Last updated: 14 July 2026
Ex to X GmbH ("Ex to X", "we", "our" or "us") is committed to protecting your privacy and processing your personal data transparently and in accordance with the General Data Protection Regulation (EU) 2016/679 ("GDPR") and applicable German data protection laws.
This Privacy Policy explains how we collect, use, store and protect your personal information when you visit our website, register for our community, attend our events or otherwise interact with Ex to X.
The controller responsible for the processing of personal data is:
Ex to X GmbH
Winsstraße 61
10405 Berlin
Germany
Email: loveletters@ex-to-x.com
This Privacy Policy applies to:
• the Ex to X website
• community registrations
• event registrations
• newsletter subscriptions
• collaborations and partnership enquiries
• communications with Ex to X
• participation in community activities and events
Depending on how you interact with Ex to X, we may collect the following information:
Identity Information
• first name
• last name
• preferred name
• optional pronouns
Contact Information
• email address
• city
• country
Professional Information
• creative discipline
• job title
• company or studio
• portfolio
• website
• Instagram or other professional social media profiles
• biography
• creative interests
• collaboration interests
• availability
• years of experience
Event Information
• event registrations
• attendance records
• accessibility requirements where voluntarily provided
• dietary requirements where voluntarily provided
Technical Information
When visiting our website, we may automatically collect technical information such as:
• browser type
• operating system
• device information
• IP address
• pages visited
• date and time of access
• referring website
We only collect technical information where necessary for website functionality, security or where permitted under applicable law.
Providing pronouns is entirely voluntary.
Pronouns are collected solely to communicate respectfully with community members and improve inclusivity.
We do not require members to disclose gender identity or other special category data to join the community.
If you voluntarily provide information that may qualify as special category personal data under Article 9 GDPR, we will process such information only where permitted by law or based on your explicit consent.
We process personal data to:
• administer the Ex to X community
• review community registrations
• communicate with members
• organise events
• manage event attendance
• respond to enquiries
• facilitate networking opportunities
• identify potential collaborations between creatives
• invite members to relevant programmes
• improve community programming
• develop future initiatives
• maintain website security
• comply with legal obligations
We process personal data under one or more of the following legal bases:
• Article 6(1)(a) GDPR – consent
• Article 6(1)(b) GDPR – performance of a contract or pre-contractual measures
• Article 6(1)(c) GDPR – compliance with legal obligations
• Article 6(1)(f) GDPR – our legitimate interests in operating and improving Ex to X
Where consent is required, you may withdraw your consent at any time without affecting the lawfulness of processing carried out before withdrawal.
Submitting a community application does not automatically create membership or guarantee participation in any programme, event or collaboration.
We review submissions to better understand our community and determine appropriate invitations, opportunities and communications.
One of Ex to X's core purposes is creating meaningful professional connections.
Information you voluntarily provide may be used to:
• recommend collaborations
• facilitate introductions
• invite you to projects
• connect you with partners
• identify speakers, artists or contributors
• curate community programmes
We do not publicly share your personal information without an appropriate legal basis or your consent.
In the future, Ex to X may introduce a member directory.
Participation will always be voluntary.
Before any profile becomes visible to other members, we will obtain your separate consent.
Information that may be displayed includes:
• name
• city
• creative discipline
• website
• portfolio
• biography
• professional social media profiles
Photographs, video recordings and audio recordings may be created during Ex to X events.
Such recordings may be used for:
• community documentation
• editorial purposes
• social media
• press materials
• newsletters
• website content
• future promotional materials
• archival purposes
Where required by applicable law, attendees may object to being individually photographed or filmed by informing our event team.
If you choose to subscribe, we may send newsletters regarding:
• community updates
• events
• collaborations
• workshops
• cultural programmes
• opportunities
• editorial content
Subscription is voluntary.
You may unsubscribe at any time using the unsubscribe link included in every newsletter or by contacting us directly.
Event registrations may be managed through third-party providers, including Luma.
When registering through such services, your data will also be processed in accordance with the privacy policies of those providers.
We maintain profiles on platforms including Instagram, LinkedIn, TikTok and other social media platforms.
Interactions with our social media channels are governed by the privacy policies of the respective platform operators.
We may engage trusted service providers to support our operations, including providers of:
• website hosting
• event registration
• cloud storage
• email communications
• customer support
• payment processing where applicable
• analytics where implemented
Service providers process personal data only on our behalf and under appropriate contractual safeguards where required.
Where personal data is transferred outside the European Economic Area, we will ensure that appropriate safeguards are in place as required under Chapter V GDPR, including adequacy decisions or Standard Contractual Clauses where applicable.
We retain personal data only for as long as necessary for the purposes described in this Privacy Policy or to comply with legal obligations.
Retention periods may vary depending on the nature of the information and applicable statutory requirements.
Where personal data is no longer required, it will be securely deleted or anonymised.
We implement appropriate technical and organisational measures designed to protect personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access.
However, no internet transmission or electronic storage system can be guaranteed to be completely secure.
Under the GDPR, you may have the right to:
• access your personal data
• request correction of inaccurate information
• request deletion of your personal data
• request restriction of processing
• object to certain processing activities
• receive your personal data in a portable format where applicable
• withdraw consent at any time
• lodge a complaint with the competent supervisory authority
Requests may be submitted via: loveletters@ex-to-x.com
We may update this Privacy Policy from time to time to reflect legal, technical or operational changes.
The latest version will always be published on our website together with the date of the latest revision.
Continued use of our website or services after changes become effective constitutes acknowledgement of the updated Privacy Policy where permitted by law.