Privacy Policy

1. Overview & Scope

Attendee (“we,” “our,” or “us”) provides software solutions and operational tools for corporate events, summits, conferences, and exhibitions. This Privacy Policy explains how we collect, use, store, and protect personal information processed through our website, event registration forms, digital QR pass issuance systems, and on-site check-in applications.

By accessing our platform or registering for an event powered by Attendee, you acknowledge the terms outlined in this policy.

2. Controller vs. Processor Roles

Depending on the context, responsibility for data handling is allocated as follows:

• Event Organizers as Data Controllers: The corporate host or agency organizing the event determines what information is requested on registration forms, evaluates attendee eligibility, and manages delegate lists.
• Attendee as Data Processor: We process attendee data strictly on behalf of and according to the instructions of the Event Organizer to deliver registration confirmations, generate digital passes, and record venue admissions.

3. Information We Collect

We collect and process only the information required to facilitate event participation:

• Delegate Identification: Full name, professional email address, phone number (used for WhatsApp/SMS pass delivery), company name, job title, and dietary or accessibility preferences if requested by the organizer.
• Access & Entry Credentials: Single-use cryptographic QR code identifiers, badge printing logs, entrance gate scanner IDs, and door check-in timestamps.
• Interactive Engagement Data: Live auditorium Q&A question submissions, poll answers, survey feedback, and session attendance records.
• Technical & Telemetry Data: Browser type, operating system, anonymous session identifiers, referring URLs, and approximate city-level IP geolocation for fraud prevention and system telemetry.

4. How We Use Your Information

The collected information is used strictly for operational event delivery:

• Generating and transmitting digital entry tickets and QR passes via WhatsApp and email.
• Facilitating rapid on-site check-ins and badge printing at venue gates.
• Providing organizers with aggregated attendance reports, dwell times, and auditorium engagement metrics.
• Sending necessary operational updates, calendar invites (.ics), and venue schedule changes.
• Ensuring platform integrity, investigating unauthorized access attempts, and mitigating entry fraud.

We do not sell, rent, or trade personal attendee data to third parties for advertising or commercial marketing.

5. Data Security & Storage

We implement comprehensive technical and administrative safeguards to protect your personal information:

• Encryption: All data is encrypted in transit using TLS 1.3 cryptographic protocols and at rest using industry-standard AES-256 encryption.
• Multi-Tenant Isolation: Logical database partitioning prevents unauthorized cross-tenant data access between different event organizers.
• Protected Review Portals: Client review and approvals take place within secure, authenticated web portals, avoiding the distribution of unencrypted raw spreadsheets.
• Immutable Logs: System actions, ticket scans, and administrative modifications are logged with tamper-evident audit timestamps.

6. Third-Party Service Providers

We partner with trusted enterprise infrastructure providers strictly for technical execution:

• Meta WhatsApp Business API: To deliver instant digital QR passes and automated broadcast alerts to opted-in delegate mobile numbers.
• Transactional Email Relays: For automated delivery of registration receipts, calendar invites, and approval notices.
• Cloud Hosting Providers: High-availability, ISO 27001-compliant edge servers with real-time replication and automated backups.

7. Data Retention & Your Rights

Event roster data is retained for the duration required by the organizer to finalize event accounting, attendance verification, and compliance obligations. Following event conclusion and organizer sign-off, data may be archived or permanently purged upon request.

As a delegate or user, you have the right to request access to your personal data, request corrections to inaccurate records, or request deletion of your information, subject to event organizer approval and applicable statutory requirements.