1. INTRODUCTION

1.1 TechBBQ is dedicated to observing all relevant regulation, including the General Data Protection Regulation (“GDPR”). GDPR is all about personal data and how to safeguard it, minimise the handling of it, and have sufficient measures in place. This document provides an overview of how TechBBQ handles personal data in accordance with the GDPR and other applicable data protection legislation .

1.2 In this context, “Customer” refers to TechBBQ’s collaboration partners, project owners, or clients who engage TechBBQ to deliver services that involve the processing of personal data .

2. OUR APPROACH TO DATA PROTECTION

2.1 We take the obligation to process personal data in an orderly and secure manner very seriously. The protection of personal data and the rights and integrity of individuals are of paramount importance to us.

2.2 This data protection policy sets out how we process and protect personal data. The policy also focuses on compliance initiatives conducted to ensure compliance with applicable data protection legislation at all times.

3. COMPLIANCE THROUGHOUT THE COMPANY

3.1 It is important to us that personal data is processed with care and a proper risk -based approach that is proportionate to our company and its business, as documented from time to time in our risk assessments and/or data protection impact assessments, transfer impact assessments or legitimate interests assessments, as applicable.

3.2 All employees must commit themselves to adherence to this policy and to apply any additional data privacy policies and processes which are issued separately to ensure compliance with this policy. All these additional policies are listed below and described further.

4. CATEGORIES OF PERSONAL DATA

4.1 The term “personal data” covers any information relating to an identified or identifiable natural person (called a “Data Subject”). The types of personal data that may be collected and processed depend on the specific service but typically include :

(i) Full Name

(ii) E-Mail

(iii) Job Title

(iv) The users place of employment

(v) Country

(vi) Industry

(vii) Gender

(viii) Marketing Opt-In or Opt-Out

4.1.2 When collecting personal data from Data Subjects or via third -parties, we will ensure that the Data Subject(s) in question will be provided with the information required by applicable law.

5. CATEGORIES OF DATA SUBJECTS

5.1 The types of individuals whose data TechBBQ may process on behalf of the Customer include:

(i) Event participants and ticket holders

(ii) Speakers, volunteers, and startup applicants

(iii) Employees and contact persons from participating companies

(iv) Project stakeholders and grant recipients

6. PURPOSE OF THE PROCESSING

6.1 TechBBQ processes the data solely for the purposes instructed by the Customer, such as:

6.3 TechBBQ also uses AI-assisted tools to draft and summarise event communications and internal content, and to process information submitted by speakers and attendees. These tools act as data processors on TechBBQ’s instructions and are listed in section 8.4.

(i) Coordinating event and program activities

(ii) Communicating with involved parties

(iii) Fulfilling project documentation and reporting duties

(iv) Ensuring compliance with obligations under funding agreements

6.1.2 Personal data will only be collected for specified, explicit and legitimate purposes. Further, personal data will solely be used for the purposes for which the data was originally collected.

7. PROCESSING OPERATIONS

7.1 TechBBQ processes personal data on behalf of the Customer for the purpose of delivering services such as:

(i) Event and project execution (e.g. speaker management, volunteer coordination, ticketing)

(ii) Communication with participants and stakeholders

(iii) Application processing and selection (e.g. startup competitions)

(iv) Project reporting to funding entities (e.g. Beyond Beta)

(v) General event administration and documentation

7.1.1 The data may be collected, stored, structured, accessed, transmitted or deleted as instructed by the Customer.

8. PROCESSING LOCATIONS

8.1 TechBBQ and its approved Sub-Processors may process personal data in the following locations:

(i) Denmark

(ii) Ireland

(iii) United Kingdom

(iv) Other EU/EEA countries

(v) USA

8.2 We and our sub-processors do share or transfer your personal data to a country or territory outside the EU/EØS.

8.3 We and our sub-processors only transfer your personal data outside the EU/EØS where the European Commission has decided that the third country in question ensures an adequate level of protection for the rights and freedoms of data subjects in relation to t he processing of personal data. Transfers to third countries only take place under the appropriate safeguards in accordance with GDPR.

8.4 List of sub-processors:

9. SECURITY MEASURES

9.1 TechBBQ implements appropriate technical and organizational measures to protect personal data, including:

• Firewalls & anti-virus
• Internal policies & password protection

9.2 Personal data is retained for no longer than 12 months after the purpose of the processing has ended, in accordance with our deletion policy

10. RESPONSIBLE FOR THIS PROCEDURE

10.1 Please find also our Privacy Policy listed on TechBBQ’s website. If you have any questions to TechBBQ’s data handling in general, please contact the Data Protection Responsible: Attn: Benjamin Rej Notlev info@techbbq.org +45 53 53 50 92 Last updated on 20 May 2025.