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Privacy Policy

We're committed to transparency and safeguarding your data. Here, you'll find all the information you need to understand how we collect, use, and protect your personal information.

Version: 22.10.2025

This privacy policy applies to the processing of personal data by Earlywave Ventures B.V., operating under the name Upstream Festival, registered with the Dutch Chamber of Commerce under number 98077244, and located in Rotterdam, the Netherlands (hereinafter: “Upstream Festival,” “we,” or “us”).

Upstream Festival respects your privacy and is committed to handling your personal data with care. This policy explains which personal data we process, for what purposes, and what your rights are.

1. Data Controller

The controller responsible for processing your personal data is:

Earlywave Ventures B.V. (Upstream Festival)
Rotterdam, the Netherlands
Email: info@upstreamfestival.com

2. Personal Data We Collect

We process personal data that you provide to us directly when registering for the event, purchasing tickets, or subscribing to our communications. This may include:

  • Name, job title, and organization
  • Email address and phone number
  • Billing and payment information
  • Preferences, interests, or program participation details

In addition, we automatically collect usage data when you visit our website, such as:

  • IP address and browser type
  • Device information and operating system
  • Pages visited and time spent on the website
  • Cookies and similar tracking technologies (see section 8)

3. Purposes of Processing

We process personal data exclusively for the following purposes:

  • Processing your ticket registration and payment for event participation;
  • Managing your access to the event, networking platforms, and side events;
  • Sending service communications, practical information, and surveys;
  • Sending newsletters and marketing communications (if you have subscribed or where this falls within our legitimate interest to inform previous participants about future editions);
  • Performing statistical analyses to improve our events and services;
  • Producing and distributing photo and video materials of the event for reporting, marketing, and archival purposes. If you are recognizable in the images and object, please contact us via info@upstreamfestival.com;
  • Complying with administrative and legal obligations.

4. Legal Bases for Processing

We process your personal data based on the following legal grounds:

  • Performance of a contract: to process your registration and participation;
  • Consent: if you subscribe to newsletters or specific programs;
  • Legitimate interest: for marketing communications to previous attendees, analytics, and administrative purposes;‍
  • Legal obligation: where retention of data is required to comply with tax or other legal requirements.

5. Sharing of Personal Data with Third Parties

We share your personal data only with carefully selected parties involved in the performance of our services or compliance with legal obligations. This includes, among others:

  • Project management-, event- and ticketing platforms (such as Monday, Accelevents and Luma);
  • Email and marketing software (such as Mailchimp);
  • Relationship management and communication tools (such as HubSpot);
  • Photographers and media partners;
  • Administrative, legal, or technical service providers (such as Stripe).

We may also share limited personal data with selected partners of Upstream Festival where this contributes to curating a relevant audience or organizing partner-related activities during the festival. Such partners receive only the information necessary for that specific collaboration (for example, name, job title, and organization) and may use it solely for that purpose. Partners pay for participation in these curated programs, but we do not sell personal data to third parties.

In exceptional cases, we may disclose personal data to competent authorities where required by law or necessary to protect our rights, safety, or property.

In the event of a merger, acquisition, or sale of (part of) our business, personal data may be shared with the involved party, provided that such party agrees to comply with this privacy policy and applicable data-protection laws.

An up-to-date overview of our data processors and recipients is available upon request via info@upstreamfestival.com.

6. Data Retention

We do not retain personal data longer than necessary for the purposes for which it was collected.
We apply a maximum retention period of 10 years after the event, based on our legitimate interest to:

  • Maintain relationships with attendees, partners, and participants,
  • Perform statistical and historical analyses, and
  • comply with administrative and tax obligations.

After this period, personal data will be deleted or anonymized.

7. International Data Transfers

Because some of our data processors are located in the United States, your data may be stored outside the European Economic Area (EEA).
Such transfers take place only under appropriate safeguards, such as EU Standard Contractual Clauses or other valid transfer mechanisms in accordance with Article 46 GDPR, ensuring an adequate level of protection. While we apply these safeguards diligently, we cannot fully guarantee that data processed outside the EEA will be subject to the same level of protection as within the EEA.

8. Cookies and Tracking Technologies

Our website uses cookies and similar technologies to analyze usage, improve performance, and optimize user experience.
For more information about the cookies used and your preferences, please refer to the cookie notice available through the cookie banner on www.upstreamfestival.com.

You can manage or disable cookies through your browser settings. Please note that some parts of the website may not function properly if cookies are disabled.

9. Security of Personal Data

We take appropriate technical and organizational measures to protect your personal data against loss, misuse, unauthorized access, or disclosure. Access to personal data is restricted to authorized employees and service providers who need this information to perform their duties.

10. Links to Other Websites

Our website may contain links to third-party websites, such as partners, sponsors, or social media platforms. We have no control over these external websites and are not responsible for their privacy practices or content. We recommend reviewing the privacy policies of any external websites you visit before providing personal data.

11. Your Rights

You have the right to:

  • access the personal data we process about you;
  • request correction or deletion of your data;
  • object to processing based on legitimate interests;
  • object to the use of your data for direct marketing purposes.
  • withdraw your consent (where applicable);
  • request data portability.

Requests can be submitted via info@upstreamfestival.com. We will respond within one month of receiving your request.

If you believe that we are processing your data unlawfully, you may file a complaint with the Dutch Data Protection Authority (Autoriteit Persoonsgegevens) via www.autoriteitpersoonsgegevens.nl.

12. Changes

We reserve the right to amend this privacy policy. The most recent version will always be available at www.upstreamfestival.com/privacy. We encourage you to review this policy regularly to stay informed about any updates.

In case of discrepancies between the Dutch and English versions of this Privacy Policy, the Dutch version shall prevail.

Rotterdam, 22.10.2025

Earlywave Ventures B.V. – operating under the name Upstream Festival

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