PHOTORESK PRIVACY POLICY

Effective Date: August 2025

This policy explains how we handle your personal information in line with GDPR and Belgian data protection laws.

1. WHO WE ARE

Data Controller: Photoresk Community Initiative
Legal Framework: SMartDe eG (Service Cooperative)
Address: c/o SMartDe eG, Wilhelmstraße 150, 10963 Berlin, Deutschland
Project Contact: Claus Siebeneicher
Email: legal@photoresk.com

We operate Photoresk.com and organize related photography community activities through various platforms including Meetup and social media.

2. WHAT DATA WE COLLECT AND WHY

2.1 Personal Data Categories

We collect and store only the minimum data required to provide our services:

Account Registration:

  • Name and email address (required for membership)
  • Profile information you choose to share
  • Communication preferences

Event Participation:

  • Event registration details
  • Attendance records for community management
  • Emergency contact information (for in-person events)
  • Images, photos, or video recordings from events (with consent as per Terms of Service)

Communication:

  • Newsletter subscriptions and preferences
  • Support and inquiry correspondence
  • Community interaction records

2.2 Legal Basis

We process your data based on:

  • Legitimate interest for community management and event organization
  • Consent for marketing communications and optional services
  • Contract performance for paid services and membership benefits

2.3 Data We Do NOT Collect

We do not collect sensitive personal data (health, race, political opinions, religious beliefs) unless voluntarily provided by you for specific purposes (e.g., dietary requirements for events).

We do not sell, trade, or share your personal information with third parties for commercial purposes.

3. CONTENT MODERATION AND REPORTING

3.1 Content Monitoring

While we take reasonable care to monitor content published on our platform, we cannot review all user-generated content in real-time. We employ both automated tools and manual review processes where feasible.

3.2 Reporting Mechanism

If you encounter inappropriate content, including questionable photos or other materials that violate our community guidelines, please report it immediately to: legal@photoresk.com

We maintain logs of reported content for moderation purposes and legal compliance.

3.3 Content Removal

We will investigate reported content promptly and take immediate action to remove material that violates our terms or applicable laws. Records of removed content may be retained for compliance and safety purposes.

4. COOKIES AND TRACKING

4.1 Essential Cookies

Our site uses essential cookies to ensure basic functionality, including:

  • Session management and user authentication
  • Security and fraud prevention
  • Basic site functionality

4.2 Analytics and Enhancement

We may use analytics cookies to understand how our platform is used and to improve user experience. You can control these settings in your browser.

4.3 Third-Party Services

Third-party services integrated into our platform (social sharing, payment processing, analytics) may use their own cookies and tracking technologies. Please refer to their respective privacy policies.

5. DATA SECURITY AND RETENTION

5.1 Security Measures

We implement appropriate technical and organizational measures to protect your data from:

  • Unauthorized access or disclosure
  • Accidental loss or destruction
  • Unlawful processing

5.2 Data Retention

We retain personal data only as long as necessary for the purposes outlined in this policy:

  • Active accounts: Throughout membership duration
  • Inactive accounts: Up to 3 years from last activity
  • Legal compliance: As required by applicable laws
  • Moderation records: Up to 5 years for safety and legal purposes

6. YOUR RIGHTS UNDER GDPR

You have the following rights regarding your personal data:

6.1 Access Rights

  • Request a copy of all personal data we hold about you
  • Understand how your data is being processed

6.2 Correction and Updates

  • Request corrections to inaccurate or incomplete data
  • Update your preferences and profile information

6.3 Deletion Rights

  • Request deletion of your personal data (subject to legal retention requirements)
  • Account closure and data removal

6.4 Processing Restrictions

  • Limit how we process your data in certain circumstances
  • Withdraw consent for specific processing activities

6.5 Data Portability

  • Receive your data in a structured, machine-readable format
  • Transfer your data to another service provider

To exercise these rights, contact: legal@photoresk.com

7. PAYMENT AND FINANCIAL DATA

7.1 Payment Processing

All financial transactions are processed through SMartDe eG and their authorized payment partners. We do not store credit card numbers, banking information, or other sensitive financial data on our systems.

7.2 Transaction Records

We maintain records of:

  • Membership fee payments
  • Workshop and event fees
  • Transaction references for accounting purposes

7.3 Refund Policy

As stated in our Terms of Service, membership fees are non-refundable except in cases of unlawful conduct on our part.

8. INTERNATIONAL DATA TRANSFERS

Your data may be transferred to and processed in countries outside the European Economic Area (EEA) only when:

  • Adequate protection measures are in place
  • Standard contractual clauses or other approved mechanisms are used
  • You have provided explicit consent

9. DATA BREACH NOTIFICATION

In the event of a data breach that poses risks to your rights and freedoms, we will:

  • Notify relevant supervisory authorities within 72 hours
  • Inform affected users without undue delay
  • Provide clear information about the nature and impact of the breach
  • Outline steps taken to address the situation

10. EVENT PHOTOGRAPHY AND MEDIA CONSENT

10.1 Event Media Collection

During Photoresk events, workshops, and activities, we may collect visual and audio recordings including:

  • Photographs of participants and group activities
  • Video recordings of presentations or workshops
  • Audio recordings of discussions or presentations
  • Live stream captures or broadcast recordings

10.2 Consent Mechanism

By participating in our events, you provide implied consent for such media collection as outlined in our Terms of Service. This consent covers:

  • Use in promotional materials and community galleries
  • Social media sharing and event documentation
  • Newsletter and website content
  • Community archives and historical records

10.3 Opt-Out Options

You may withdraw consent or opt-out of photography/recording by:

  • Notifying the event organizer before the event begins
  • Using designated “no photo” identifiers when provided
  • Positioning yourself outside camera range during group activities

10.4 Media Retention

Event photos and recordings are retained according to our general data retention policy (Section 5.2) and may be kept longer for:

  • Community historical archives
  • Marketing and promotional use
  • Legal compliance requirements

11. CHILDREN’S PRIVACY

Our services are not directed at children under 16 years of age. We do not knowingly collect personal data from children under 16 without parental consent. If you believe we have inadvertently collected such data, please contact us immediately.

12. THIRD-PARTY SERVICES AND INTEGRATIONS

12.1 Social Media Platforms

When you interact with our content on social media platforms (Facebook, Instagram, etc.), their privacy policies apply to data collected through those channels.

12.2 Event Platforms

For events hosted on external platforms (Meetup, etc.), additional privacy terms may apply. We encourage you to review the privacy policies of these services.

13. CHANGES TO THIS POLICY

We may revise this policy to reflect:

  • Changes in applicable laws or regulations
  • Updates to our services or data processing practices
  • Enhanced privacy protections

Significant changes will be communicated via:

  • Email notification to registered users
  • Prominent notice on our website
  • Updated effective date at the top of this policy

You will always find the latest version at: https://photoresk.com/privacy/

14. SUPERVISORY AUTHORITY

You have the right to lodge a complaint with the relevant data protection supervisory authority:

For Belgium: Gegevensbeschermingsautoriteit / Autorité de protection des données
For Germany: Bundesbeauftragte für den Datenschutz und die Informationsfreiheit

15. CONTACT AND DATA PROTECTION INQUIRIES

For all privacy-related matters:

  • Email: legal@photoresk.com
  • Project Contact: Claus Siebeneicher
  • Postal Address: c/o SMartDe eG, Wilhelmstraße 150, 10963 Berlin, Deutschland

Response Time: We aim to respond to all privacy inquiries within 30 days as required by GDPR.

Last updated: August 2025
This policy is available in multiple languages. In case of discrepancies, the English version shall prevail.