Privacy Policy

Introduction

Event Flow ("we," "our," or "us") respects your privacy and is committed to protecting your personal data. This privacy policy explains how we collect, use, and safeguard information when you use our event management application.

Information We Collect

We collect information that you provide directly to us, including:

• Account Information: Name, email address, and organization details when you create an account
• Event Data: Information about events you create or manage, including attendee details, check-in logs, and badge configurations
• Usage Data: Information about how you use the application, including access times and features used
• Device Information: Device type, operating system, and browser information for technical support

How We Use Your Information

We use the information we collect to:

• Provide, maintain, and improve our services
• Process event check-ins and manage attendee data
• Send you technical notices and support messages
• Respond to your requests and provide customer support
• Monitor and analyze usage patterns to improve functionality
• Protect against fraudulent or unauthorized use

AI Features and Third-Party Services

Event Flow includes optional AI-powered features to enhance your event management experience. When you choose to use these features:

• Data Sent to AI Services: Your text inputs, questions, and event-related information you provide to the AI assistant are sent to third-party AI service providers (such as Google's Gemini or OpenAI's GPT models)
• Purpose: This data is used solely to generate helpful responses, suggestions, and insights for your event planning and management tasks
• User Control: AI features are opt-in. You must explicitly consent before any data is sent to AI services, and you can disable AI features at any time in your account settings
• Data Protection: Our AI service providers are contractually required to protect your data with the same or equal standards we maintain. They do not use your data for training their models or share it with other parties
• No Sensitive Data: We recommend not including sensitive personal information (like social security numbers or payment details) in AI queries

Data Sharing and Disclosure

We do not sell your personal information. We may share information in the following circumstances:

• With Your Organization: Event data is shared with authorized staff members within your organization
• Service Providers: We work with third-party service providers who assist in operating our application
• AI Service Providers: When you opt-in to AI features, your queries and related context are sent to third-party AI services as described in the "AI Features and Third-Party Services" section above
• Legal Requirements: We may disclose information if required by law or to protect our rights

Data Security

We implement appropriate technical and organizational measures to protect your personal data against unauthorized access, alteration, disclosure, or destruction. However, no internet transmission is completely secure, and we cannot guarantee absolute security.

Data Retention

We retain your personal information for as long as necessary to provide our services and comply with legal obligations. Event data is retained according to your organization's preferences and requirements.

Your Rights

Depending on your location, you may have certain rights regarding your personal data, including:

• Access to your personal information
• Correction of inaccurate data
• Deletion of your data (subject to legal obligations) - You can request full account deletion from your Account Settings page
• Data portability
• Objection to processing
• Opt-out of AI features - You can disable AI features at any time, preventing any future data sharing with AI service providers

Account Deletion

You have the right to delete your account at any time. To delete your account:

• Navigate to Account Settings within the app
• Click "Delete Account" in the danger zone section
• Confirm your decision by typing "DELETE" when prompted

Account deletion is permanent and irreversible. All your events, attendee records, check-in logs, and personal data will be permanently deleted from our systems within 30 days. Some data may be retained longer if required by law or for legitimate business purposes (such as financial records for tax compliance).

Children's Privacy

Event Flow is a B2B application not intended for use by individuals under the age of 18. We do not knowingly collect personal information from children.

Changes to This Policy

We may update this privacy policy from time to time. We will notify you of material changes by posting the updated policy on this page and updating the "Last updated" date.

Contact Us

If you have questions about this privacy policy or our data practices, please contact us at: support@eventflow.app