Join the waitlist

Privacy Notice

Last updated: 25 July 2026

1. Who is responsible for your information?

BeatboxHQ is an early-stage project operated by Gydeon Rozen in the Netherlands. For questions or requests concerning your personal information, contact: [email protected]

2. Information we collect

When you join the waitlist

We may collect:
  • your email address;
  • your selected role;
  • your selected region;
  • any optional comments you provide;
  • your project-update and event-update preferences;
  • the date and time of registration and confirmation;
  • signup and confirmation IP information;
  • inferred location and timezone information; and
  • technical information needed to operate and protect the website and form.
Your email address and consent to project updates are required to join the waitlist. Role, region, comments, and the event-update preference are optional.

When you contact BeatboxHQ

Through the contact form or by email, we may collect:
  • your name;
  • your email address;
  • your selected reason for contacting us;
  • your organization, role, or relationship to the subject of your inquiry, when provided;
  • any relevant website or page URL you provide;
  • the contents of your message and subsequent correspondence;
  • the date and time of your submission; and
  • technical information needed to operate, secure, and protect the form and website.
The contact form identifies which fields are required. Organization or role information and relevant URLs are optional unless they are necessary to understand a particular inquiry.

Website-generated transactional emails

When the website sends transactional emails, such as contact-form notifications, administrative notices, password-reset messages, or other operational emails, we may process:
  • sender and recipient email addresses;
  • the email subject;
  • the date and time the email was sent;
  • delivery, failure, and suppression status;
  • opening status, where available; and
  • technical information used to deliver the email and diagnose delivery problems.
Elementor Email Deliverability may retain limited email details in its delivery logs. Full message-content logging is currently disabled. If that setting is enabled in the future, the email content may also appear in the delivery log for the applicable retention period. Please do not provide sensitive, confidential, or unnecessary personal information through the waitlist comments field, contact form, or ordinary email correspondence.

3. Why we use this information

Waitlist information

We use waitlist information to:
  • manage the BeatboxHQ waitlist;
  • send occasional project updates and early-access announcements;
  • send event announcements and calendar updates where you separately selected that preference;
  • invite subscribers to provide relevant research or product feedback;
  • understand general interest in BeatboxHQ across roles and regions;
  • prevent abuse; and
  • maintain evidence of subscription consent.

Contact and correspondence information

We use contact information to:
  • receive, review, route, and respond to inquiries;
  • investigate and process correction or factual-update reports;
  • consider event, organizer, partnership, collaboration, press, and media inquiries;
  • respond to privacy and personal-information requests;
  • maintain relevant correspondence and records;
  • protect the website and forms from spam, misuse, and abuse; and
  • establish, exercise, or defend legal rights where necessary.

Transactional email information

We use transactional email information to:
  • send operational and administrative messages generated by the website;
  • confirm whether messages were delivered;
  • identify and troubleshoot failed or suppressed messages;
  • maintain the security and reliability of website communications; and
  • investigate misuse or technical problems affecting email delivery.
Submitting a contact form or sending an email does not add you to the BeatboxHQ waitlist or event-update list. Email communications will be sent for those purposes only where you separately subscribe or otherwise provide the required consent. We will not use your information for unrelated purposes without providing appropriate notice and, where required, obtaining additional consent.

4. Legal basis

We process waitlist information and send the selected email communications based on your consent. We normally process contact-form submissions, ordinary correspondence, and related transactional email information on the basis of our legitimate interests in:
  • operating and developing BeatboxHQ;
  • receiving and responding to inquiries;
  • maintaining accurate project information;
  • considering credible collaboration opportunities;
  • maintaining reasonable records of correspondence;
  • sending and troubleshooting operational website emails; and
  • protecting the website and communication channels from abuse.
Where you ask us to take steps toward a possible agreement, partnership, or other contractual relationship, processing may be necessary to take steps at your request before entering into a contract. Where processing is necessary to handle a privacy-rights request or comply with another applicable legal requirement, we may process information to comply with a legal obligation. You may withdraw waitlist consent at any time by using the unsubscribe link included in our emails or by contacting [email protected]. Withdrawal does not affect processing that took place before consent was withdrawn.

5. Service providers and recipients

We use service providers to operate the website, mailing list, forms, transactional email, and correspondence, including:
  • MailerLite for subscriber management and mailing-list email delivery;
  • WordPress and Elementor for the website, forms, and submission storage;
  • Elementor Email Deliverability for sending website-generated transactional emails and maintaining related delivery logs;
  • uPress for website hosting;
  • Cloudflare for domain services, security, routing, email routing, and related infrastructure; and
  • Google, including Gmail, for receiving, storing, and managing email correspondence.
MailerLite does not receive information submitted through the general contact form unless you separately subscribe through a waitlist form or the contact workflow is later explicitly integrated with MailerLite. These providers process information on our behalf according to their applicable contractual and privacy arrangements. Information may also be disclosed where required by law or where reasonably necessary to establish, exercise, or defend legal rights.

6. International processing

Some service providers may process information outside the European Economic Area. Where required, such processing is subject to applicable safeguards, such as an adequacy decision, standard contractual clauses, or another legally recognized transfer mechanism.

7. How long we retain information

Waitlist information

We retain active waitlist information until:
  • you unsubscribe;
  • you ask us to delete it;
  • the waitlist or BeatboxHQ project is discontinued; or
  • continued retention is no longer reasonably necessary for the stated purposes.
Unconfirmed registrations may be deleted after 30 days. Elementor submission backups associated with waitlist registration will normally be deleted within 90 days because MailerLite is the principal subscriber database.

Contact information and correspondence

Contact-form submissions stored in Elementor will normally be deleted within 90 days after submission, provided that the information has been received and no longer needs to remain in the website submission system. Relevant email correspondence will normally be deleted or anonymized within 24 months after the inquiry is resolved or the last substantive contact, whichever is later.

Transactional email logs

Elementor Email Deliverability normally retains transactional email logs for up to 30 days. These logs may contain recipient information, the subject, sending time, delivery status, opening status, failure information, and other limited technical delivery details. Full message-content logging is currently disabled. If it is enabled in the future, logged message content will normally be subject to the same 30-day retention period unless a different retention period is disclosed. Information may be retained for longer where reasonably necessary to:
  • continue an active inquiry, relationship, or project;
  • process a correction or privacy request;
  • document how a request was handled;
  • prevent repeated abuse;
  • resolve a dispute;
  • establish, exercise, or defend legal rights; or
  • comply with a legal obligation.
Spam, clearly irrelevant messages, and unsuccessful submissions may be deleted sooner. Certain limited records may also be retained where necessary to document an unsubscribe request and prevent further communications.

8. Your rights

Subject to applicable law, you may request:
  • access to your personal information;
  • correction of inaccurate information;
  • deletion of your information;
  • restriction of processing;
  • a portable copy of information you supplied;
  • withdrawal of consent; and
  • objection to processing based on legitimate interests.
To exercise these rights, contact: [email protected] We may request reasonable information to verify your identity before acting on a request. Please do not send identity documents unless they are specifically requested and necessary. You may also lodge a complaint with the Dutch Data Protection Authority or another competent supervisory authority.

9. Selling, sharing, and marketing

BeatboxHQ does not sell subscriber, contact-form, correspondence, or transactional-email information. We do not provide this information to sponsors or other third parties for their independent marketing. Contact-form submissions and ordinary email inquiries are not used to subscribe people to project updates or event updates without a separate affirmative subscription.

10. Changes to this notice

We may update this notice as BeatboxHQ develops, its forms or services change, or additional service providers are introduced. The current version and revision date will remain available on this page.