Privacy policy

Last updated: July 21, 2026

Overview

This policy explains how Coffeehouse Verein (“Coffeehouse”, “we”, “us”) collects, uses, and protects personal data when you visit coffeehouseconf.com, register for an event, buy merchandise, or otherwise get in touch with us. We are a Swiss association, and we aim to meet both the Swiss Federal Act on Data Protection (FADP) and, for visitors in the EU/EEA, the General Data Protection Regulation (GDPR).

If anything here is unclear, or you’d like to exercise any of the rights described below, contact us — we’re happy to help.

Who is responsible for your data

Coffeehouse Verein is the controller responsible for the personal data described in this policy. You can reach us at:

Coffeehouse Verein, Zurich, Switzerland
Reach out via our contact page

Data we collect

Event registration and merchandise orders. When you register for an event or buy an item, our checkout collects your name, email address, and country. Because tickets and merchandise are digital or picked up in person, we don’t ask for a shipping address. Some events include additional registration questions set by the organizers (for example, dietary needs or session preferences); your answers are stored against your order. Payment card details are entered directly with our payment provider and are never stored on our servers.

Photos and recordings at events. We photograph and film our events, so if you attend you may appear in the resulting images and recordings. We use them to show what Coffeehouse is like and to promote future events, as set out in our Terms & Conditions. You can ask us not to photograph you, or to take down something we’ve already published, at any time — see “Your rights” below.

Contact form. If you reach out via our contact page, we collect whatever you provide — typically your name, email address, and message — to respond to you.

Automatically collected data. Like most websites, our server and security tooling log technical information such as IP address, browser type, and request details, mainly to keep the site secure and working (see “Cookies and similar technologies” below).

How we use your data

To process event registrations and merchandise orders, including sending confirmations, calendar invites, and handling refunds.
To let you know about upcoming Coffeehouse events, based on a past registration. Every such email includes an unsubscribe link.
To document our events and promote future ones, including publishing photos and recordings on our website and social media.
To answer questions submitted through our contact form.
To keep the site secure, prevent abuse, and diagnose technical problems.
To meet legal and accounting obligations (for example, retaining order records for tax purposes).

For visitors covered by the GDPR, we rely on the following legal bases for this processing:

Performance of a contract — to process your event registration or merchandise order and send the confirmations, calendar invites, and logistical messages needed to fulfil it.
Legal obligation — to retain invoice and transaction records for the periods required by Swiss accounting and tax law.
Legitimate interests — to keep the site secure and prevent abuse, to answer questions you send us, to let past registrants know about upcoming Coffeehouse events, and to document and promote our events with photos and recordings. Where we rely on legitimate interests, you can object at any time (see “Your rights”).
Consent — where we ask for it specifically; you can withdraw consent at any time, without affecting processing already carried out.

Cookies and similar technologies

We use a small number of cookies that are necessary for the site to function: our checkout uses cookies to remember your cart and session, and our caching and security tools use cookies to distinguish visitors and detect malicious traffic. We don’t use cookies for advertising or cross-site tracking. You can block or delete cookies in your browser settings; doing so may prevent checkout from working correctly.

Who we share your data with

We don’t sell your personal data, and we don’t share it with third parties for their own use. We work with a small number of service providers who process it on our behalf, solely to run the site and deliver your event registration or purchase:

Cloud Platform — hosts our website and database.
CDN — provides DNS, content delivery, and protection against malicious traffic in front of our site.
Payment platform — processes card and other payments at checkout; we never see or store full card numbers.
Email delivery — an SMTP relay that transmits the emails we send (such as order confirmations, password resets, and event announcements). We manage our mailing lists and compose these emails on our own infrastructure; the provider only handles the final delivery of each message.
Social media platforms — where we publish event photos, recordings, and announcements. Anything we post there is also handled under that platform’s own terms and privacy policy.
Security monitoring — provides firewall and security monitoring for the site, which may log IP addresses and request data associated with security events.

We may also disclose data where required by law, or to protect the rights, safety, or property of Coffeehouse, our members, or others.

International data transfers

Our infrastructure is hosted in Switzerland, but some of the providers listed above may process data outside Switzerland or the EU/EEA. Where that happens, we rely on the provider’s applicable safeguards (such as the EU Standard Contractual Clauses or an equivalent Swiss-approved mechanism).

Data retention

We keep your registration and order data for as long as we need it to run our events and to stay in touch with the people who come to them. When we no longer need it — for example if you ask us to delete it, or you’ve had no contact with us for a long stretch — we delete or anonymize it. You can ask us to delete your data at any time (see “Your rights”), and unsubscribing from our emails is treated as a request to stop contacting you. Invoice and transaction records are kept separately for 10 years, as required by Swiss accounting law, even after your registration data has been removed. Event photos and recordings we’ve published stay online until we retire them or you ask us to take them down. Contact form messages and security logs are kept only as long as needed to resolve the inquiry or investigate an issue, unless we’re required to keep them longer.

Your rights

Subject to applicable law, you may ask us to:

Confirm what personal data we hold about you, and give you a copy of it.
Correct inaccurate or incomplete data.
Delete your data, where we’re not required to keep it (for example, for accounting purposes).
Restrict or object to certain processing, including unsubscribing from emails about upcoming events at any time. This doesn’t apply to logistical emails about an event you’ve registered for, which we send as part of fulfilling your registration.
Ask us not to photograph or film you at an event, or to take down a published photo or recording in which you appear. Just tell an organizer at the event or contact us — no reason needed, and we’ll keep the request between us.
Receive your data in a portable format, where technically feasible.

To exercise any of these rights, contact us. If you’re in the EU/EEA and believe we haven’t handled your data properly, you also have the right to lodge a complaint with your local data protection authority; in Switzerland, this is the Federal Data Protection and Information Commissioner (FDPIC).

Security

We use technical and organizational measures — including a web application firewall, encrypted connections (HTTPS), and access controls on our infrastructure — to protect your data. No system is completely secure, but we work to keep your information safe and to respond quickly if something goes wrong.

Changes to this policy

We may update this policy from time to time, for example as our services or legal obligations change. We’ll update the “Last updated” date above when we do; significant changes will be highlighted on this page.