to questions, or, if your question is about an order, to perform our contract with you.
Volunteers
When you apply to volunteer, we collect your name, contact details, the days you are available, your interests and anything else you add to the form.
Why: to select volunteers, plan shifts and stay in touch before and during the festival.
Legal basis: steps you ask us to take before an agreement with you, and our legitimate interest in running the festival.
Exhibitors, speakers and press
If you exhibit, speak or apply for press accreditation, we collect business contact details: your name, company, job title, email and phone number, and for press the outlet you work for.
Why: to manage your participation, accreditation and festival logistics.
Legal basis: to perform our agreement with you or your company, or our legitimate interest in organising the festival.
Competitions and prize draws
When you enter one of our competitions or prize draws, we collect your name, email address and any answers the entry asks for.
Why: to run the competition, contact the winners and deliver prizes. If the competition rules say so, we publish the winner’s first name and town.
Legal basis: to perform the competition terms you accept by entering. Entering never requires you to sign up to our newsletter.
If a competition is run with a partner who receives entrants’ details, the entry page will name the partner and ask your permission first.
Feedback surveys
After the festival we may email you a short survey about your visit, sent through Dotdigital. Taking part is optional.
Why: to learn what worked and improve future editions. We report the results in a form that doesn’t identify you.
Legal basis: our legitimate interest in improving the festival. Every survey email lets you opt out of future surveys.
How long we keep it
Data
How long
Ticket, booking and merchandise details, including children’s ticket details | [12 months] after the edition you booked for |
Order and payment records | 7 years, for tax |
Account login | Until you close your account |
Newsletter subscription | Until you unsubscribe |
Proof of newsletter consent | For as long as you are subscribed |
Enquiries | 6 months after we have answered |
Volunteer applications | 6 months after the edition, unless you agree we may keep them longer |
Exhibitor, speaker and press contacts | 1year after your last participation |
Competition entries | 6 months after the winners are announced; winners’ details as long as needed to deliver the prize |
Survey answers | 6 months after the survey closes |
After these periods we delete your data or make it anonymous.
Photos and filming at the festival
Our photographers and film crew capture the festival, so you may appear in photos or video.
- Crowd and atmosphere shots. Wide shots of busy halls, stands and talks, where people are not the focus. We use these on our website, social media and in promotion for future editions.
Legal basis: our legitimate interest in reporting on and promoting the festival.
Close-ups, portraits and interviews. We only take and use these with your permission, which our crew will ask for on the spot. You can withdraw it later.
Paid advertising. If we want to feature a recognisable person in a paid advert, we ask that person first.
Children. We avoid taking recognisable photos of children. If we would like to use one, we ask the parent or guardian with them for permission.
Don’t want to be photographed? Tell the photographer or crew member at any time [or pick up a no-photo sticker at the entrance]. If you find yourself in one of our photos or videos and would like it removed, email [privacy@allegra.co.uk] with the link or a screenshot. We will remove it from our own channels and stop using it, though we can’t always remove copies that others have already shared.
We keep festival photos and video in our archive for 5 years to promote future editions.
Buying a ticket does not count as consent to photos. These rules apply to our own crew; exhibitors and other visitors who take photos are responsible for their own.
Cookies and tracking
Cookies are small files a website stores on your device. Our website needs a few of them to work: to keep your basket, remember your currency and session, and complete your payment. These are always on.
We only use other cookies and similar technologies, such as analytics and advertising pixels from Meta, Google or LinkedIn, if you accept them in our cookie banner. You can refuse them as easily as you accept them.
Legal basis: your consent, except for the cookies the website needs to work.
Our newsletter emails contain a small tracking image and tracked links. They tell us whether an email was opened and which links were clicked. This is part of what you agree to when you sign up. If you would rather not be tracked, most email apps let you block images.
Who we share it with
We never sell your personal data. We share it only with the organisations below, and only what each one needs.
Who
What for
Their role
Easol (Easol Trading Limited, UK) | Our website, ticketing, bookings and order emails | Works for us under our instructions |
Easol’s payment provider | Taking payments and refunds, preventing fraud | Works for us / responsible for its own processing, e.g. fraud checks |
Dotdigital | Sending our newsletter and feedback surveys | Works for us under our instructions |
Typeform [or Formspree, if we switch] | Receiving volunteer applications | Works for us under our instructions |
Kentico, our previous website system [and its hosting provider] | Exhibitor, speaker and press registrations | Works for us under our instructions |
Photographers and film crew | Capturing the festival | Work for us under our instructions |
Allegra Group companies | Running the festival and shared services, e.g. finance and IT | Work for us under our instructions |
Professional advisers and authorities | Legal, tax and accounting advice, or when the law requires it | Responsible for their own processing |
We do not give your details to exhibitors or sponsors. confirm
Organisations that work for us may only use your data on our instructions, under a written data processing agreement.
Data outside the European Economic Area
We are based in the UK, and Easol is a UK company. The European Commission has decided that the UK protects personal data to an equivalent standard (an “adequacy decision”), so your data can go there without extra safeguards.
Some providers may access data from other countries. Easol says its US affiliate may access data for 24/7 support and product development. Dotdigital stores EU and UK customer data in the EU but has group companies outside it. Where data goes to a country without an adequacy decision, we rely on [the European Commission’s standard contractual clauses / the EU–US Data Privacy Framework — confirm per provider]. You can ask us for a copy of these safeguards.
Keeping your data safe
We and the providers who work for us use security measures suited to the data we hold, such as encrypted connections, access limited to the people who need it, and secure payment handling. If a data breach puts your rights at risk, we will tell the authorities and, where required, you.
We do not make decisions about you that have legal or similarly significant effects based only on automated processing.
Children
Children under 14 get into the festival for free with a free ticket and must come with an adult. The adult who books gives us the child’s name and date of birth, so we can check the child qualifies. We use these only for that ticket and keep them no longer than the other ticket details. Our newsletter is for people aged 16 and over. If you think a child under 16 has given us their details, please contact us and we will delete them.
Your rights
You can ask us to:
- • give you a copy of the personal data we hold about you
- • correct data that is wrong or incomplete
- • delete your data
- • limit how we use it, for example while we check a complaint
- • give you the data you provided in a format you can take elsewhere
- • stop using it where we rely on our legitimate interest, for example a photo of you
- • stop sending you marketing: we will always do this
• Where we rely on your consent, you can withdraw it at any time. This doesn’t affect what we did before.
Some rights have limits. For example, we can’t delete order records that tax law requires us to keep. If that applies, we’ll explain why.
To use your rights, email [privacy@allegra.co.uk]. We may ask you to confirm your identity, using only what we need to do so. We reply within one month, or tell you within that month if we need up to two months more.
Complaints
If you’re unhappy with how we use your data, please tell us first so we can put it right. You can also complain to the Dutch data protection authority, the Autoriteit Persoonsgegevens, or to the authority in the EU country where you live or work.
Changes to this policy
We update this policy when our activities or the law change. The date below shows the latest version. If we make important changes, we will tell you by email or on our website.
Last updated: 19 October 2026