Privacy policy

Last updated: [publication date].

Who is the controller

Marcelo Teixeira Rossi, self-employed professional trading as Sustain.events. Portuguese tax number (NIF) 288254970. Address: Rua Sampaio Bruno, n.º 21, R/C Dto., 1350-281 Lisboa, Portugal. Contact for anything about your data: hello@sustain.events.

What data we process, why, and on what basis

• Messages you send us (by email or through the site): name, email, organisation and what you write. We use them to reply and, if you ask, to prepare a proposal. Basis: steps taken at your request before entering into a contract, and our legitimate interest in replying to people who contact us.
• Carbon Quick Scan: name, email, organisation and your answers about the event. We use them to calculate and send the estimate and for one follow-up about the result. Basis: your request (pre-contractual steps) and legitimate interest in the follow-up, which you can object to at any time. The estimate is calculated automatically from your answers about the event, but it has no legal effects and involves no decisions about you.
• Business contact details of potential clients: name, job title, organisation and business email, from public professional sources (organisations' websites, LinkedIn, trade press). We use them for business-to-business contact about our services. Basis: legitimate interest. Every email offers a simple way to opt out, and contacts who do not reply are deleted after 12 months.
• Clients: details of the representatives and contacts named in the contract, to perform and invoice it. Basis: performance of the contract and legal (tax and accounting) obligations.

We do not process special categories of data (for example, health data). The travel surveys we run for clients are anonymous.

Cookies and analytics

This site does not use cookies or store information on your device. The hosting server logs technical data for each visit (IP address, page requested, date and time, browser type) for security and for aggregated visit statistics that do not identify you. Links to other sites (for example, LinkedIn or the Quick Scan form) follow those sites' policies.

Who we share data with

We do not sell data. We use providers that process data on our behalf under data protection agreements:

• Hostinger International Ltd.: website hosting;
• Google (Google Workspace): email and file storage;
• the provider of the Quick Scan online form;
• HubSpot: business contact management;
• ClickUp: internal task management;
• InvoiceXpress: client invoicing;
• other software and cloud computing providers we use to analyse data and prepare documents.

Some of these providers, or their sub-processors, are in the United States. In those cases, transfers rely on a European Commission adequacy decision (EU-U.S. Data Privacy Framework) or on standard contractual clauses approved by the Commission. You can ask us for more information about these safeguards.

How long we keep data

• Messages and Quick Scan requests with no follow-up: up to 12 months after the last contact.
• Potential client contacts who do not reply: up to 12 months.
• Clients: for the term of the contract and then for the legal retention period for accounting and tax records and until claims under the contract are time-barred.
• If you object or ask for erasure, we delete your data, keeping only the minimum needed not to contact you again.

Your rights

You can ask for access, rectification, erasure, restriction of processing and portability, and you can object at any time to processing based on legitimate interest, including business contact. Just write to hello@sustain.events; we reply within one month. You can also complain to the Portuguese data protection authority, CNPD (www.cnpd.pt), or to the authority of your EU country.

Changes

If this policy changes, we publish the new version here with the update date.