LEGAL
Last Updated: 2 November 2026
1. Who we are
This Privacy Policy explains how Hivemind Trading Ltd (“Hivemind”, “we”, “us” or “our”), a company registered in Larnaca, Cyprus, collects and uses personal data when you visit hivemind.world, apply to join or attend our events, sign up to our newsletter, or get in touch with us.
We are the data controller for your personal data. We follow the EU General Data Protection Regulation (GDPR) and Cyprus data protection law. If you have any questions, email info@hivemind.world.
2. What we collect
Information you give us
Identity and contact: your name, email address and phone number.
Professional: your job title, company name and website, LinkedIn profile and what your business does.
Applications and registrations: the answers you give when you apply to join or register for an event, and whether your application is approved.
Event details you choose to share: dietary needs, accessibility needs and, if a form asks, nationality or country of residence. You only give us these if you want to.
Payments: if you buy a paid ticket, details of the purchase. Card payments are handled by our ticketing or payment provider. We never see or keep your full card details.
Messages: what you send us by email, through forms on our website (including sponsor and partner enquiries and the Directory), or through messaging apps such as WhatsApp or Telegram.
Newsletter: your email address and preferences if you subscribe.
Information collected at events: photos, video and audio recordings taken at our events, which may include you.
Information collected automatically: when you use our website, basic technical data such as your IP address, browser, device type and the pages you visit. See our Cookie Policy for details.
Information from other platforms: if you register through a platform such as Luma, we receive the details you submit there. Those platforms have their own privacy policies.
3. Why we use your data and our legal basis
We only use your data where the law allows it. In summary:
Processing Activity
Lawful Basis
Reviewing applications, registration, check-in and paid tickets
Contract, or steps you ask us to take before one (Art. 6(1)(b))
Event updates and reminders
Contract (Art. 6(1)(b))
Newsletter and marketing emails
Consent (Art. 6(1)(a)); unsubscribe at any time
Sharing your details with sponsors
Consent (Art. 6(1)(a)); only if you opt in
Event photos and video
Legitimate interests (Art. 6(1)(f)); opt out by email at any time
Mentioning your company as an attendee
Legitimate interests (Art. 6(1)(f)); opt out before the event
Dietary, accessibility or health details
Explicit consent (Art. 9(2)(a)); only if you choose to share them
Replying to enquiries from attendees, sponsors and partners
Legitimate interests (Art. 6(1)(f))
Website analytics and security
Legitimate interests (Art. 6(1)(f))
Legal, tax and accounting records
Legal obligation (Art. 6(1)(c))
4. How we use your data
We use your data to review applications and run our events (including check-in, name badges, networking and any dietary or accessibility arrangements), to send you event updates and reminders, to send our newsletter and invitations if you have signed up, to reply to enquiries from attendees, sponsors and partners, to share photos and highlights from our events, to understand and improve our website, and to meet our legal obligations.
We do not sell your data, and we do not use it for automated decision-making or profiling that affects you.
5. Photos, video and your company name
We may photograph and record our events and use that content on our website, social media and other promotional materials. If you would prefer not to appear, email info@hivemind.world and we will do our best to leave you out of future content. Opting out does not require us to remove posts or materials that have already been published.
When you register for an event, we may mention your company name on our website or social media as an attending company. To opt out, email info@hivemind.world before the event.
6. Who we share your data with
We only share your data where it is needed:
Service providers who help us run Hivemind, such as CRM and email tools (for example HubSpot), event registration and ticketing (for example Luma), newsletter tools, cloud storage and productivity tools (for example Google), our website host (Framer), messaging apps (such as WhatsApp and Telegram), and the analytics and embedded content providers listed in our Cookie Policy.
Event partners such as venues or badge printers, limited to what they need to deliver the event.
Sponsors, only if you have opted in. If you do not opt in, we do not share your details with sponsors.
Advisors and authorities, where required by law or to protect our rights.
A buyer or successor, if our business is reorganised, merged or sold.
7. International transfers
Some of our providers store or process data outside the European Economic Area. Where this happens, we rely on appropriate safeguards, such as EU adequacy decisions or the European Commission’s Standard Contractual Clauses. Email info@hivemind.world if you would like more information.
8. Your rights
You can ask to access, correct or delete your data, to restrict or object to how we use it, or to receive a copy in a portable format. Where we rely on your consent, you can withdraw it at any time. This does not affect anything we did before you withdrew it.
To use any of these rights, email info@hivemind.world. We will reply within one month and may ask you to confirm your identity. You can unsubscribe from our newsletter at any time using the link in any of our emails.
If you are unhappy with how we handle your data, you can complain to the Office of the Commissioner for Personal Data Protection in Cyprus. We would appreciate the chance to put things right first, so please contact us.
9. How long we keep your data
Data
Retention Period
Applications, registrations and attendance records
Up to 6 years (legal, tax and accounting)
Payment records
Up to 6 years; we never hold full card details
Dietary, accessibility or health details
Deleted after the event, unless needed for a legal claim
Newsletter and marketing
Until you unsubscribe
Enquiries and messages
Up to 3 years after our last contact
Photos, video and recordings
As long as they are useful for promoting our events; published posts may stay online
Website usage and analytics
Up to 2 years, then anonymised or deleted
When we no longer need your data, we delete it or anonymise it.
10. Security
We use reasonable technical and organisational measures to protect your data, including access controls and limiting access to people who need it. No system is completely secure. If a breach is likely to put your rights at risk, we will notify the Cyprus Data Protection Commissioner within 72 hours and tell you where required.
11. Cookies
We use essential storage and privacy-friendly analytics on our website, and some pages include embedded content from other providers. See our Cookie Policy for full details and your choices.
12. Age requirement
Our website and events are for adults aged 18 and over. We do not knowingly collect data from anyone under 18. If you think someone under 18 has given us their data, email info@hivemind.world and we will delete it.
13. Other websites
Our website links to other sites and platforms, such as Luma, YouTube, LinkedIn, WhatsApp and Telegram. Their own privacy policies apply when you use them.
14. Changes to this policy
We may update this policy from time to time. The date at the top shows the latest version. If we make significant changes, we will let you know on our website or by email.
15. Contact
Hivemind Trading Ltd, Larnaca, Cyprus
Email: info@hivemind.world | Website: hivemind.world