Welcome to EventIdent, a FREE service provided by Oxiti Ltd. This Privacy Policy outlines our practices regarding the collection, use, and protection of your information when you use our app.
If you choose to use our Service, you agree to the collection and use of information in accordance with this policy. We will not use or share your Personal Information with anyone except as described in this Privacy Policy.
EventIdent respects your privacy and is committed to protecting it in compliance with this policy.
This policy outlines our practices regarding information collected as a service provider on behalf of our Customers through our software applications (collectively referred to as "Applications"; see "What are EventIdent's products covered by this policy?" for more details) and EventIdent's privacy practices related to the collection and use of personal data from the EventIdent websites that link to this policy ("Website"), at our marketing and learning events, and during digital marketing activities.
This policy also details your data protection rights, including the right to object to certain processing by EventIdent. This Policy does not apply to information collected by third parties, including any third-party application or content (such as advertising) that links to or is accessible from our Applications or Websites.
This policy applies to the following categories of individuals interacting with EventIdent:
EventIdent's direct customers are organisations and businesses that use our Applications to process personal data about their Customer Data Subjects. EventIdent processes this data in our Applications as a "data processor" or "service provider" according to our Customers' instructions. If you are a Customer Data Subject with questions about how an EventIdent Customer uses your data or wish to exercise your data rights, you should contact the EventIdent Customer that controls your data. For example, if you attended an event hosted by an EventIdent Customer, direct your data rights requests to the event host.
Our Applications are flexible and allow our Customers to collect a variety of personal data from and about their Customer Data Subjects, including but not limited to: name, organisation, title, postal address, email address, telephone number, fax number, social media account ID, credit or debit card number, meal preferences, interests, opinions, activities, and occupation. We encourage Customer Data Subjects to review the Customers' privacy policies to understand the types of data collected.
For a detailed list of our Applications, refer to the section titled "What are EventIdent's products covered by this policy?". EventIdent's use of personal information collected through our Applications is limited to providing the service for which our Customers have engaged EventIdent, improving our services, or as required or permitted by law.
If you do not agree with our policies and practices, you may choose not to use our Applications.
Customers can use our customisable Applications to collect personal data in various ways, as outlined below:
If a Customer Data Subject chooses to use our Applications to conduct business with a Customer (e.g., to register for or check into an event, respond to an online survey, download a mobile application, make a room reservation, or send or respond to a Request for Proposal ("RFP")), any information provided in connection with that interaction will be transferred to, and under the control of, the Customer.
Customers will also have access to information (including personal data and Application usage data) related to how Customer Data Subjects interact with the Applications they use. In such instances, the Customers are the data controllers of the Customer Data Subject's personal data under European Economic Area ("EEA") data protection laws. Therefore, EventIdent cannot and does not take responsibility for the privacy practices of Customers.
The information practices of our Customers are governed by their privacy policies. We encourage Customer Data Subjects to review the Customers' privacy policies to understand their practices and procedures.
As a service provider, EventIdent does not use personal data of our Customer Data Subjects for any purposes other than to provide services our Customers have contracted us to provide through our Applications, to improve our services, or as required or permitted by law. EventIdent does not sell personal data of our Customer Data Subjects for monetary or other consideration. Furthermore, EventIdent does not share Customer Data Subject personal data with any third parties for cross-context behavioural advertising, whether or not for monetary or other valuable consideration.
We collect personal data from our Customers to facilitate communication and deliver the Applications that our Customers are interested in or have contracted us to provide. For example, we may collect Customer contact information through contract execution, service usage, forms on our Website, queries to our chat agent, interactions with our sales or customer support team, event sign-ups, or responses to surveys or marketing emails. We may also collect credit card information (e.g., credit card number and expiration date, billing address) or other customary bank information for billing and payment purposes.
We may record and store Customer and Visitor support chats, messages, phone calls, video calls, teleconferences, and web conferences (including audio and video content) for legitimate business interests related to providing Customer support, complying with laws, training and coaching, process improvement, and quality assurance. We may analyse the content of our support communications using data analytics tools to gain better insights into our interactions with customers. We will always notify you before recording a call and obtain consent where required by law.
We and our vendors collect Customer usage information about how our Customers interact with our Applications. This includes which web pages you visit, what you click on, when you perform certain actions, your language preference, and what you buy.
We process Customers' and their Customer Data Subjects' personal data in the following manner:
We aggregate information about (i) Customers and Customer Data Subjects, and (ii) the use of our Applications to improve our Applications and create benchmark and other business intelligence products. None of the aggregated information contains personal data (i.e., does not identify any individual).
Where permitted, we may use Customer personal information collected from and about the Customer to deliver tailored advertising and marketing to the Customer: (i) on our Applications, (ii) on third-party sites and mobile apps not affiliated with EventIdent, and (iii) through direct marketing (e.g., email, mail, SMS, phone), for ourselves and for EventIdent Customers. Customers may change their communications preferences with EventIdent via the subscription management form provided under "How Can a Customer or Visitor Manage their EventIdent Email preferences?". If a Customer wishes to have their information excluded from this type of use, click here to submit the request to opt-out of the sale or sharing of their personal information and see the section titled "How to Manage and Control Cookies and Similar Technologies".
For individuals from the European Economic Area (EEA) or other regions requiring a lawful basis for processing personal information (such as under GDPR Article 6), our legal basis for collecting and using their personal information will depend on the nature and circumstances of the processing activity. Where we are the processor for our Customers, our legal basis may be fulfilment of a contract or consent. Where we are the controller, our legal basis will be consent or legitimate interest where the processing is in our legitimate interests and not overridden by the individual's data protection interests, or fundamental rights and freedoms. These interests are to provide individuals with access to the Applications and features of the Applications; to send them information they have requested; to ensure the security of our Applications by trying to prevent unauthorised or malicious activities; or to enforce compliance with our terms of use, contracts, and other policies.
Unless otherwise provided in our contract with our Customer, we process the data until 90 days after the termination of the contract, at which time we remove it from our production environment. Within 13 months, we remove the data from our backup media.
Depending on their jurisdiction, Customer Data Subjects have the right to request access to their personal data and, if necessary, have it amended, deleted, or restricted. Customer Data Subjects can also ask for some types of personal data to be delivered to them, or another organisation they nominate, in a structured and machine-readable format.
Where we process your personal data based on your consent, you have the right to withdraw your consent. See the EventIdent contact section below. The withdrawal of consent shall not affect the lawfulness of processing based on consent before its withdrawal. Customer Data Subjects in the EEA also have the right to complain to a supervisory authority for data protection in the country where they live or work, although we hope that we can assist with any queries or concerns you have about our use of your personal data.
EventIdent processes Customer Data Subjects' data under the direction of our Customers and has no direct control or ownership of the personal data we process. Customers are responsible for complying with any regulations or laws requiring notice, disclosure, or obtaining consent before transferring the data to EventIdent for processing purposes. Any Customer Data Subject seeking to access, correct, or delete data should direct their query to the Customer. If the Customer requests EventIdent to delete, rectify, or access the personal data of a Customer Data Subject to comply with data protection regulations, EventIdent will process this request within the required time under the applicable regulation or law.
We will not accommodate a request to change information if we believe the change would violate any law or legal requirement or cause the information to be incorrect. In such instances, we will inform the Customer about the legal obligations that prevent us from fulfilling the request.
Customers have the same rights to access, correct, or delete their personal data as outlined above.
Any Customer can access, correct, or delete their data, or their Customer Data Subject data by submitting a request on our Website. EventIdent will process this request within the required time under the applicable regulation or law.
We will not accommodate a request to change information if we believe the change would violate any law or legal requirement or cause the information to be incorrect. In such instances, we will inform the Customer about the legal obligations that prevent us from fulfilling the request.
We will maintain an audit history of any requests to access, correct, or delete personal information to maintain a record of compliance with regulatory requirements.
EventIdent processes Visitor data separately and distinctly from how we process Customer and Customer Data Subject data.
EventIdent collects personal data including name, title, postal address, email address, telephone number, social media account ID, company information (including financial and billing information when purchasing EventIdent services). We may collect this Visitor information directly from the Visitor through a form on our Website, queries submitted to our chat agent, interactions with our sales or customer support team, event sign-ups, contest entries, promotional enquiries, or responses to surveys or marketing emails. We use this information to provide you with additional details about our services, conduct research, provide whitepapers, or to contact you after your visit. When visiting our Websites, attending EventIdent marketing events, or providing us with their personal information, Visitors consent to the collection, processing, and storage of their personal information as described in this section.
We also collect Visitor personal data from third-party sources, such as third parties from whom we have purchased business contact information, public databases, joint marketing partners, and social media platforms. In some cases, EventIdent may combine personal data you have provided to us with personal data collected from other sources. We use this data to improve our Websites and advertising and to identify prospective marketing opportunities.
If you elect to do so, when you provide a reference, we collect personal information about your contacts, such as:
When you provide us with personal information about your contacts, we will only use this information for the specific reason for which it is provided.
If you believe that someone else has provided us with your personal information and you would like to request us to remove it from our database, please submit a request at EventIdent Personal Data Requests. Additionally, we and our analytics service providers collect personal data from cookies and similar technologies to collect information about the pages Visitors view, links Visitors click on, Visitors' web browser information, Visitors' IP address, and other actions Visitors may take when accessing our Websites. For additional information about our use of these technologies and how to control them, see the section titled "How does EventIdent use cookies and similar technologies?".
EventIdent processes Visitor personal data to:
If you wish to remove yourself from marketing communications from EventIdent, please click here: EventIdent Marketing Communications.
Where we process Visitor personal data for marketing purposes or with Visitor consent, we process the data until the Visitor asks us to stop. It typically takes up to 30 days to implement your request, but in no event longer than required by applicable law. EventIdent will not retain Visitor personal data longer than the statutory retention period permitted in the local jurisdictions where EventIdent services are marketed and provided. Where EventIdent retains Visitor personal data, we also keep a record of when Visitors have asked us not to send direct marketing or to process Visitor data indefinitely so that we can respect the Visitor's request in the future.
EventIdent may share information with third-party service providers contracted to provide services on our behalf as well as third parties who resell EventIdent services.
EventIdent may also engage with business partners to jointly offer products, services, or other programmes such as webinars or whitepapers, and from time to time, we may share personal data if you purchase or show interest in any jointly-offered products or services.
EventIdent will only share personal data of Visitors or Customers who attend an EventIdent marketing event with third parties if:
Visitors have the same rights to access, correct, or delete their personal data as do our Customers, as outlined in the section "How can a Customer access, correct or delete their personal data?".
Any Visitor that seeks to access, correct, or delete data can do so by submitting a request on our Website at EventIdent Personal Data Requests. EventIdent will process this request within 30 days.
We will not accommodate a request to change information if we believe the change would violate any law or legal requirement or cause the information to be incorrect. In such instances, we will inform the Visitor about the legal obligations that prevent us from fulfilling the request.
We will maintain an audit history of any requests to access, correct, or delete personal information to maintain a record of compliance with regulatory requirements.
None of our Applications are directed to children under 16 years of age. We do not directly solicit or knowingly collect personal data from children under 16. If we learn that we have inadvertently collected personal information from children under 16, we will delete it as soon as practicable.
This Privacy Policy does not apply to the practices of our Customers with whom your child may interact. You should review the applicable terms and policies for Customers to determine their appropriateness for your child, including their data collection and use practices.
We and authorised third parties use cookies or similar automatic data collection technologies as individuals interact with our Website or our Applications to collect certain information about their equipment, browsing actions and patterns, including details of your visits to our Applications, such as the date and time you access our Applications, length of time you spend on our Applications, websites that linked to our Applications or websites linked from our Applications, the resources and content that you access and use on the Applications, and information about your computer and internet connection, such as your IP Address, computer type, screen resolution, language, internet browser type, and version. We do not use any of these technologies to collect information from Customer Data Subjects for marketing or advertising purposes. Our Customers may add cookies or other similar technologies through our Applications for their own purposes, including for marketing purposes.
A cookie is a small file placed on a computer hard drive. Web browsers can be configured to restrict or entirely block cookies, to configure cookie notification settings, and/or to delete cookies already present on the browser or device. Information on how to do this is provided by the web browser's help/reference section. Limiting or restricting certain types of cookies may prevent a Customer or Customer Data Subject from using certain portions of our Applications, depending on how the browser settings are configured. For example, event registration cannot be completed successfully if cookies are disabled in the web browser. Unless the browser setting has been adjusted so that it will refuse cookies, our system will issue cookies when the browser interacts with our Applications.
Our Website and Applications use cookies that serve the following purpose types:
Pages in our Applications and emails contain small electronic files known as web beacons (also referred to as clear gifs, pixel tags, and single-pixel gifs). Web beacons differ from cookies in that the information is not stored on your hard drive but invisibly embedded on web pages or in email. Web beacons allow us to track online movements of web users, for example: to count users who have visited those pages or opened an email and for other related website statistics (such as recording the popularity of certain website content and verifying system and server integrity). This enables EventIdent to provide a website experience more tailored to our users' preferences and interests.
We use information collected from our venue sourcing Customers to enable us to display advertisements from our Hospitality Cloud Customers to their target audience of users through our network or our advertising service providers. For example, meeting space providers purchase advertisements presented selectively through the EventIdent Supplier Network to meeting planners who have previously awarded a minimum volume of meetings business to that provider or to competing venues in the target metropolitan area. Even though we do not disclose personal data for these purposes, if the venue sourcing user clicks on or otherwise interacts with an advertisement, the advertising Hospitality Cloud Customer assumes that the venue sourcing user meets its target criteria. While we and our Hospitality Cloud Customers leverage this technology to advertise to Customers, we never use our Customer's information to advertise to Customer Data Subjects. We also use third parties (such as LinkedIn, Google, Facebook, YouTube) to serve advertisements that may be of interest to you on other websites.
We use third-party analytics providers, including Google, Adobe, Mixpanel, Mouseflow, and others, to collect information about the usage of our Applications and Websites to improve their performance. The information allows us to see the overall patterns of usage on the Applications, helps us record any difficulties you have with the Applications, shows us whether our advertising is effective or not, and allows us to use responses to advertisements to optimise ad performance. Google Analytics, Adobe, and Mixpanel use cookies and other similar technologies to collect information about the usage of our Applications and report website trends to us without storing any personal data on external third-party analytics provider platforms.
If you are visiting our Website from the EEA, UK, or Switzerland, then we do not set non-essential cookies unless you accept all cookies on the "cookie banner" that launches when you land on our Website.
You can choose not to allow some types of cookies using the "Cookie Settings" link below. Strictly necessary cookies cannot be disabled.
Cookies SettingsSome browsers include a "Do Not Track" (DNT) setting that can send a signal to the websites you visit indicating you do not wish to be tracked. We do not respond to browser 'do not track' signals, as we await a uniform standard put forth by regulators or the privacy industry.
Some browsers and browser extensions support the Global Privacy Control (GPC) that can send a signal to the websites you visit indicating your choice to opt-out from certain types of data processing, including data sales. If your browser supports it, you can turn on the Global Privacy Control to opt-out of the "sale" or "sharing" of your personal information.
To facilitate our business practices and delivery of our services, personal data may be collected, accessed from, transferred to, or stored in the United States or in other countries where we operate, including countries outside the European Economic Area (EEA), Switzerland, and the UK. Personal data may be accessed by EventIdent personnel providing services in any country where we have facilities or in which we engage third-party service providers (processors or subprocessors), including India, Australia, and Singapore.
EventIdent complies with the EU-U.S. Data Privacy Framework (EU-U.S. DPF) and the UK Extension to the EU-U.S. DPF, and the Swiss-U.S. Data Privacy Framework (Swiss-U.S. DPF) as set forth by the U.S. Department of Commerce. EventIdent has certified to the U.S. Department of Commerce that it adheres to the EU-U.S. Data Privacy Framework Principles (EU-U.S. DPF Principles) regarding the processing of personal data received from the European Union and the United Kingdom in reliance on the EU-U.S. DPF and the UK Extension to the EU-U.S. DPF. EventIdent has certified to the U.S. Department of Commerce that it adheres to the Swiss-U.S. Data Privacy Framework Principles (Swiss-U.S. DPF Principles) regarding the processing of personal data received from Switzerland in reliance on the Swiss-U.S. DPF. If there is any conflict between the terms in this privacy policy and the EU-U.S. DPF Principles and/or the Swiss-U.S. DPF Principles, the Principles shall govern. To learn more about the Data Privacy Framework (DPF) programme, and to view our certification, please visit Data Privacy Framework.
EventIdent is committed to subjecting all personal data received from European Union (EU) member countries, the United Kingdom, and Switzerland in reliance on the Data Privacy Framework's applicable Principles.
EventIdent is responsible for the processing of personal data it receives under the Data Privacy Framework and subsequently transfers to third parties acting as an agent on its behalf. EventIdent complies with the Data Privacy Framework Principles for all onward transfers of personal data from the EU, UK, and Switzerland, including the Accountability for Onward Transfer principles.
With respect to personal data received or transferred pursuant to the Data Privacy Framework, EventIdent is subject to the regulatory enforcement powers of the U.S. Federal Trade Commission. In certain situations, EventIdent may be required to disclose personal data in response to lawful requests by public authorities, including to meet national security or law enforcement requirements.
If you have an unresolved privacy or data use concern that we have not addressed satisfactorily, please contact our U.S.-based third-party dispute resolution provider (free of charge) at TrustArc Watchdog.
Under certain conditions, more fully described on the Data Privacy Framework website, you will be entitled to invoke binding arbitration when other dispute resolution procedures have been exhausted.
EventIdent's privacy practices, described in this Privacy Policy, also comply with the APEC Cross Border Privacy Rules System. The APEC CBPR system provides a framework for organisations to ensure the protection of personal information transferred among participating APEC economies. More information about the APEC framework can be found here.
EventIdent's privacy practices, described in this Privacy Policy, comply with the APEC Privacy Recognition for Processors (PRP) system. The APEC PRP system provides a framework for organisations to ensure the protection of personal information transferred among participating APEC economies. More information about the APEC PRP framework can be found here.
We use a variety of organisational, technical, and administrative measures to protect personal data within our organisation. We follow generally accepted standards to protect the personal information submitted to us, both during transmission and once it is received. Unfortunately, no data transmission or storage system can be guaranteed to be 100% secure. If you have reason to believe that your interaction with us is no longer secure (for example, if you feel that the security of any account you might have with us has been compromised), please immediately notify us of the problem by contacting us in accordance with the "How do you contact EventIdent or EventIdent's Data Protection Officer?" section below.
If you wish to update your email preferences to tailor the topics you are most interested in receiving, or to unsubscribe from communications from EventIdent, you may do so here: EventIdent Email Preferences.
For details about the DPO's role or any privacy questions related to EventIdent's Privacy Policy, please contact the (EU based) DPO at support@eventident.com.
As a business, EventIdent has not collected Sensitive Personal Information of Customers or Visitors in the preceding 12 months to the effective date of this Privacy Policy.
See "Are you a Customer, Customer Data Subject, or Visitor?" and "How Does EventIdent Process Data from Visitors?".
Personal Information is collected and used for carrying out EventIdent's operational purposes, or for our service providers' operational purposes ("business and commercial purposes"), specific examples of which are provided in the sections titled: "EventIdent's Use of Visitor Personal Data Collected" and "How does EventIdent collect and process personal data from our Customers and their Customer Data Subjects?".
EventIdent does not sell personal information.
EventIdent uses cookies, small files stored on your device. While the use of cookies enhances your user experience, it is not mandatory for using our app.
Essential, or "strictly necessary" cookies, are used to enable core functionality such as security, network management, and accessibility. These cookies are necessary for the operation of our services and do not require consent under the General Data Protection Regulation (GDPR).
We use cookies to understand your preferences and behaviours to provide a more tailored experience. Essential cookies ensure the functionality of our services. No personal data is collected through cookies.
You can manage cookies, including accepting or refusing non-essential cookies, through your device settings.
We may update our Cookie Policy to reflect changes to our cookie practices.
This Service may contain links to other sites. If you click on a third-party link, you will be directed to that site. We strongly advise you to review the Privacy Policy of these websites as we have no control over and assume no responsibility for the content, privacy policies, or practices of any third-party sites or services.
These Services do not address anyone under the age of 13. We do not knowingly collect personally identifiable information from children under 13.
If you have any concerns, questions or suggestions, do not hesitate to contact us at privacy@eventident.com.