Enterprise Security &
Data Protection Whitepaper

2.1 System Design Principles

EventFlow is built on the following architectural principles:

• Role-based access enforcement
• Event-scoped data isolation
• Encrypted communication
• Offline-first resilience
• Controlled synchronization
• Immutable audit logging

2.2 Core Components

The platform consists of:

• Web-based administrative dashboard
• Mobile check-in application
• Badge printing engine
• Offline caching layer
• Sync engine
• Real-time operational dashboard
• Optional biometric enrollment module

Each event is logically isolated within the system to prevent cross-event data exposure.

3.1 Data Types Processed

EventFlow processes event-related operational data, including:

• Attendee name
• Email address
• Company/organization
• Ticket type or access tier
• Session registrations
• Check-in timestamps
• Badge print status
• Device audit logs
• Optional biometric templates (if enabled)

EventFlow does not process financial payment information unless integrated through third-party providers.

3.2 Data Ownership

All attendee and event data remain the property of the event organizer (Client). EventFlow operates as a data processor on behalf of the Client.

EventFlow does not sell, rent, or monetize attendee data.

4.1 Encryption in Transit

All communication between client devices and EventFlow services is encrypted using TLS 1.2+.

4.2 Encryption at Rest

Event data stored within backend systems is encrypted at rest using industry-standard encryption mechanisms provided by the hosting environment. API keys and secrets are stored securely via Base44-managed secret storage.

4.3 Event-Level Data Isolation

EventFlow enforces logical isolation between events:

• Users may only access events to which they are assigned.
• Cross-event queries are restricted.
• Permissions are validated server-side.

4.4 Multi-Tenant Webhook Isolation

Outbound webhook delivery is company-scoped:

• Webhook payloads are only sent to endpoints belonging to the same company as the triggering entity.
• Company ID is derived from the entity data before any webhook dispatch.
• Cross-tenant data leakage is prevented by design.
• All webhook payloads are signed with HMAC-SHA256 using per-webhook secrets.

4.5 CRM Integration Security

CRM integrations (Salesforce, HubSpot) follow secure data handling practices:

• Salesforce contact upsert uses SOQL search by email with PATCH by Contact ID — preventing duplicate or orphaned records.
• Activity logging (Tasks) is associated to CRM contacts via WhoId, ensuring CRM timeline integrity.
• OAuth access tokens are time-limited and retrieved per-request; no long-lived credentials are cached.
• API keys stored for fallback authentication are secured via Base44-managed secret storage.

5.1 Role-Based Access Control (RBAC)

EventFlow implements granular role-based access control including:

• Super Administrator
• Event Administrator
• Event Manager
• Check-In Staff
• Kiosk Mode (restricted UI)
• Sponsor/Exhibitor (if enabled)
• Read-Only Executive View

Permissions are enforced at the backend API layer.

5.2 Authentication Controls

• Secure password requirements
• Token-based session authentication
• Expiring session tokens
• Role validation on each protected endpoint

Multi-factor authentication support may be implemented depending on deployment configuration.

6.1 Offline Data Scope

Offline mode:

• Caches only event-specific attendee data.
• Restricts access to scoped records.
• Prevents cross-event data exposure.
• Maintains check-in integrity during connectivity loss.

6.2 Secure Synchronization

When connectivity is restored:

• Data is securely synchronized.
• Conflict resolution logic preserves data integrity.
• Audit logs capture offline check-in actions.

Offline capability ensures operational continuity without compromising access controls.

6.3 Exhibitor Offline Lead Capture

The Exhibitor Lead Retrieval module supports offline booth scanning:

• Badge scans captured during connectivity loss are queued locally in browser storage.
• Each queued entry is tagged with a local identifier, exhibitor ID, and timestamp.
• When connectivity is restored, queued leads are automatically synchronized to the server.
• Duplicate detection on sync prevents double-counting of leads.
• Visual indicators inform exhibitor staff of offline status and pending sync queue.

7.1 Session Scan Audit Trail

Session scanning (V2) records every attempt with:

• Outcome classification: success, denied, or error
• Granular reason codes (e.g., NOT_AUTHORIZED, CAPACITY_REACHED, DUPLICATE_SCAN, CROSS_COMPANY)
• Scanner identity and device identification
• Full RBAC validation and company scoping on every scan

7.2 Session Count Reconciliation

To ensure data consistency under concurrent scanning conditions:

• Optimistic concurrency control with version-based conflict detection and jittered retries.
• Post-scan cross-check compares actual attendance records against the lock counter, correcting drift in real-time.
• A periodic reconciliation job runs every 10 minutes to detect and automatically correct any discrepancies between session lock counters and actual attendance records.
• All corrections are logged for audit visibility.

7.3 Webhook Delivery Audit

Outbound webhook deliveries are fully tracked with:

• Delivery status lifecycle: pending, delivered, failed, dead-letter
• Automatic retry with exponential backoff (minimum 5-minute intervals, up to 5 attempts)
• Response codes and error messages from receiving endpoints
• Manual replay capability for failed deliveries
• Idempotency keys to prevent duplicate processing

8.1 Consent Requirements

If biometric features are enabled:

• Explicit attendee consent must be captured prior to enrollment.
• Clients are responsible for ensuring jurisdictional compliance.

8.2 Data Handling

• Facial images are converted into encrypted biometric templates.
• Raw images are not retained beyond processing.
• Biometric templates are event-scoped.
• Templates are automatically deleted after a defined retention period.

EventFlow does not use biometric data for marketing or resale.

9.1 High Availability Design

EventFlow infrastructure is designed for:

• Redundant hosting
• Scalable cloud infrastructure
• Load balancing (if applicable)
• Monitored service uptime

Target uptime: 99.5% or greater.

9.2 Operational Continuity

Offline functionality ensures events can continue uninterrupted during temporary connectivity disruptions.

10.1 Response Procedure

Upon detection of a security incident:

1. 1Immediate containment
2. 2Technical investigation
3. 3Impact assessment
4. 4Client notification within 72 hours (where applicable)
5. 5Remediation and monitoring
6. 6Post-incident review documentation

10.2 Client Communication

Clients are notified promptly if an incident materially impacts their event data.

11.1 Standard Retention

Event data is retained according to client configuration or default retention policy. Clients may:

• Export data at any time.
• Request deletion.
• Define custom retention periods.

11.2 Account Termination

Upon contract termination:

• Data export is available.
• Active systems data may be permanently deleted upon request.
• Backup deletion occurs within defined retention cycles.