Privacy policy for Fastaval

Applies to website, registration system and mobile application (iOS/Android)

Last updated: January 2026

1. introduction and data responsibility

Welcome to Fastaval. We take the protection of your personal data seriously. This privacy policy describes how Foreningen Alea collects, processes and protects your data when you visit fastaval.dk, register for the congress, or use our official Fastaval App.

As the organizer of Fastaval, we are the data controller for the processing of the personal data we receive from you.

Contact details of the data controller:

• Association: Alea

• Company registration number: 32693946

• Address: C/O Andreas Ravn Skovse, Fjældevænget 72, 2. tv

• Email: info@fastaval.dk / alea@fastaval.dk

2. What information do we collect?

We only collect information that is necessary to plan and run Fastaval, comply with legislation and give you the best participant experience.

2.1 Information you provide yourself (Registration and Profile)

When you create a profile and sign up for Fastaval, we process the following:

• Master data: Name, address, email, phone number, date of birth and gender.

• Attendee data: Your choice of activities (role-playing games, board games, workshops), accommodation choices, team affiliation and merchandise purchases.

• Sensitive information (Health data): Information about allergies or diets. This is collected solely based on your explicit consent in order to provide proper catering and is deleted after the end of the congress.

• Images: If you upload a profile picture to the app or system.

2.2 Information collected automatically (App and Website)

When you use the Fastaval App (iOS/Android) or our website, we may collect:

• Technical data: IP address, device type (e.g. iPhone or Android version), app version and operating system.

• Usage data: Information about which program pages you visit and which phone you have associated with your login. This is used to improve the stability of the app and make general statistics and to deliver notifications about your program or general messages from Fastaval.

3. App-specific Permissions (Permissions)

To provide specific features in the Fastaval App, we may request access to features on your device. You can change these permissions in your phone’s settings at any time.

Permission (Permission)	Purpose and Use
Camera (Camera)	Used to scan QR codes (e.g. at activities or information points). Image data is processed locally on your phone and not sent to our servers.
Location (Location)	Used to show your location on the map of the Fastaval area (e.g. Mariagerfjord Gymnasium/Hobro Idrætscenter) so you can find your way. We do not save your history.
Notifications	Used to send you important messages during the congress (e.g. program changes, meal times or emergency notifications).
Storage space (Storage)	Used to temporarily store program data and maps so that the app works offline.

4. Purpose and legal basis

We process your data based on the following legal basis in the EU General Data Protection Regulation (GDPR):

1. Performance of the contract (Article 6(1)(b)):

   • Necessary to manage your registration, deliver tickets, assign sleeping places and ensure you get the food and goods you have purchased.

2. Legal obligation (Article 6(1)(c):

   • Compliance with the Bookkeeping Act (storage of payment transactions for 5 years).

   • Compliance with fire authority requirements for overnight guest lists (attendance lists per dormitory).

3. Legitimate interest (Article 6(1)(f)):

   • Using statistics to evaluate and improve Fastaval.

   • Maintaining safety and security during the event (Safety hosts).

4. Consent (Article 6(1)(a) & Article 9(2)(a):

   • Processing of allergy/dietary information.

   • Publication of your name on participant lists (if you have opted in).

5. Disclosure of Information

We treat your data confidentially. We only disclose data to third parties when it is strictly necessary for operations:

• Data processors: IT suppliers hosting our systems (e.g. web hosting, app backend).

• Payment providers: Nets receives payment data to complete transactions. We do not store your card details ourselves.

• Authorities: Fire and police if required by law (e.g. evacuation lists).

6. Storage and Deletion

• Attendee data: Deleted continuously when the purpose ceases. Data on per diems is deleted immediately after the end of the congress.

• Accounting documents: Stored for 5 years plus the current year, cf. the Danish Bookkeeping Act.

• App account: You can request deletion of your association with our system via your phone at any time by contacting us. Upon deletion, your data will be anonymized so that it can no longer be attributed to you.

7. Your Rights

You have the right to gain insight into what information we have about you, to have errors corrected, and in certain cases to have your data deleted (“right to be forgotten”). You can also withdraw a given consent.

Inquiries regarding your data should be made to: info@fastaval.dk