Privacy notice
Past the Pilot is an AI community in Aarhus. This notice explains what personal data we handle when you register for one of our events, follow our calendar, email us or visit pastthepilot.com, and what rights you have.
Who is responsible
Past the Pilot is operated by destbo labs, the sole proprietorship of Dennis Boehme (CVR 46680286), Kroghsgade 18, 8000 Aarhus C, Denmark. destbo labs is the data controller for the personal data described in this notice.
Contact: hello@pastthepilot.com
This website
pastthepilot.com has no sign-up forms, no cookies, no analytics and no tracking, and it loads nothing from third parties. Our hosting provider, Vercel, processes technical data such as your IP address in order to deliver the site and protect it against abuse. Vercel does this on our behalf.
Events and our calendar on Luma
We use Luma (Luma Labs, Inc., USA) for event pages, registrations and our community calendar.
When you register for an event, Luma shares with us your name, your email address, your answers to any registration questions, and your registration and check-in status. We use this to run the event: to confirm your place, send practical information and changes, manage capacity and any waitlist, and check people in at the door.
Legal basis: providing the event you asked to attend (GDPR Article 6(1)(b)).
When you follow our calendar, or tick "Tell me about future Past the Pilot events" when you register, we use your name and email address to tell you about upcoming Past the Pilot events. The box is optional and unticked by default. You can unsubscribe at any time using the link in every email.
Legal basis: your consent (Article 6(1)(a)).
Luma also adds everyone who registers for an event to our calendar's contact list. We only send announcements about future events to people who follow the calendar or ticked the box. If you did neither, you only receive messages about the event you registered for.
To improve our events, we look at how many people attend and whether people come back to later events. We only report totals, never names.
Legal basis: our legitimate interest in running useful events (Article 6(1)(f)).
For our events and calendar, Luma processes this data on our behalf under its data processing agreement (luma.com/dpa). For your Luma account itself, Luma is a separate controller with its own privacy policy: https://luma.com/privacy-policy
Emails
If you email us at hello@pastthepilot.com, we use your name, email address and message to reply. Our email runs on Google Workspace.
Legal basis: our legitimate interest in answering your message (Article 6(1)(f)).
Photos at events
How we handle photography is explained on each event page and at the event itself, including how to avoid being photographed.
Who we share data with
- Service providers that process data on our behalf: Luma (events and calendar), Google (email) and Vercel (website hosting).
- Co-hosts and venues: we do not hand over the attendee list. If a venue needs names for building access, the event page says so before you register, and we share only what is needed for that.
- Authorities, if we are legally required to.
We do not sell personal data and do not use it for advertising.
Transfers outside the EU/EEA
Luma, Google and Vercel are US companies, so your data may be processed in the USA. Luma's data processing agreement uses the EU Standard Contractual Clauses for these transfers. Google and Vercel are certified under the EU–US Data Privacy Framework. Google also uses the Standard Contractual Clauses where required.
How long we keep data
- Event registrations: until 24 months after the event, so we can see whether people come back. After that we remove the personal data and keep only totals.
- Calendar follows and the event-updates box: until you unsubscribe or ask us to remove you.
- Check-in lists exported for an event: deleted within 30 days after the event.
- Emails: up to 24 months after our last contact, unless we need them for an agreement. Accounting records, such as sponsor invoices, are kept for five years as Danish bookkeeping law requires.
We review stored data once a year and delete what has passed these periods.
Your rights
You can ask to see the personal data we hold about you, have it corrected or deleted, restrict or object to how we use it, receive it in a portable format, and withdraw consent at any time. Email hello@pastthepilot.com and we will respond within one month.
If you are unhappy with how we handle your data, you can complain to the Danish Data Protection Agency (Datatilsynet), www.datatilsynet.dk.
Changes to this notice
If we change how we handle personal data, we update this page and the date at the top.