Last Update: 27 November 2024

Privacy policy

EventReception is committed to protecting the privacy and personal information of its users. This Privacy Policy governs the use of all our solutions, including access and use by Invited Users. Collectively, these are referred to as our services (“Services”).

By accessing and using our event Platform you are accepting the practices described in this Privacy Policy.

Please note: We never sell or rent our User data to anyone for any reason.

Topics:

What User data we collect
How we collect User data
How we use User data
Using User data with trusted third parties
Retention period for User data
How we protect User data
Storage locations for User data
Marketing
User data protection rights
Legal compliance with GDPR & CCPA
Cookies and Web Beacons
Privacy policies of other websites
Changes to our privacy policy
How to contact us

What User data we collect

Personal Data: When a User contacts us by email, through a Website form, or when completing a purchase, User data (such as their name, company, email, etc.) are typically requested and provided.
Data inserted by Users: By using some of our Services (such as the floorplans, seating, SMSs, the Check-in app etc.), Users typically insert data that include certain Personally Identifiable Information ("PII") such as names, email addresses, mobile phone numbers etc. Users may also insert other non-Personally Identifiable Information such as gender, date of birth, job title and so on.
Information related to the use of our Services: Our servers automatically track certain information about how our Users interact with our Services ("Log Data"). Log Data include information such as the Users' Internet Protocol (IP) address, browser type, operating system, the web page visited before accessing our Services, the links clicked while using our Services and so on.
User Device Information: We also track our Users' device info while using our Services, such as the device identifier, user settings and operating system.
Location Information: We may also collect and store information about our Users' location by converting IP addresses into a rough geo-location or by accessing their device's GPS coordinates or coarse location if the location services on their device is enabled. Users may disable this feature, though our Services may not subsequently work properly.

How we collect User data

All entry data are provided directly by our Users, or by an Inviter on behalf of a User - where it applies, as indicated in the TOS. All remaining data are collected automatically by Cookies, Beacons, and Google Analytics

How we use User data

We do not sell or rent any personal information to third parties for any reason whatsoever.

All User data we collect remain strictly confidential and are used by our Users, in order to best use our Services. Examples include:

Making event floor plan diagrams
Guest list management and seating
Communication among Users
Welcoming Users with SMS messages to their mobile phones
Showing Users an online navigation map to a particular venue
Check-in event attendees
Manage events, requests, cancellations, payments, etc.

On a more general note, we use User data to:

Process User orders and help with managing accounts
Discern User needs and event trends
Keep our Users updated with our latest news & updates

Using User data with trusted third parties

We do not sell or rent user data for any reason. Data may be shared with trusted partners only when necessary, and exclusively for the purpose of providing our services to users. This includes, for example, hosting providers, transaction processors, and SMS delivery services.

Retention period for User data

We retain User data for as long as necessary to fulfill the purposes outlined in this Privacy Policy, comply with legal obligations, resolve disputes, and enforce our agreements. Users may request data deletion as outlined in their rights.

How we protect User data

We implement a variety of security measures to maintain the safety of User data, including encryption, secure server facilities, and restricted access to sensitive information. Νo method of transmission over the Internet is 100% secure though.

Storage locations for User data

EventReception cooperates with Dataways (https://www.dataways.gr/) to safely store your data in tier-3 data centers applying a secure Information Security Management System (ISMS) certified by ISO 27001:2013.

Marketing

EventReception does not rent or sell User data to anyone, for any reason. We will use User data to contact Users about our Services, but Users can always opt out at any time. If you no longer want to be contacted for marketing purposes, please click here.

User data protection rights

We want to make sure that all Users are fully aware of their data protection rights.

In most cases, Users can directly edit/delete almost all the data they have inserted using our Services, at any time. In case Users cannot edit their own data, they are entitled to all of the following rights:

The right to access - Users have the right to request EventReception for copies of their personal data. We may charge a small fee for this service.
The right to rectification - Users have the right to request that we correct any information believed to be inaccurate. Users may also request EventReception to complete any information believed to be incomplete.
The right to deletion - Users have the right to request that EventReception delete all their personal data under certain conditions.
The right to restrict processing - Users have the right to request that EventReception restrict the processing of their personal data under certain conditions.
The right to object to processing - Users have the right to object to EventReception's processing of their personal data under certain conditions.
The right to data portability - Users have the right to request that EventReception transfer the data we have collected to another organization, or directly to them, under certain conditions.

If any of our Users make any of the above requests, we will respond within one month. If you would like to exercise any of these rights, please contact us by email: info@eventreception.com

Legal compliance with GDPR & CCPA

We comply with applicable privacy laws, including the General Data Protection Regulation (GDPR). The California Consumer Privacy Act (CCPA) applies to businesses that meet specific thresholds, which do not currently apply to EventReception.

Cookies and Web Beacons

Like most websites and web platforms, we use automated data collection tools such as Cookies and Web Beacons to better understand our User's needs and preferred use of our Services.

"Cookies" are small text files that are placed on a User's device by a web server when they access our Services. We may use both session Cookies and persistent Cookies to identify that a User has logged in to our Services and tell us how and when they interacted with them. We may also use Cookies to monitor aggregate usage and web traffic routing on our Services, to customize and improve our services.

Unlike persistent Cookies, session Cookies are deleted when a User logs out from our Services and closes their browser. Although most browsers automatically accept Cookies, Users can set their browsers to not accept Cookies, or to prompt them before accepting Cookies. Please note, however, that if our Users don't accept Cookies, our Services may not function properly.

"Web Beacons", also known as pixel tags or clear GIFs, are tiny graphics with a unique identifier that may be included on our web Services for several purposes, including to deliver or communicate with Cookies, to track and measure the performance of our event platform. Unlike Cookies, which are stored on the device, Web Beacons are typically embedded invisibly on web pages (or in an e-mail).