Policy Updates & GDPR

Terms, Privacy Policy & GDPR Updates — May 2, 2026

Following our recent e-GuestList Check-in App v3 release, we updated our Terms of Service, Privacy Policy and GDPR page to reflect the new v3 features and the way they affect access, sharing, check-ins, payments and user responsibilities.

The v3 release introduced important updates, including Web Check-ins, Online Guest Lists, event credits, packages and related payment flows. The updated documents now describe these features more specifically and separate them clearly from our e-Planner collaboration features.

What changed in this update

• Clearer distinction between e-Planner and e-GuestList Check-in App:
  • e-Planner is now described as our online event planning and management platform, including floor plans, table plans, seating, guest management, SMS seating, navigation maps, event/client management, Invited Users and View-Only Links.
  • e-GuestList Check-in App is now described as our guest reception and check-in solution, including native iPad and Android check-ins, Web Check-ins, guest-list imports, check-in synchronization, check-in reports, Online Guest Lists, event credits, packages and related payment or invoicing features.
  • We clarified that Invited Users are part of the e-Planner collaboration flow.
  • We clarified that Web Check-ins and Online Guest Lists are part of the e-GuestList Check-in App and should not be confused with e-Planner Invited Users.
• Updated Terms of Service:
  • Expanded the description of our Services to cover both e-Planner and e-GuestList Check-in App.
  • Renamed and clarified the Invited Users section so it applies specifically to e-Planner.
  • Added a new section for Check-in Users, View-Only Link recipients and Online Guest List viewers.
  • Added user responsibilities for sharing links, PINs, exported files, printed lists, screenshots and event data.
  • Added terms for View-Only Links in e-Planner and Online Guest Lists in e-GuestList Check-in App.
  • Added terms for Web Check-ins, including internet connection, supported browser/device and synchronization requirements.
  • Added terms for event credits, monthly packages, annual packages, subscriptions and account-based purchases.
  • Updated payment wording to clarify that sensitive payment details, such as full credit card numbers, are entered directly in the secure checkout environment of our payment provider and are not accessible to EventReception.
  • Expanded limitation of liability and indemnification wording for cases such as incorrect configuration, failure to sync devices, unsupported devices, bad connectivity or unauthorized sharing of links and PINs.
• Updated Privacy Policy:
  • Added descriptions of the data processed through e-Planner and e-GuestList Check-in App.
  • Added examples of e-Planner data, such as event diagrams, floor plans, table plans, seating charts, guest lists, RSVP information, uploaded files, Invited User activity and View-Only Link settings.
  • Added examples of e-GuestList Check-in App data, such as guest lists, check-in status, check-in timestamps, synchronization data, reports, Online Guest List settings, PIN-protection status and link-usage information.
  • Added a section explaining the legal basis for processing User data.
  • Added a section covering Invited Users, View-Only Links and Online Guest Lists.
  • Added a section covering payments, event credits, packages and invoicing.
  • Updated trusted third-party wording to include hosting providers, payment processors, SMS delivery services, analytics providers, email providers and support providers.
  • Expanded retention wording to explain how e-Planner data, e-GuestList Check-in App data, payment records and local app data may be retained.
  • Added international transfer wording for cases where trusted providers may process or access data outside the European Economic Area.
  • Expanded user data protection rights, including withdrawal of consent, automated decision-making rights and the right to lodge a complaint with the competent Data Protection Authority.
• Updated GDPR page:
  • Kept the GDPR page focused on GDPR roles, responsibilities and data privacy principles.
  • Added a short explanation of the difference between e-Planner and e-GuestList Check-in App.
  • Clarified when EventReception may act as a Data Controller, Data Processor or Sub-Processor.
  • Added clarification that EventReception may also act as a Data Controller for its own business purposes, such as account administration, billing, support, website operation, security, legal compliance and communications.
  • Updated GDPR role examples to better cover event planning, seating and check-in use cases.
  • Linked users to the Privacy Policy and Terms of Service for more detailed information.

Why this matters

The e-GuestList Check-in App v3 release added new ways to check in guests online, share selected guest-list information and manage event credits or packages. Because these features affect how event data can be accessed, shared, synchronized and paid for, our Terms of Service, Privacy Policy and GDPR page needed to describe them directly.

The updated documents explain who is responsible for shared links and PINs, what data may be processed through Web Check-ins and Online Guest Lists, how check-in synchronization works, how paid packages and event credits are handled, and how these Check-in App features differ from e-Planner Invited Users and View-Only Links.

ToS Updates — October 14, 2025

On October 14, 2025, we added a new section to our Terms of Service covering operational standards and offline Check-in App use. Many of these points were already in our Contract Agreement. We mirrored them in the ToS for clarity and easy reference.

What changed

• New par.8 “Operational Standards & Requirements” in Terms of Service:
  • Minimum monthly average uptime of 99% commitment.
  • Internet-delivery disclaimer for delays and issues beyond our control.
  • Use of appropriate operating environments and notice of major changes.
  • Offline Check-in App rule: if you use the app offline, connect all devices to the internet as soon as the event ends and no later than 48 hours after the event date, the “Sync Deadline”, to ensure accurate reports.
  • If data is not synced by the Sync Deadline, or you uninstall or clear the app before confirming sync, locally stored data may be permanently lost and EventReception is not responsible for that loss.

Why this matters

This update explains the user steps required to keep offline check-in records accurate and avoid loss of locally stored app data.