Privacy notice
Event Mental Wellbeing is a specialist practice and product of Leladijo Consulting BV. This notice explains how we use personal information when you visit our website, contact us, buy or take part in learning, attend training, work with us, join a waitlist or participate in a pilot.
Event Stress Check-In pilot
The Event Stress Check-In is a voluntary pilot testing whether short, regular prompts help event professionals notice stress signals while working. It is not medical care, therapy or a crisis-support service.
Who is responsible?
Leladijo Consulting BV and Sina Ehresmann, trading as HarmonIQ Events, jointly decide the purpose and main design of this pilot and act as joint controllers for the shared pilot activity.
- Leladijo Consulting BV, Esselaar 49, 1630 Linkebeek, Belgium. Enterprise number 1012.365.244.
- Sina Ehresmann, trading as HarmonIQ Events, Reußstr. 18, 24340 Eckernförde, Germany. Contact: Sina.ehresmann@gmail.com.
The main privacy contact is privacy@leladijo.com. You may also contact either controller directly.
What we use and why
We use the registration details you provide, your professional connection to events, your email address, your participation information and your baseline, final-feedback and experience responses to:
- administer the pilot and send joining information;
- deliver the daily prompts;
- match your initial and final responses where this is explained in the form;
- understand whether the approach was useful and improve the proposed product;
- respond to withdrawal, privacy or operational questions.
Some answers about stress signals or wellbeing may reveal information concerning health. We rely on your consent for voluntary participation and evaluation and, where responses reveal health information, on your explicit consent. You may withdraw consent for future use at any time by emailing privacy@leladijo.com. We may use limited administrative and security information where necessary for our legitimate interests in operating the pilot safely and keeping an accountable record.
Systems and access
The registration and feedback forms use Tally. Sina currently administers the Tally workspace and has reported that responses are held only in Tally, without email copies, spreadsheet exports or CRM integration. The participant-facing page is built with Lovable; the embedded Tally form receives the submitted form information. A future CRM or new integration will not be added to this pilot without an appropriate review and updated information where required.
We limit identifiable pilot access to the people who need it to administer and evaluate the pilot. We do not ask participants to post personal or health information in the WhatsApp group.
WhatsApp visibility
The pilot uses an ordinary WhatsApp group administered by Johanna and Sina. Only administrators will post, but every member can see the telephone numbers of other members and may see profile information according to each person’s WhatsApp settings. People may be added individually or receive a joining link by email. Other members may save a number or take a screenshot; the administrators cannot erase information from another member’s device.
Do not share health information or personal details in the group. For a private question, unwanted contact, withdrawal or deletion request, email privacy@leladijo.com. You may leave the group at any time, although leaving does not remove information already held by another member.
Retention
Identifiable pilot information will be kept for no longer than three months after the pilot ends and then deleted or irreversibly anonymised. Tally’s free plan does not provide automatic deletion for this workspace, so deletion will be performed manually and recorded. Tally states that deleted form data can remain in encrypted backups for up to 90 days. Only genuinely anonymised learning may be retained for future product development.
Who is responsible for other EMW activities?
For the wider Event Mental Wellbeing website, courses, training, consulting, waitlists and client relationships, the controller is:
Leladijo Consulting BV
Esselaar 49, 1630 Linkebeek, Belgium
Enterprise number 1012.365.244
VAT number BE 1012.365.244
Privacy: privacy@leladijo.com
Information we use
Depending on how you interact with us, we may use:
- your name, email, organisation, role and enquiry;
- registration, attendance and practical arrangement information;
- learner-account, enrolment, progress, completion and certificate information;
- billing, invoice and transaction information, but not your full payment-card number;
- feedback, permissions for testimonials or images, and support correspondence;
- waitlist details and communication preferences;
- technical, security, cookie and website-use information.
Purposes and legal bases
We use information to respond to enquiries, prepare and perform contracts, provide courses and training, administer accounts and certificates, process payments, meet legal and accounting duties, protect our services and improve our work. Depending on the activity, we rely on steps towards or performance of a contract, legal obligations, consent or our legitimate interests in operating and improving relevant professional services.
Optional marketing is separate. We do not add you to a general mailing list merely because you enquire, purchase, complete a survey or attend training. You may unsubscribe or object at any time.
Training, accessibility and wellbeing information
Providing accessibility, dietary or other practical information is optional. Tell us the adjustment you need rather than a detailed diagnosis or medical history. Access is normally limited to Diederick and Johanna unless sharing a practical requirement with a venue or supplier is necessary and you have been told.
Our training is educational. It does not provide diagnosis, treatment or emergency care. Please do not share detailed health information about yourself or another person in group settings or routine learning reflections.
eLearning and payments
Our online courses are hosted on Thinkific. Thinkific processes the information needed to create accounts, provide enrolment and course access, record progress and completion, issue certificates and support checkout. Payment providers process card and transaction information under their own security and legal responsibilities. We receive the information needed to provide access, answer questions and maintain our accounts.
Website, waitlists and providers
Squarespace hosts our websites. The current EMW waitlist uses Lovable and a Supabase backend. Tally is used for identified surveys or pilot forms. Google Workspace supports email, documents and controlled business records. Depending on the service, providers and their subprocessors may process information outside the European Economic Area using an adequacy decision, the EU–US Data Privacy Framework or Standard Contractual Clauses.
Necessary technologies support security, forms, checkout and your cookie choice. Optional analytics or marketing technologies are used only after the required consent. You can change your choice through Cookie Preferences.
Who receives information?
Information is available only to Leladijo personnel and service providers, trainers, facilitators, venues, professional advisers or public authorities who need it for the relevant purpose. Our accountant is A Tax Solution sprl, and invoicing may be processed through Kyte and Peppol. We do not sell personal information.
How long we keep information
- unsuccessful enquiries and proposals: normally 12 months after the last meaningful exchange;
- routine workshop registrations: normally 12 months after the event;
- accessibility and dietary details: normally within 30 days after the event;
- routine project files: normally 24 months after the engagement;
- quiz data linked to an email address: up to 12 months;
- waitlist contacts: until you unsubscribe or after 24 months without meaningful engagement;
- accounting records: for the statutory period, normally ten years;
- learner records: while course access remains active and for the period needed to support completion, certificates and legal records.
We may retain limited information for longer where required by law, accreditation, a dispute or a legal claim. Pseudonymous information remains personal data; only genuinely anonymous information falls outside these rules.
Your rights
Depending on the circumstances, you may ask us for access, correction, deletion, restriction or portability; object to legitimate-interest or direct-marketing use; and withdraw consent for future processing. Contact privacy@leladijo.com. We may need to verify your identity.
You may complain to the Belgian Data Protection Authority or the authority where you live or work. For the shared pilot you may also contact the competent German supervisory authority.
Security, automated decisions and children
We use proportionate access, authentication, service-provider and deletion controls. No online system is risk-free. We do not use the information described here to make solely automated decisions with legal or similarly significant effects. Our public courses, waitlists and pilots are intended for adults and professional audiences.
Changes to this notice
This notice is effective from 6 November 2026. We will update it when our services, systems or uses of information materially change.
Contact
Privacy questions, withdrawal or deletion requests: privacy@leladijo.com.