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EuroSTAR Conference

Europe's Largest Software Testing Conference.

Privacy Statement

Privacy Policy

Last updated: 20 April 2026

EuroSTAR Conferences and related event brands, including EuroSTAR, AutomationSTAR, and The Community Huddle, are committed to protecting your privacy and handling your personal data transparently and securely.

This Privacy Policy explains how we collect, use, share, store, and protect personal data when you visit our websites, book tickets, register for webinars or events, download content, join our mailing lists or communities, submit a speaker proposal, enter a competition, contact us, or attend an in-person or virtual event organised by us.

Topics

1. Who we are

The controller of your personal data is:

EuroSTAR Conferences
Platform 94
Mervue Business Park
Galway H91 T020
Ireland

For the purposes of this Privacy Policy, references to “EuroSTAR”, “we”, “us”, or “our” mean EuroSTAR Conferences and, where relevant, associated event brands including EuroSTAR, AutomationSTAR, and The Community Huddle.

For privacy-related queries, you can contact us at GDPR@eurostarconferences.com.

2. What personal data we collect

Depending on how you interact with us, we may collect the following categories of personal data.

This may include your name, email address, phone number, company name, job title, country, industry, area of interest, and postal or billing address.

If you create an account or use one of our event or community platforms, this may include login or username details, profile photo, biography or profile information, and preferences or saved settings.

If you book tickets, sponsorship, exhibition space, or other services, this may include booking details, order history, payment status, invoicing details, company billing information, and VAT-related information where relevant.

We do not store full payment card details on our own servers. Card payments are processed by third-party payment providers.

This may include emails you send us, form submissions, customer support queries, feedback, survey responses, webinar or event registration responses, and competition entries.

This may include email opens and clicks, content downloads, webinar attendance, event interest, campaign responses, content preferences, and newsletter preferences.

When you use our websites or digital platforms, we may collect your IP address, browser type and version, device information, cookie identifiers, pages viewed, referral source, session activity, and approximate location based on IP.

At in-person and virtual events, we may collect or create photographs, video recordings, presentation recordings, interview footage, and screenshots from online sessions.

If you submit a speaking proposal, sponsor an event, exhibit, or take part in a partner activity, we may collect information needed to administer that relationship, including your contact and business details, company profile information, session details, asset submissions, stand or sponsorship administration details, and lead capture or activation information where relevant.

3. How we collect your personal data

We collect personal data in the following ways.

Directly from you

  • when you buy a ticket (WooCommerce/Stripe)
  • when you download content (GravityForms /ActiveCampagin)
  • when you subscribe to emails (GravityForms /ActiveCampagin)
  • when you register for a webinar (CrowdCast)
  • when you join a community or event platform (CrowdCast/ Whova/GravityForms/ActiveCampagin)
  • when you submit a speaking proposal (OxfordAbstract)
  • when you enter a competition (GravityForms /ActiveCampagin)
  • when you contact us (GravityForms /ActiveCampagin)
  • when you request information from us (GravityForms /ActiveCampagin)
  • when you interact with us at an event (Whova)

Automatically

We collect some technical and usage information automatically through cookies, analytics tools, advertising technologies, and platform logs.

Please see our Cookie Policy for more detail.

From third parties

In some cases, we may receive personal data from third parties, such as payment providers, event technology providers, analytics or CRM tools, marketing or data enrichment providers, partner events or co-hosted campaigns, sponsors or partners where you have expressly asked to be contacted or engaged with them, and publicly available professional sources where lawful and appropriate.

Where we receive personal data from a third party, we will handle it in accordance with applicable data protection law.

We must have a lawful basis under GDPR for using your personal data.

To provide our services and manage your bookings

  • process ticket or service bookings
  • manage payments and invoices
  • provide confirmations and joining information
  • administer event access
  • provide attendee, speaker, sponsor, or exhibitor services
  • deliver post-booking operational communications

Legal basis: performance of a contract, or taking steps at your request before entering into a contract.

To manage our relationship with you

  • answer queries
  • provide customer support
  • manage accounts
  • send service messages
  • administer competitions, surveys, and promotions
  • notify you about important changes

Legal basis: performance of a contract, legitimate interests, and in some cases legal obligation.

To run, improve, and secure our websites, content, and events

  • analyse website and platform usage
  • troubleshoot and secure our systems
  • improve website usability and event experience
  • understand audience interests
  • personalise content and recommendations where appropriate
  • test and improve site or campaign performance

Legal basis: legitimate interests, and where required, consent for cookies or similar technologies.

To send marketing communications

We may send you information about conferences, webinars, content, products, services, offers, or related updates that may be relevant to you.

Legal basis: consent where required by law, and in some cases legitimate interests where we are permitted to contact existing customers or relevant business contacts in a compliant manner.

To follow up on incomplete bookings or registrations

If you start a booking or registration process and do not complete it, we may contact you to help with a technical issue, answer a query, or remind you to complete the process.

Legal basis: legitimate interests and, where relevant, steps taken at your request before entering into a contract.

To record and promote our events

We may use photographs, general event footage, presentation recordings, and interview content to document and promote our conferences, communities, and related activities.

Legal basis: legitimate interests, and where appropriate, consent.

Where specific recordings, interviews, or speaker media require consent, we will request it separately.

To comply with legal and regulatory obligations

We may process personal data where necessary to comply with applicable laws, including tax, accounting, fraud prevention, and legal claims.

Legal basis: legal obligation and legitimate interests.

5. Our legitimate interests

Where we rely on legitimate interests, these may include:

  • operating and improving our events, websites, and communities
  • managing customer and business relationships
  • providing relevant operational updates
  • measuring interest in our content and events
  • following up on enquiries and incomplete bookings
  • securing our systems and preventing misuse
  • promoting our current and future events
  • maintaining appropriate business records

When relying on legitimate interests, we consider and balance any potential impact on your rights and freedoms.

6. Marketing

We would like to send you information about products, services, conferences, webinars, and content that may be relevant to you.

Where required, we will only send you marketing where we have your consent. In some cases, we may send limited marketing or closely related service-related communications where permitted by applicable law.

You can stop receiving marketing at any time by:

Please note that opting out of marketing does not stop essential administrative or service communications, such as booking confirmations, invoices, event access instructions, or important account notices.

7. Cookies and similar technologies

We use cookies and similar technologies to:

  • make our websites work properly
  • remember preferences
  • measure traffic and usage
  • improve performance
  • support personalisation
  • measure campaign effectiveness
  • show relevant advertising where applicable

Some cookies are strictly necessary. Others are optional and will only be used where you have given consent, where required.

For more information, please see our Cookie Policy.

8. Photography, filming, and recordings at events

Photography and filming may take place at our in-person and virtual events.

This may include:

  • general event photography
  • crowd or atmosphere shots
  • presentation recordings
  • webinar recordings
  • interview footage
  • screenshots or recordings from virtual sessions

We use this material for purposes including event delivery, attendee access to session content, archives, post-event resources, and marketing and promotion of current and future events.

Where footage or photography is general event coverage and individuals are captured incidentally as part of the wider scene, we may rely on our legitimate interests. Where a recording is more specific to an individual, such as an interview or certain speaker recordings, we may seek consent or make separate arrangements.

Signage will usually indicate that photography or filming is taking place at in-person events. If you have a specific privacy concern, please speak to a member of our team at the event or contact us.

9. Sharing personal data with third parties

We may share personal data with third-party service providers who help us operate our business and deliver our services.

  • website hosting and development
  • CRM and email marketing systems
  • analytics and advertising platforms
  • payment processing
  • ecommerce and registration systems
  • webinar and virtual event platforms
  • conference apps and lead capture tools
  • survey, support, and communications tools
  • data enrichment or validation services
  • finance, legal, and professional advisory services

We require service providers acting on our behalf to process personal data only on our instructions and to apply appropriate security measures.

  • ecommerce and registration: WooCommerce
  • payment processing: Stripe, QuickBooks
  • email and CRM: ActiveCampaign, Mailjet
  • analytics and advertising: Google Analytics / Google Ads, LinkedIn Ads, Meta Ads, X/Twitter Ads
  • virtual and event platforms: Whova, Crowdcast,
  • speaker submission platform: OxfordAbstract

You should review and update this list so it reflects only the tools and platforms currently in use.

If you engage with a sponsor, exhibitor, or partner at one of our events, including by scanning a badge, requesting information, entering a sponsor-led competition, or consenting to follow-up contact, your personal data may be shared with that sponsor, exhibitor, or partner for their own follow-up purposes.

Where your data is shared directly with a sponsor, exhibitor, or partner, that organisation becomes responsible for its own use of your data under its own privacy policy.

We encourage you to read their privacy information before providing your details.

11. International transfers

Some of our service providers may process personal data outside the European Economic Area. Where this happens, we take steps to ensure that personal data is protected appropriately and transferred lawfully, including by relying on adequacy decisions, the European Commission’s Standard Contractual Clauses, or other lawful safeguards where applicable. If you would like more information about any such safeguards, you can contact us at GDPR@eurostarconferences.com.

12. How long we keep your personal data

We keep personal data only for as long as necessary for the purposes for which it was collected, including to satisfy legal, accounting, tax, reporting, or dispute-resolution requirements.

Retention periods vary depending on the type of data.

Indicative retention periods [confirm and align internally before publishing]

  • website enquiries: up to [12–24 months]
  • marketing contacts who do not engage: up to [18 months]
  • customer booking and order records: up to [6–7 years] where needed for accounting, tax, and audit purposes
  • speaker submission records: up to [2–3 years]
  • event attendance history: [7-10 years]
  • support correspondence: up to [2 years]
  • competition entries: up to [12 months] after the competition closes unless a longer period is needed
  • event photos and recordings: for as long as they remain relevant for archive, content-library, or promotional purposes, unless deletion is required following a valid request and no overriding reason applies

Where data is no longer required, we will securely delete it or anonymise it.

13. Data security

We have implemented appropriate technical and organisational measures designed to protect personal data from accidental loss, unauthorised access, misuse, alteration, or disclosure.

Access to personal data is limited to people and providers who need it for legitimate business purposes and who are subject to confidentiality and security obligations.

We also have procedures in place to deal with suspected personal data breaches and will notify affected individuals and regulators where we are legally required to do so.

No online service can ever be completely secure, but we take reasonable and appropriate steps to protect personal data.

14. Your data protection rights

Subject to applicable law, you may have the right to:

  • request access to the personal data we hold about you
  • request correction of inaccurate or incomplete data
  • request erasure of your personal data
  • request restriction of processing
  • object to processing based on legitimate interests
  • withdraw consent at any time where processing is based on consent
  • request portability of certain data
  • object to direct marketing at any time
  • lodge a complaint with a supervisory authority

To exercise any of these rights, please contact GDPR@eurostarconferences.com.

We may need to verify your identity before responding to certain requests.

15. Complaints

If you are unhappy with how we handle your personal data, we would appreciate the opportunity to address your concern first.

You also have the right to lodge a complaint with your local supervisory authority. In Ireland, this is the:

Data Protection Commission
21 Fitzwilliam Square South
Dublin 2
D02 RD28
Ireland

16. Third-party websites

Our websites may contain links to third-party websites, platforms, or services. This Privacy Policy does not apply to those third parties. We encourage you to read their privacy notices before providing personal data to them.

17. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, technologies, legal requirements, or business practices.

Any updates will be posted on this page together with the revised “Last updated” date.

18. Contact us

If you have any questions about this Privacy Policy or how we handle your personal data, please contact:

GDPR@eurostarconferences.com

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