Privacy Policy for Invited Users

Last update: 21 May 2020.

Privacy Policy for Invited Users
Protecting your privacy and personal information is a top priority for EventReception.

The following Privacy Policy governs the use of our event platform solution by Invited Users, viz. users who have been invited via an email link to register and access the EventReception platform.

Unless we define a term in this Privacy Policy, all capitalized terms used in this Privacy Policy have the same meanings as in our Terms of Service ("TOS"). By accessing and using our event platform you are accepting the practices described in this Privacy Policy.

Please note that we do not transfer, sell or rent your personal information to third parties for their marketing purposes.

Topics:
- What data do we collect?
- How do we collect your data?
- How do we use your data?
- How do we store your data?
- Marketing
- What are your data protection rights?
- Cookies and Web Beacons
- Privacy policies of other websites
- Changes to our privacy policy
- How to contact us
- How to contact the appropriate authorities

What data do we collect?
Event data received from you
By using the EventReception platform you may insert event and guest data that include certain Personally Identifiable Information ("PII") such as names, email addresses, mobile phone numbers, postal address etc. You may also insert additional non-Personally Identifiable Information such as gender, date of birth, job title and other data that may help you manage your guest list. These data may be of you, and/or of your guests.

Information related to the use of our event platform
Our servers automatically track certain information about how you use our event platform ("Log Data"). Log Data may include information such as your Internet Protocol (IP) address, browser type, operating system, the web page you had visited before accessing our event platform, the links you clicked on our event platform and other statistics.

Information Sent by Your Device
We also track your device information when you use our event platform, viz. your device identifier, user settings and operating system.

Location Information
We may also collect and store information about your location by converting your IP address into a rough geo-location or by accessing your device's GPS coordinates or coarse location if you enable location services on your device. We may use location information to improve and personalize our services for you. If you do not want us to collect location information from your devices, you may disable that feature, though our event platform may not subsequently work properly.

How do we collect these data?
All event data are either inserted directly by you or by the Inviter on behalf of you as indicated in the TOS. All remaining data are collected by Cookies (see below), Beacons (see below) and Google Analytics. For more information about google analytics, please check https://policies.google.com/technologies/partner-sites.

How do we use your data?
We do not transfer, sell or rent any personal information to third parties for their marketing purposes. All the data we collect remain strictly confidential and are used by you and the Inviter in order to:
- Help you and the Inviter with your event floor plans
- Aid you with your guest list management and seating of your guests
- Facilitate the communication between you and the Inviter
- Welcome guests with SMS messages to their mobile phones
- Discern user needs and event trends
- Make the use of our event platform easy and fun

Information voluntarily shared with Inviter
Since the EventReception platform is a collaborative platform, most of the information you insert is shared with the Inviter. For example, as an Invited User, you can view the floorplan the Inviter has prepared for your event. Similarly, if you insert guest data into the platform, the Inviter can access them.

Information NOT SHARED with Inviter
A notable exception regarding shared data, is the contact details of your guests ("Guest Contact Details"). Guest Contact Details include guests': (a) mobile phone number; (b) landline phone number; (c) email; (d) address; and (e) private notes.

Guest Contact Details remain undisclosed to the Inviter at all times. In addition, guest mobile phone numbers are altogether deleted from the EventReception platform 15 (fifteeen) days after the event has been concluded. Please note that guests' mobile phones are deleted from your account as well.

Information shared with our service providers.
For some of our services, we may need to engage with third-party providers to work with us. These third-party providers are given the bare minimum information needed to administer their services. For example: (a) if you want your guests to receive the SMS messages, EventReception sends the required data (guest name, mobile phone number, and message with seating details) to our mobile telecom partners; (b) if your guests click on the online navigation map link to find the route to the event venue, they will be taken to google maps where they will be asked to share their geo-location; (c) if you have purchased an account directly from us, your payment information will be shared with our third party payment processing services providers.

How do we store your data?
EventReception cooperates with Dataways 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 use your data for any marketing purposes.

What are your data protection rights?
We want to make sure you are fully aware of all of your data protection rights.

Please note that almost all the data included in the EventReception platform are editable directly by you, up until your event expires. If your event expires and you can no longer edit your data by yourself, you are entitled to all of the following rights:
The right to access - You have the right to request EventReception for copies of your personal data. We may charge you a small fee for this service.

The right to rectification - You have the right to request that we correct any information you believe is inaccurate. You also have the right to request EventReception to complete the information you believe is incomplete.

The right to deletion - You have the right to request that EventReception deletes all your personal data, under certain conditions.

The right to restrict processing - You have the right to request that EventReception restricts the processing of your personal data, under certain conditions.

The right to object to processing - You have the right to object to EventReception's processing of your personal data, under certain conditions.

The right to data portability - You have the right to request that EventReception transfers the data that we have collected to another organization, or directly to you, under certain conditions.

If you make any of the above requests, we have one month to respond to you. If you would like to exercise any of these rights, please contact us at our email [email protected]

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 your needs and preferred use of the Eventreception platform.

"Cookies" are small text files that are placed on your device by a web server when you access our event platform. We may use both session Cookies and persistent Cookies to identify that you've logged in to the EventReception platform and to tell us how and when you interact with it. We may also use Cookies to monitor aggregate usage and web traffic routing on our event platform and to customize and improve our services.

Unlike persistent Cookies, session Cookies are deleted when you log out from our event platform and close your browser. Although most browsers automatically accept Cookies, you can set your browser not to accept Cookies, or to prompt you before accepting Cookies. Please note, however, that if you don't accept Cookies, our event platform may not function properly.

For further information, visit allaboutcookies.org.

"Web Beacons", also known as pixel tags or clear GIFs, are tiny graphics with a unique identifier that may be included on our web platform 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).

Privacy policies of other websites
Our event platform may contain links to other websites. Our privacy policy applies only to our platform, so if you click on a link to another website, you should read their privacy policy.

Changes to our privacy policy
We keep our privacy policy under regular review and place any updates with the last update date on this web page.

How to contact us
If you have any questions about our privacy policy for Invited Users, the data we hold on you, or you would like to exercise one of your data protection rights, please do not hesitate to contact us.

Email us: [email protected]
Call us: (+30) 239.202.4644
Or write to us at: 82 Karakasi str., 544 53, Thessaloniki, Greece

How to contact the appropriate authority
If you feel that EventReception has not addressed your concern in a satisfactory manner, you may contact the Hellenic Data Protection Authority.
Web: https://www.dpa.gr
Email: [email protected]
Address: Hellenic Data Protection Authority, Kifisias Avenue 1-3, 115 23 - Athens, Greece