Eventpedia Privacy Policy

Welcome to the Eventpedia Mobile App!

We are committed to protecting your privacy and ensuring that your personal information is handled securely and responsibly. This Privacy Policy outlines how we collect, use, and safeguard your information when you use our mobile application.

At Eventpedia, we understand the importance of privacy, and we are dedicated to maintaining the confidentiality of your personal information. This Privacy Policy explains our practices regarding the collection, use, disclosure, and protection of your information in connection with our mobile app.

By downloading, installing, accessing, or using the Eventpedia mobile app, you consent to the terms of this Privacy Policy and agree to our collection, use, and disclosure of your information as described herein. If you do not agree with any aspect of this Privacy Policy, please do not use our mobile app.

We may update this Privacy Policy from time to time to reflect changes in our practices or to comply with legal requirements. We encourage you to review this Privacy Policy periodically to stay informed about how we collect, use, and protect your information.

If you have any questions or concerns about our Privacy Policy or our practices regarding your personal information, please contact us at [email protected].

What data do we collect?

In the Eventpedia app, event organizers may provide/upload the following attendee Information:

  • First Name
  • Middle Name
  • Last Name
  • Designations
  • Phone
  • Email
  • Attendee Profile Image (Headshot)
  • City
  • State
  • Company
  • Title
  • BIO

Within the app, you will have the option to edit this information or remove yourself from being displayed in the attendee list.

Information Eventpedia app collects:

The initial information uploaded/provided by the event organizer can be accessed by you and you can edit/delete your profile information.

The initial image maybe be uploaded/provided by the event organizer and can be accessed by you and you can edit/delete/upload your profile image (headshot).

When you install Eventpedia, Eventpedia may collect your device information from your mobile device. We collect this information to help us generate app adoption analysis, and enhance our product performance and monitoring.

If the social posting feature is configured, users can post graphics and images in social posting. This information is strictly based on user input and can be removed based on request.

Eventpedia may capture users’ app feature usage to generate engagement ranking to encourage app adoption.

Do We Use Cookies?

Eventpedia uses cookies (small text files placed on your device) and similar technologies to provide our websites and apps to help collect data. Cookies collect non-personal information. Cookies allow us to store your preferences and settings, improve the upload process, remember you on future visits, enable you to sign in, combat fraud, and analyze how our websites and online services are performing. The Eventpedia app uses other identifiers, such as the mobile device information in apps, for similar purposes.

We also use web beacons to help deliver cookies and gather usage and performance data. Our websites may include web beacons and cookies from third-party service providers.

You have a variety of tools to control cookies, web beacons, and similar technologies, including browser controls to block and delete cookies and controls from some third-party analytics service providers to opt out of data collection through web beacons. Your browser and other choices may impact your experiences with our products.

Why do we collect your data?

  • To personalize the event experience by tailoring event recommendations, notifications, and content based on user preferences.
  • To send event updates, notifications, promotional materials, and relevant information to users.
  • To diagnose and fix issues within our products.
  • To respond to queries or requests submitted by you.
  • To administer or carry out our obligations in relation to any agreement you have with us.
  • To provide you with information about the event that you are attending.
  • To enable app features such as “check-ins”, surveys/polls, push notifications, private in-chat messaging, agenda sessions, exhibitors, and recommendations.
  • To pre-populate App fields such as conference agendas, attendee lists, exhibitor lists, and location information.
  • To facilitate social sharing functionality.
  • For analytics and market research purposes to improve our services, develop new products, and launch services for other purposes.
  • To process complaints and handle disputes.
  • To anticipate and resolve problems with any products or services supplied to you.
  • To comply with any applicable law and assist law enforcement agencies under any applicable law, when Eventpedia has a good faith belief that Avodigy’s cooperation with the law enforcement agencies is legally mandated or meets the applicable legal standards and procedures.
How do we use the personal data we collect

If event organizers elect to show the attendee list for the event, your information will be displayed in the list and attendee profile. You do have the option to control what information to be visible to other attendees, in addition to opting out of the attendee list.

Based on the event setting, the attendee’s headshot can be displayed in the attendee list and profile. You have the option to remove, update, or upload your own headshot image.

After you log into the app, if you respond to surveys, polls, or engage in Q&A functionalities, your information will be accessible to the event organizers. If you are not logged into the app, your response will become anonymous.

In the Eventpedia app, if you use the app camera to scan any session or exhibitor QR code, you are explicitly giving access to the organizer or exhibitor your profile information. 

If you allow exhibitors, event staff, or other attendees to scan your app profile QR code, or badge QR/Bar code, you are explicitly giving them access to your profile information.

For any event that enables a private message/chat feature, the app is using your device and name to establish the communication channel for the message engine.

We use third-party services for analytics of app usage. We pass your device information and name to the analytics engine to track app analytics. Event organizers can use such information to better prepare/plan future events for the attendees and other stakeholders.

Data Retention and Deletion

We keep your personal information only so long as we need it for the purposes for which it was collected, for the products and services that you are using, or to meet any legal requirements. We have retention standards, which meet these requirements. We will delete your personal information when it is no longer needed.

What control do you have with your data?

You have the right to access the personal information uploaded by the event organizer or yourself. After you log into the app, you can go to “My Profile” menu to access your personal information. This information includes information provided during your event registration system, event preferences, and any other data stored in your account profile.

You can update your personal information at any time through the app’s settings (My Profile). This allows you to keep your information accurate and up to date.

You have the right to request the deletion of your personal information from the app’s database. This may include account deletion or removal of specific data points. You can send requests to [email protected].  Upon receipt of your request, we will promptly delete your information, subject to any legal obligations.

You can opt out of receiving promotional communications, such as event updates, newsletters, and marketing materials. You can opt-in/out of notifications, and private messages and manage your information display all through app settings.

When you download the app, you have the option to opt out of analytics tracking. In this case, all your app usage/behavior will not be tracked and tallied as part of the event analytics.

How do we handle children’s information?

The Eventpedia app is not intended for children under the age of 15. We do not knowingly collect information from children under the age of 15. We assume event organizers will not provide personal identifiable information to the Eventpedia app platform for any child under the age of 15.  We strongly recommend parents and legal guardians to monitor their children’s app usage to help enforce our privacy policy.  If you believe we might have any information about or about a child under 18, please contact us at [email protected].

Do we share information with other parties?

We do not sell or trade your personal information to any third party. Third parties that your Information is shared:

The Eventpedia app may share user data with event organizers and sponsors to facilitate event planning, management, and sponsorship activities. This could include providing organizers with attendee lists, demographic information, and engagement metrics to help them understand and enhance the event experience.

Through the attendee list profile, your information will be visible to other attendees of the app. Through badge QR code scan, you are also giving explicit access to your personal information. The above information is only available to other users with your settings and consent.

Eventpedia app may engage third-party service providers to perform various functions on its behalf, such as hosting the app’s servers, sending notifications, or analyzing user data. These service providers may have access to user data to the extent necessary to perform their services but are typically bound by confidentiality agreements and data protection obligations.

The Eventpedia app may integrate with other third-party platforms or services to enhance its functionality or provide additional features to users. In such cases, user data may be shared with these integration partners to enable seamless integration and interoperability between systems.

User data may be shared with app sponsoring partners based on app users’ behavior. This could involve sharing anonymized or aggregated data to protect user privacy.

When your QR code is scanned, or you scanned an exhibitor or session QR code, your information will be shared with the exhibitor or the event organizer.

In the event of a merger, acquisition, restructuring, or sale of assets, user data may be transferred as part of the transaction. Eventpedia will notify clients and users of any such changes and ensure that appropriate safeguards are in place to protect users’ rights and privacy interests.

The Eventpedia app may share user data in response to legal requests, court orders, or government investigations, or to comply with applicable laws, regulations, or legal processes. This could include sharing data with law enforcement agencies, regulatory authorities, or other third parties as required by law.

How do we protect your information?

Eventpedia has implemented technical solutions to protect attendee data from unauthorized access. All data services are using advanced security mechanisms and we encrypt/decrypt all transmitted data between our web services and API calls. 

If we engage any business partners, they will be contractually bound to maintain the confidentiality of all events-related information and may not use the information for any unauthorized purpose. Our clients may also impose additional data rights and protection obligations depending on the law, regulations, and rules that govern their data processing practices.

Contact Us

If you have any questions regarding this Privacy Policy, please contact us at [email protected].

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