Privacy Policy For Attendees

Privacy Policy for Event Attendees

Last Updated Date: 6-Sep-2024

1. Introduction

Welcome to EventNook, an online event registration platform operated by EVENTNOOK PTE. LTD. ("we," "our," or "us"). Our platform enables event organizers ("Organizers") to manage event registrations, sell tickets online, check in attendees, collect lead information, and more. This Privacy Policy explains how we handle the personal data of event attendees ("you" or "your") and outlines the respective roles of EventNook and the Organizers regarding data collection and usage.

2. Our Role as a Data Intermediary

EventNook acts as a data intermediary, providing Organizers with the tools to collect, manage, and process attendees' personal data. While we have access to attendee data to provide technical support, customer service, and troubleshooting, we do not use this data for our own marketing purposes.

3. Collection of Personal Data

EventNook is a self-service platform that allows Organizers to host their events and manage attendee registrations. Your personal data may be registered or added to the EventNook system in the following ways:

  • Attendee Registration via Online Forms: You may directly provide your personal data when registering for an event through an online registration form hosted on the EventNook platform. This data may include:
    • Name
    • Contact information (email, phone number)
    • Payment details (via third-party platforms)
    • Organization or company affiliation
    • NRIC, Passport Number, or other identification details
    • Any other information requested by the Organizer through the registration form
  • Organizer-Provided Data: In some cases, Organizers may manually register or upload your data via EventNook’s backend system for purposes such as check-in, badging, sending invitations, or other event-related activities. This may include the same types of personal data listed above, and the data will be handled according to the Organizer's specifications.

The specific data collected will depend on the event and the Organizer's requirements. EventNook facilitates this data collection but does not control the content or scope of the information requested by the Organizer.

4. Payment Information

EventNook integrates with third-party payment platforms such as Stripe, PayPal, Helio, PayNow, Apple Pay, Google Pay, and Grab Pay to process payments for ticket sales. While we may collect some payment-related information to facilitate transactions, we do not store sensitive payment data, such as your credit card information. The privacy policy of the third-party payment provider you select will govern the handling of your payment information. Please refer to the respective payment provider's privacy policy for more details.

5. Customization of Data Collection and Communication by Organizers

Organizers have the ability to customize the registration forms to collect the specific information they need for their event, which may include data for event management, attendee verification, marketing, and analytics. This may include sensitive and personally identifiable information such as NRIC numbers, passport numbers, and mobile numbers, depending on the Organizer's objectives.

Organizers may also customize how they communicate with you regarding the event. This may include:

  • Invitation Emails
  • Order Confirmation Emails
  • Registration Confirmation Emails
  • Event Reminder Emails
  • Event Updates and Pre-Event Engagement Emails
  • Post-Event Engagement Emails
  • Communication via SMS

The content, frequency, and purpose of these communications are determined by the Organizer based on their event requirements and objectives. Please review the Organizer's privacy policy and terms for specific details on how your data will be used in communications.

6. Use of Personal Data by Organizers

Organizers determine how your personal data will be used. This may include:

  • Event management and coordination
  • Communication regarding the event
  • Marketing and promotional activities related to the event or the Organizer’s business
  • Analytics and Reporting
  • Integration with third-party platforms for event or marketing automation
  • Or any other objectives

Please review the specific privacy policy provided by the Organizer for details on how your data will be used. EventNook is not responsible for the actions or policies of the Organizers.

7. EventNook’s Use of Personal Data

EventNook uses your personal data solely for the purpose of:

  • Providing customer support and technical assistance
  • Troubleshooting and resolving platform issues
  • Ensuring the security and integrity of the platform
  • Complying with legal obligations

We do not engage in using your personal data for marketing unless we have obtained your explicit consent.

8. Data Management and Third-Party Sharing by Organizers

EventNook provides Organizers with tools to manage the data they collect, including updating, deleting, and exporting attendee information. Organizers may also share your data with their event team, event crews, their event partners such as exhibitors, sponsors, event marketing partners, third-party vendors, or external platforms such as CRM systems to fulfill their event-related objectives.

Once an Organizer or its authorized users, including event collaborators or coordinators, download or export your data from EventNook, we no longer have control over how that data is stored, used, or transferred. Organizers are solely responsible for ensuring the secure handling and processing of your data once it leaves our platform.

9. Third-party integrations and Tracking Technologies

Organizers may choose to integrate EventNook with third-party platforms such as Customer Relationship Management (CRM) systems (e.g., Salesforce), email marketing platforms (e.g., Mailchimp), or other event engagement applications for data synchronization, marketing automation, and other services. This may involve transferring your data to these platforms to facilitate the Organizer’s objectives.

Additionally, Organizers may implement advertising and tracking technologies such as Google Tag Manager, Facebook Pixel, or other third-party cookies to enhance event marketing and analytics. Please refer to the Organizer's specific policies regarding the use of these tracking technologies.

Organizers may also choose to export attendee or registration data out of the EventNook platform for their own purposes. EventNook does not control how the data is transferred or managed after it has been exported by the Organizer.

10. Data Security

EventNook is committed to protecting your personal data and employs robust security measures to safeguard your information. These measures include, but are not limited to:

  • Encryption: Your data is encrypted during transmission and at rest to prevent unauthorized access.
  • Access Controls: Access to your data is strictly limited to authorized EventNook staff who require access to perform their job responsibilities, including providing event support and resolving technical issues.
  • Regular Security Check: We conduct regular security checks and assessments to identify and mitigate potential vulnerabilities.
  • Incident Response: We have an incident response plan in place to quickly address any security breaches or data incidents.

However, once your data is exported or transferred by an Organizer, EventNook cannot control how it is handled. We encourage you to review the security practices of the Organizer and any third-party platforms they may use.

11. Your Rights

You have the right to access, correct, or request the deletion of your personal data. To exercise these rights, please contact the Organizer directly, as they are the primary data controllers responsible for your data. If you have any concerns regarding how your data is handled on the EventNook platform, you may contact us at dpo@eventnook.com.

12. Indemnity

By using the EventNook platform to register for an event, you agree to indemnify and hold EVENTNOOK PTE. LTD., its affiliates, officers, agents, and employees harmless from any claims, actions, or demands, including without limitation reasonable legal and accounting fees, arising out of or in connection with your participation in any event organized through our platform, your breach of this Privacy Policy, or your violation of any law or the rights of a third party. This indemnity clause applies to any loss or damage suffered by EVENTNOOK PTE. LTD. as a result of your actions or inactions.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or for other operational, legal, or regulatory reasons. We will notify you of any significant changes by posting the updated policy on our website and, if necessary, by obtaining your consent for certain changes.

14. Contact Us

If you have any questions or concerns about this Privacy Policy or how your personal data is handled on the EventNook platform, please contact us at:

EVENTNOOK PTE. LTD.
Email: dpo@eventnook.com