Privacy notice

Who is responsible

Eirini Tsantouli runs this pilot and is responsible for the data (the controller).
Filema is not a company yet, so Eirini is responsible as a private individual.
Contact: hello@myfilema.com

What we collect

From hosts, through the application form:

• name, email and phone number
• city (never a street address)
• the gathering: type, optional title, date, time of day, number of guests, age groups, what you can offer and your description
• Instagram or TikTok name, if you give it
• your five confirmations and the time you sent them
• whether and when you confirmed your email address (with the link in our email)

Later, only if it applies to you:

• the day you'll pick up products, if a business offers you products and you agree. Only if pickup isn't possible and you agree: a delivery name and address, which you send us by email.
• your short recap after the gathering: how many came, how many samples you gave out, how the product was used, optional links to your posts, notes for the brand, and how the pilot went for you
• the photos you email us

From guests who choose to give feedback through the QR code: anonymous answers (a rating, whether they would consider buying, what they liked and an optional comment). We do not ask guests for names or contact details.

From contact people at brands and businesses: the business name and type, its website or social media profile and area, the contact person's name and work email, what the business would like to introduce and offer, which kinds of gathering interest it and from what size (from the form on the businesses page), whether and when the email was confirmed, whether the business paused or stopped, and the business's answers, notes and feedback about the pilot.

If you report a problem to us, we keep your message and a short note on what we did.

We do not collect guest lists, information about children, or anything about your guests except their number, age groups and anonymous feedback.

Why we use it

• to read and screen applications
• to show each brand and business only the gatherings that suit it, without names or contact details
• to contact you about your application
• to arrange a pickup or delivery with a business, only with your permission: for a pickup we give it your first name and the day you'll come
• to collect the recap, photos and guests' anonymous feedback after the gathering, and report the results to the brand or business that gave the products
• to reply to brands that ask to take part, and send them their private shortlist
• to protect participants from abuse: we confirm email addresses and, if needed, block an address from the pilot

Legal basis: your consent, which you give on the form. You can withdraw it at any time, and we then delete your application. Guests' feedback is voluntary and anonymous. For email confirmation, problem reports and the block list, the legal basis is our legitimate interest in keeping the pilot safe for everyone.

A person reads every application. No decisions are made automatically.

Who sees it

• Our team sees everything you send us.
• Only the brands and businesses we pick for a gathering see it, through a private link: type, title, city, date, time of day, number of guests, age groups, what you can offer and your description. Never your name, email, phone or social media name. Hosts never see businesses' contact details, or which businesses said Not now.
• If you agree to go ahead with a business, we give it your first name and the day you'll pick up the products, and you get its shop address and opening hours. Only if pickup isn't possible and you agree, we give it your delivery name and address so it can send or bring the products. The business is then also responsible for that information.
• The business that gave you products sees, for its own products only: your recap (not your answers about how the pilot went for you), the links to your posts, your photos, and guests' anonymous answers, with contact details removed from comments. It uses them internally; if it wants to publish photos, it must ask you first.
• Companies that store or send data for us: hosting: Fly.io (data centre in Frankfurt, Germany); email: Porkbun (USA); encrypted backups: BACKUP_PROVIDER (EU). That company cannot read the copies: only our team has the key. The site's database is stored in the EU. Emails are stored by Porkbun in the USA, under the EU's standard contractual clauses.

We never sell your data, and we use no advertising or analytics tools.

Cookies and your browser

Hosts and brands get no cookies. While you fill in the form, your browser keeps a draft on your own device so you can continue later. It is not sent to us until you send the application, and it is deleted after sending or when you choose Start over.

The only cookie is for the pilot team's admin login. It is needed to log in and is not used for anything else.

How long we keep it

We delete all applications, brand answers, pickup and delivery details, photos, recaps and guest feedback by 30 April 2027 at the latest, including copies in our email, exported files and backups. Backup copies of the database are kept for at most 7 days.

If we block an email address because of abuse, we keep it on the block list, with a short note on why, until the same date.

To stop spam, we keep a scrambled (hashed) form of your IP address for at most two hours.

Our hosting company may keep short technical logs (such as IP address and time) for security.

Your rights

You can ask to see your data, correct it, delete it or get a copy of it, and you can ask us to limit or stop using it. You can also withdraw your consent. Email hello@myfilema.com. We answer within one month.

If you think we handle your data wrongly, you can complain to the Hellenic Data Protection Authority (dpa.gr).