Privacy

This tool coordinates the logistics of Libre Space Foundation gatherings. It holds personal data about the people attending, so here is exactly what it keeps, why, for how long, and how to get rid of it.

Who is responsible

The Libre Space Foundation is the data controller. For anything on this page, including erasure requests, write to info@libre.space.

What is collected

Only what someone types in, plus the timestamps needed to run the thing.

Your account

Email address, the display name you choose, optionally your forum handle, your language preference, and when you last signed in.

Your answer to an event

Whether you are coming, which accommodation you picked, your arrival and departure dates, and any note you write.

Room sharing

Whether you want a room to yourself, and who you would rather share with.

Diet

Your diet (omnivore, vegetarian, vegan and so on) and any note about it.

Allergens — health data

If you tell us about an allergy, that is health data and gets stricter handling. See below.

Travel

Where you are leaving from, when, in what, how many seats you have or need, how much luggage room, and any note about the vehicle.

Gear

Which items you have, need, or can lend.

What is deliberately not collected

• No phone numbers. This was considered and rejected. The community already has its own contact channels, so storing numbers would add personal data for no gain.
• No passwords. Signing in emails you a link. Only a hash of that link's token is ever stored, so a leaked database yields no working logins.
• No tracking. No analytics, no third-party scripts, no advertising cookies. The only cookie is the one that keeps you signed in.

Allergens are treated differently

Allergen information is health data — a special category under Article 9 of the GDPR. It is stored apart from your dietary preference and handled differently in three ways:

• It is collected only if you choose to give it, on the basis of your explicit consent, and you can withdraw that at any time by clearing the field.
• Catering can read it. Organisers cannot. The organiser summary shows counts by diet type and nothing else. This is enforced by the database, not only by the screens: a separate role grants access, and the summary view excludes the allergen columns outright.
• It is deleted sooner than the rest of your answer — within 30 days of the event ending, once it can no longer serve any purpose.

If you would rather not put it in a database at all, that is a reasonable choice: tell an organiser directly instead.

Why, and on what legal basis

Everything except allergens is processed on the basis of legitimate interest — organising a gathering you asked to attend. You can object at any time, though it is hard to feed and transport someone whose answers we do not have.

Allergen data is processed on the basis of explicit consent, which legitimate interest cannot cover for health data.

Who can see it

• Other participants see your display name, forum handle and whether you are coming, plus any lift or gear information you offer. That is the point: the tool exists so people can find each other a seat.
• Organisers see the above plus aggregate counts.
• Catering additionally sees allergens.
• Nobody else. Your data is not sold, shared, or sent to any third party. There is no processor other than the server this runs on.

How long it is kept

Sign-in links

Expire after 15 minutes and can be used once. Purged 7 days after expiry.

Sessions

Expire after 30 days. Purged 7 days after expiry.

Allergens

Deleted within 30 days of the event ending.

Everything else

Kept while your account exists, so that the next gathering does not start from a blank sheet. Removed when you ask for erasure.

Your rights

You can ask for a copy of your data, correct it, object to processing, or have it erased. Most of it you can change yourself by signing in.

Erasure anonymises rather than deletes. Your identity — name, email, forum handle — is removed, and the rows that remain stop pointing at a person. Historical headcounts stay correct without anyone being able to tell it was you. Where a row exists only to describe you, such as your allergens, it is deleted outright.

If you think this is being handled badly, you can complain to the Hellenic Data Protection Authority. We would rather you told us first.

Security, stated honestly

Access rules are enforced in the database itself, not only in the application, so a mistake in one screen cannot expose data another screen was hiding. Login tokens are stored only as hashes.

The known limitation, since pretending otherwise helps nobody: those database rules depend on the application connecting with a restricted account. Postgres does not enforce that on its own — the deployment does. The source is public, so you can check the claims on this page against the code.