Privacy Policy

1. Introduction

Welcome to EventWings ("we", "our", "us"). EventWings is a SaaS-based event management platform designed for colleges, institutions, and professional event organizers.

This Privacy Policy explains how we collect, use, store, share, and protect your information when you visit our website at eventwings.com or use our services. It also explains your rights regarding your personal data.

By using our website or services, you agree to the practices described in this Privacy Policy. If you do not agree, please do not use our services.

This policy is published in compliance with applicable data protection laws, including the Indian Information Technology (Reasonable Security Practices and Procedures and Sensitive Personal Data or Information) Rules, 2011, the Digital Personal Data Protection Act, 2023 (DPDP Act), and other relevant regulations applicable to the jurisdictions in which we operate.

2. Information We Collect

A. Information You Provide Directly

When you fill out forms on our website (contact, demo request, early access, organizer registration), we collect:

• Full name
• Email address
• Phone number (when provided)
• Organization or institution name
• Designation or role
• Inquiry or message content
• Information submitted for early access or demo registration

B. Event Registration Data (Platform Use)

When EventWings is used to manage events, organizers may collect data from participants registering for those events. This may include:

• Participant names
• Email addresses
• Phone numbers
• Institutional identifiers (roll numbers, employee IDs, member numbers)
• Department, year, course, or organizational affiliation
• Ticket details and registration timestamps
• QR-based check-in records and attendance data
• Custom fields configured by organizers (dietary preferences, accommodation needs, t-shirt sizes, etc.)

Important: Event organizers are the data controllers for participant data they collect through their events. EventWings acts as a data processor on behalf of organizers and stores the data securely. Organizers remain responsible for the lawful basis of data collection, participant consent, and compliance with applicable privacy laws.

C. Payment Information

For paid events, payment information (card details, UPI IDs, transaction references) is processed by trusted third-party payment gateways. EventWings does not store full payment card numbers or sensitive payment credentials on our servers. We retain transaction metadata (timestamp, amount, status) for accounting and dispute resolution.

D. Automatically Collected Information

When you visit our website, certain information is collected automatically through standard web technologies:

• IP address
• Browser type and version
• Device information (operating system, device type)
• Pages visited and time spent
• Referring URLs and search terms
• Usage behavior and interaction patterns
• Approximate geographic location (derived from IP)

This information may be collected via cookies, pixels, server logs, and analytics tools.

E. Information from Third Parties

We may receive information about you from third parties such as:

• Authentication providers (Google, Apple) when you sign in using those services
• Institutional partners who have introduced or referred you
• Public sources (when verifying institutional affiliations)

3. How We Use Your Information

We use your information for the following purposes:

• Service delivery — provide and improve our event management platform
• Communication — respond to inquiries, send platform updates, deliver event-related notifications
• Account management — verify identity, manage organizer/participant access, prevent unauthorized use
• Security and fraud prevention — detect, investigate, and prevent fraudulent or harmful activity
• Analytics and improvement — understand how the platform is used and improve user experience
• Legal compliance — fulfill legal obligations, enforce our terms, protect rights
• Marketing — send product updates, early access notifications, and promotional emails (only with consent)

We do not sell your personal information. We do not share your data with third parties for their independent marketing purposes without your explicit consent.

4. Legal Basis for Processing

Where applicable privacy laws require a specific legal basis for processing personal data, we rely on one or more of the following:

• Consent — when you explicitly agree to specific processing (e.g., marketing emails, optional cookies)
• Contractual necessity — to fulfill our obligations under our terms of service
• Legitimate interest — for analytics, security, and platform improvement, balanced against your privacy rights
• Legal obligation — when required by applicable law (tax records, audit requirements, regulatory reporting)

5. Email Communication

If you submit your email address, you may receive:

• Transactional emails (registration confirmations, ticket delivery, password resets)
• Service notifications (platform updates, scheduled maintenance)
• Product updates and early access notifications (with consent)
• Responses to your inquiries

You can unsubscribe from marketing emails at any time using the link provided at the bottom of those emails. Transactional and security-related emails are essential to service delivery and cannot be unsubscribed from while you maintain an active account. We do not send spam.

6. Sharing & Disclosure

We may share your information with:

• Event organizers — when you register for events, your registration data is shared with the relevant organizer
• Service providers — hosting providers, email service providers, analytics tools, cloud infrastructure providers, payment processors (under confidentiality and data processing agreements)
• Legal authorities — when required by law, court order, or to protect rights, safety, and property
• Business transfers — in the event of merger, acquisition, or asset sale (with notice to you)

We do not share your personal information for purposes incompatible with those described in this policy.

7. Cookies and Tracking Technologies

We use cookies and similar technologies to enhance your experience and analyze website performance. Types of cookies we use:

• Essential cookies — required for core platform functionality (login sessions, security tokens, CSRF protection)
• Functional cookies — remember your preferences (language, display settings)
• Analytics cookies — help us understand usage patterns and improve the platform
• Marketing cookies — only used with your consent for tracking marketing campaign effectiveness

You can manage cookies through your browser settings. Disabling essential cookies may affect platform functionality. Most modern browsers allow you to view, manage, and delete cookies; consult your browser's documentation for instructions.

8. Data Storage & Security

We implement industry-standard security measures to protect your data:

• HTTPS encryption for all data in transit
• Encryption at rest for sensitive data
• Secure hosting environments with regular security audits
• Role-based access control with multi-factor authentication for administrative access
• Regular security monitoring, vulnerability scanning, and patch management
• Audit logs for all sensitive data access
• Data backup and disaster recovery procedures
• Employee training on data privacy and security best practices

While we use commercially reasonable efforts to protect your data, no online system can guarantee absolute security. You can help protect your data by maintaining strong passwords, keeping your contact information current, and reporting any suspected unauthorized access immediately.

9. Third-Party Services

We use trusted third-party services to operate our platform:

• Cloud hosting and infrastructure providers
• Email delivery services for transactional and marketing emails
• Analytics tools to understand platform usage
• Payment gateways for processing event fees
• Authentication providers (Google, Apple OAuth)
• Customer support tools

These providers process data on our behalf under data processing agreements that require them to maintain confidentiality and apply appropriate security measures. We do not authorize them to use your data for their own purposes beyond what's necessary to provide their service to us.

10. Data Retention

We retain personal data for as long as necessary to:

• Provide services to you or the organization that uses EventWings
• Comply with legal, regulatory, or audit requirements
• Resolve disputes and enforce agreements
• Maintain reasonable historical records for analytics and improvement

Specific retention periods:

• Inquiry submissions — 24 months from receipt
• Event registration data — retained per organizer's policy, typically 5-7 years for institutional events to support accreditation cycles
• Account data — retained while account is active, plus 90 days after deletion request
• Transaction records — minimum 8 years per Indian tax law
• Audit and security logs — minimum 12 months

You may request data removal by contacting us. We will comply unless retention is required by law or to protect legitimate business interests.

11. Your Rights

Under applicable privacy laws (including the DPDP Act, GDPR, and others), you have the following rights regarding your personal data:

• Right to access — request a copy of the personal data we hold about you
• Right to correction — request correction of inaccurate or incomplete data
• Right to deletion — request deletion of your personal data (subject to legal retention requirements)
• Right to withdraw consent — withdraw consent for processing where we rely on consent as the legal basis
• Right to object — object to processing based on legitimate interest
• Right to data portability — receive your data in a portable, machine-readable format
• Right to grievance redressal — escalate complaints through our designated grievance officer

To exercise your rights, contact us at support@eventwings.com. We will respond within 30 days. We may need to verify your identity before processing your request.

12. International Data Transfers

EventWings is headquartered in India. If you access our services from outside India, your information may be transferred to, processed, and stored in India or in other countries where our service providers operate. We ensure appropriate safeguards are in place for any cross-border transfers, including:

• Data processing agreements with service providers
• Compliance with applicable cross-border transfer regulations
• Encryption of data in transit and at rest

13. Data Breach Notification

In the event of a data breach that affects your personal data, we will:

• Notify affected users without undue delay (typically within 72 hours of becoming aware)
• Notify relevant data protection authorities as required by applicable law
• Provide information about the nature of the breach, data affected, and steps you can take
• Take remedial action to prevent recurrence

14. Children's Privacy

EventWings is not intended for children under 18 years of age. We do not knowingly collect personal information from children under 18 without verifiable parental consent. If you believe a child has provided us with personal information without consent, please contact us, and we will take steps to delete the information.

For institutional events involving minors (school programs, college events for participants under 18), the institution is responsible for obtaining appropriate parental or guardian consent in accordance with applicable laws.

15. Changes to This Policy

We may update this Privacy Policy periodically to reflect changes in our practices, services, legal requirements, or industry standards. When we make material changes, we will:

• Update the "Last Updated" date at the top of this page
• Notify users of material changes via email or platform notification (where appropriate)
• Provide a summary of significant changes in the notification

Your continued use of our services after changes take effect constitutes acceptance of the updated policy.

16. Grievance Redressal

In compliance with the Information Technology Act, 2000 and applicable rules, the Grievance Officer for EventWings can be reached at:

📧 support@eventwings.com
(Subject line: "Grievance — Privacy Policy")

We will acknowledge grievances within 24 hours and resolve them within 15 days, in accordance with applicable timelines.

17. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or your personal data, please contact us:

📧 support@eventwings.com
🌐 eventwings.com/contact

See also: Terms & Conditions