Privacy policy

Last update: 1 February 2022.

Protecting our Users' privacy and personal information is a top priority for EventReception.
The following Privacy Policy governs the use of our Website and all our solutions, collectively referred to as our services (“Services”).

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

Please note that we do not sell or rent our User's data to anyone, for any reason whatsoever.

Topics:
- What User data do we collect?
- How do we collect User data?
- How do we use User data?
- Where do we store User data?
- Marketing
- What are our Users' 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?
i. 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.

ii. 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.

iii. 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.

iv. User Device Information
We also track our Users' device info while using our Services, such as the device identifier, user settings and operating system.

v. 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. We may use location information to improve and personalize our services to our Users. If Users do not want us to collect location information from their devices, they may disable that feature, though our Services may not subsequently work properly.

How do 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 (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 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.

Some examples of Data Use include:
✔ Making event floor plan diagrams
✔ Guest list management and seating
✔ Communication among Users
✔ Welcoming Users with SMS messages to their mobile phones
✔ Show 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

Where do we store your 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, and for any reason whatsoever. 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.

What are your 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 is 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 deletes all their personal data, under certain conditions.

The right to restrict processing - Users have the right to request that EventReception restricts 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 transfers the data that 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 have one month to respond. If you would like to exercise any of these rights, please contact us by 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 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.

For further information, visit https://www.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 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).

Privacy policies of other websites
Our Services and event platforms may contain links to other websites. Our privacy policy applies only to our Services, 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, 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 (Europe): (+30) 239.202.4644
US: (+1) 410-844-8926
Or write to us at: 9 Siniosoglou, 544 53, Thessaloniki, Greece

How to contact the appropriate authority
If you feel we have 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