Privacy Policy
Last Updated: 08 August 2025
Welcome to the klatchpoint. Privacy Policy. This policy explains how we, Codepoint, Lda. ("Codepoint", "we", "us" or "our"), collect, use, and protect your personal data when you use the klatchpoint. mobile and web application (the "Service"). klatchpoint. is a Software-as-a-Service (SaaS) platform that facilitates interaction between event organisers and attendees. Event organisers can create and manage events, and users can register for events, network with other participants, and engage with event content through the app. klatchpoint. acts solely as an intermediary to provide these services, and we are committed to handling your personal information in compliance with applicable data protection laws, including the EU General Data Protection Regulation (GDPR).
1. Who We Are
Data Controller: The company responsible for your personal data is Codepoint, Lda., a company registered in Portugal (NIPC 516133594), with headquarters at Estrada Nacional 101 - Avenida Barros e Soares, nº 423, 4715-214 Braga, Portugal.
You may contact us with any questions or requests regarding your personal data at privacy@klatchpoint.com.
2. Scope of This Policy
This Privacy Policy applies to personal data processed by Codepoint through the klatchpoint. platform, including our mobile application and web application/portal. It covers data collected from all users of Klatchpoint, including individual event attendees and event organisers/hosts, as well as visitors to our website. It does not cover any third-party websites or services that may be linked from our platform. By using klatchpoint., you acknowledge that you have read and understood this Privacy Policy.
3. Personal Data We Collect
We collect various types of personal information from you when you use klatchpoint.. This includes:
Identity and Contact Information: such as your name, email address, and phone number. We collect these when you register an account or communicate with us.
Account Credentials: login information like username and password (stored in a protected manner) to secure your account.
Profile Details and Preferences: information you provide on your user profile or during event registration, such as your interests, preferences, and any profile picture or biography. This may also include your connections or interactions within the app (for example, events you join or people you connect with).
Location Data: if you choose to share it, we may collect geolocation information (for example, to provide event recommendations or location-based features). You will typically be asked for permission by your device before we access precise GPS location data. We may also derive an approximate location from your IP address.
Device and Browsing Data: technical information when you use klatchpoint., including your IP address, device type, operating system, browser type, app version, and usage data (such as pages or screens viewed, features used, dates and times of visits). We collect this through log files, cookies, and similar tracking technologies to ensure the service works correctly and to analyse and improve our service.
User Content: any content you voluntarily upload or share through the platform, such as messages you send to other users, questions you submit during live sessions, or images you upload from events or activities. Be aware that content you share may be viewed by other participants in the event or within the app (subject to any moderation/approval process for public posting of images or questions).
Payment and Transaction Data: if you are an event organiser purchasing a subscription or other paid features, we will process information related to the transaction (e.g., the fact that you purchased a subscription, date and amount of payment). Payments are made via bank transfer, so we do not collect your credit card or bank account numbers through the app, but we will record payment confirmations and necessary billing details to manage your subscription, handle refunds/cancellations within the permitted period, and comply with accounting/legal requirements.
4. How We Use Your Personal Data (Purposes and Legal Bases)
We use the collected personal data for the following purposes, in accordance with the legal bases permitted under Article 6(1) of the GDPR:
To provide and maintain our services: We process your information to allow you to register an account, create or sign up for events, facilitate networking (e.g., connecting with other attendees), and use all features of klatchpoint. (including messaging and content sharing). Legal Basis: Performance of a contract (GDPR Art. 6(1)(b)) — this processing is necessary to deliver the services you request.
Account management and support: Your data is used to manage your user account (e.g. verify your identity when logging in) and to provide customer support or respond to inquiries. Legal Basis: Performance of a contract for account-related processing, and our legitimate interests (Art. 6(1)(f)) in providing effective customer service.
Communications: We use contact information (email, phone) to communicate with you about your account, important updates to the service, events you have registered for, or to respond to your messages. Legal Basis: Performance of a contract for essential service communications (such as confirmations and notifications you need to use the service). For any optional or promotional communications, we rely on your consent (Art. 6(1)(a)).
Analytics and improvements: We analyse usage data (such as device and browsing data, and how you interact with the app) to troubleshoot issues, create statistics, and improve klatchpoint.'s functionality and user experience. Legal Basis: Legitimate interests (Art. 6(1)(f)) — it is in our interest (and we believe in yours) to continually improve our services. We take measures to limit privacy impact, and you have the right to object to this processing.
Personalised recommendations (profiling): klatchpoint. uses profiling techniques to provide you with personalised content, such as recommending events, connections, or activities based on your interests, location, and past interactions. Legal Basis: Legitimate interests (Art. 6(1)(f)), as this personalisation enhances your experience. You may object to profiling at any time. (Note: This profiling does not result in any legal or similarly significant effects on you; it is only used to tailor suggestions.)
Security and misuse prevention: We may process data (such as logs and user activity) to monitor and ensure the security of our platform, prevent fraud, unauthorised access or misuse of our services, and enforce our terms of service. Legal Basis: Legitimate interests (ensuring the integrity and safety of our service and users).
Legal compliance: Where necessary, we process personal data to comply with legal obligations to which we are subject. For example, we may retain transaction records for accounting/tax purposes or disclose information if required by law enforcement or regulatory authorities. Legal Basis: Compliance with a legal obligation (Art. 6(1)(c)).
5. Cookies and Tracking Technologies
klatchpoint. uses cookies and similar tracking technologies on our website and within the app to enhance user experience:
Strictly Necessary Cookies: These cookies are essential for the operation of our site/app (for example, to keep you logged in or remember your preferences). They are always active and do not require user consent, as without them the service would not function properly.
Statistical/Analytics Cookies: These cookies collect information about how users interact with klatchpoint. (e.g., page visits, features used) to help us understand usage patterns and improve our services. We do not use cookies for advertising purposes. Where required by law, we will ask for your consent before setting analytics cookies. You can withdraw your consent at any time or disable analytics cookies via our cookie management tool or your browser settings.
For more details on the cookies we use and your choices, please see our separate Cookie Policy.
6. Disclosure of Your Information (Data Sharing)
We do not sell or rent your personal information to third parties. We only share your data in the following circumstances:
With other users and event organisers: Some of your information may be visible to other users of the platform as needed for the service. For example, when you register for an event, the organizer of that event (and where applicable, other attendees) will have access to your name and any other information you choose to share on your profile or through that event. Likewise, if you are an event organizer, your profile information may be visible to attendees. Any content you post (such as questions or images in an event) will be visible to participants of that event once approved. In addition, users who are part of your network on the platform may be able to see events in which you have registered or participated.
With service providers (processors): We use trusted third-party service providers to help us operate and improve klatchpoint.. These providers process personal data on our behalf and under our instructions, and they are contractually bound to protect your information. For example, we rely on Firebase (a service by Google) for our application's backend infrastructure and data storage, as well as Digital Ocean, a hosting service based in Frankfurt. We have a Data Processing Agreement in place with such providers to ensure they handle your data in compliance with GDPR and only for authorised purposes.
For legal reasons: We may disclose information if required to do so by law or valid legal process (for instance, in response to a court order or a request by law enforcement authorities), or when necessary to protect our rights, your safety, or the safety of others, or to investigate fraud or security issues.
7. International Data Transfers
Your personal data may be transferred to and stored in countries outside the European Economic Area (EEA). In particular, because we use certain third-party services such as Google Firebase, your data might be processed on servers located in the United States or other countries that may not have the same data protection laws as your home country.
Whenever we transfer your information outside the EEA, we will ensure appropriate safeguards are in place to protect it, as required by GDPR. This may include relying on the European Commission's Standard Contractual Clauses or transfers to countries that are deemed to have adequate data protection by the European Commission. Our agreements with service providers (including our DPA with Firebase/Google) include these safeguard measures. If you have questions about international data transfers or want to obtain a copy of the relevant safeguards, you can contact us at privacy@klatchpoint.com.
8. Data Retention
We keep personal data only for as long as necessary to fulfil the purposes described in this policy, or as required by law. In general:
Account data: If you have an active klatchpoint. account, we retain your personal information for as long as your account is in use. If you request account deletion, we will delete or anonymise your personal data (except for information we are required to keep by law) within a reasonable time after your request.
Inactive accounts: If your account has no activity for 24 months, we will consider it inactive. We may then delete or anonymise your personal data associated with that account, after attempting to contact you (where feasible) or as part of routine cleanup. This means that unless you log in or use klatchpoint. within a 2-year period, your data may be removed from our systems.
Communications and content: Messages you send and content you post may be retained as long as your account is active, and for a limited period after account deletion if necessary for our legitimate business interests (for example, if needed for investigating misuse). However, such data will generally be deleted or anonymised along with your account.
Analytics data: Analytical and statistical data is either aggregated (not linked to you personally) or stored for a shorter duration. For instance, we may keep raw analytics logs for 12 months before deletion or aggregation. This ensures we only maintain identifiable analytics information for the minimum period necessary.
Legal requirements: In certain cases, we may need to retain some information for longer to comply with legal obligations or resolve disputes. For example, transaction records may be kept for accounting purposes for a period mandated by law. Any data retained for such purposes will be limited to what is strictly necessary.
9. Your Rights as a Data Subject
Under the GDPR, you have various rights regarding your personal data. You can exercise these rights at any time. These include:
Right of Access: You have the right to request a copy of the personal data we hold about you, as well as information on how we process it.
Right to Rectification: If any of your information is inaccurate or incomplete, you have the right to ask us to correct or update it.
Right to Erasure: You can request that we delete your personal data if, for example, it is no longer needed for the purposes it was collected, or if you withdraw consent (where applicable) and no other legal basis for processing applies. This is sometimes called the "right to be forgotten." Keep in mind we might retain certain data where required by law or for legitimate purposes as outlined above.
Right to Restrict Processing: You have the right to ask us to limit the processing of your data in certain circumstances — for instance, if you contest the accuracy of the data or have objected to processing (pending verification of our grounds for processing).
Right to Data Portability: You are entitled to receive your personal data that you provided to us in a structured, commonly used, machine-readable format, and to have that data transmitted to another controller where technically feasible. (This right applies when the processing is based on your consent or on a contract and carried out by automated means.)
Right to Object: You may object to our processing of your personal data when we process it based on legitimate interests, including any profiling we do for personalisation. If you object, we will assess whether our legitimate grounds for processing override your privacy interests. You also have an absolute right to object to the use of your personal data for direct marketing purposes (if we were to engage in such activities).
Right to Withdraw Consent: In cases where we rely on your consent to process data, you can withdraw that consent at any time. Withdrawal of consent will not affect the lawfulness of processing that occurred before you withdrew consent.
Right to Lodge a Complaint: If you believe your data protection rights have been violated, you have the right to file a complaint with a supervisory authority. In Portugal, the relevant authority is the CNPD (Comissão Nacional de Proteção de Dados). You may also contact the supervisory authority in your country of residence.
10. Exercising Your Rights
You can exercise any of your above rights by either using the tools provided in your account (where available) or by contacting us. The easiest way is to reach out via email to our privacy contact at privacy@klatchpoint.com.
For security and verification, we may ask you to provide certain information or take certain steps to confirm your identity before we fulfil your request. We aim to respond to all legitimate requests as soon as possible, typically within one month as required by GDPR. If your request is complex or if you have made multiple requests, we might need more time (in which case, we will inform you of the extension). Exercising your rights is free of charge, unless requests are manifestly unfounded or excessive, in which case we may charge a reasonable fee or refuse to act (as permitted by law).
11. Data Security
We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, alteration, disclosure, or destruction. These measures include encryption of data in transit, secure hosting environments (for example, data stored with Firebase/Google is protected by their robust security infrastructure), access controls to personal data, and regular review of our information collection and storage practices.
Please note that, despite our efforts, no method of transmission over the internet or method of electronic storage is completely secure. We cannot guarantee absolute security of your data. However, we continuously strive to update and improve our security practices to keep your information safe. We also encourage you to maintain the confidentiality of your login credentials and to immediately notify us if you suspect any unauthorised use of your account.
12. Children's Privacy
klatchpoint. is a platform intended for users aged 16 and older. The service is not directed at individuals under this age. We do not knowingly collect or process personal data from anyone under 16. If we become aware that a user under 16 has provided personal data, we will take appropriate steps to delete that information without undue delay. Parents or legal guardians are encouraged to contact us at privacy@klatchpoint.com if they believe a minor has accessed the platform.
13. Changes to this Privacy Policy
We may update or modify this Privacy Policy from time to time, to reflect changes in our practices or for other operational, legal, or regulatory reasons. If we make material changes, we will notify users by posting the updated policy on our website and, if appropriate, via the klatchpoint. app or by email. We indicate the effective date of the Privacy Policy at the top of the document. We encourage you to review this Policy periodically to stay informed about how we are protecting your information.
14. Contact Us
If you have any questions, concerns, or requests regarding this Privacy Policy or your personal data, please contact us at privacy@klatchpoint.com. You can also reach us by mail at the postal address provided above (under "Who We Are"). We will be happy to assist you.