1. OVERVIEW

EventicPlatform LLC (“EventicPlatform,” “We,” or “Our”) has drafted this Privacy Policy to help you understand how we collect, use, and protect your personal data as you interact with the EventicPlatform website (the “Site”). This policy describes the types of information we collect, how we use it, with whom we may share it, and the choices you can make regarding your information. Additionally, we explain the measures we take to safeguard your personal data and how you can contact us about our privacy practices.

If you are using EventicPlatform services provided for a specific event, your personal information may be collected, used, and shared on behalf of the event organizers or our partners. EventicPlatform acts as a service provider for these events and may collect data for the sole purpose of facilitating event participation (e.g., ticketing, registration, networking, and event communications). In these cases, the event organizer is responsible for the management of your data, and you should consult their privacy policy for further information.

Moreover, if you engage with third parties (e.g., event sponsors, exhibitors, or partners) via our Platform, your personal information may be shared with those parties according to their own privacy practices and the terms of agreement between EventicPlatform and the third party. EventicPlatform is not responsible for the privacy practices or data handling of these third-party entities.

This Privacy Policy may be updated from time to time to reflect changes in our data practices. Please review it periodically. By using the EventicPlatform website (the “Site”) or services, you CONSENT to the collection, use, and sharing of your information as described in this policy. If you do not consent to this Privacy Policy, do not use EventicPlatform.

2. THE INFORMATION WE COLLECT

At EventicPlatform, we gather information from various sources to provide you with our services, facilitate events, and personalize your experience on our platform. We may collect your information when you visit our website, communicate with us directly via email, phone, or social media, or engage with the features of our platform during an event. An “Event” is defined as an online or in-person gathering that includes the registration process, activities before, during, and after the event, and any interactions within our platform.

We may also receive information about you from business partners, third parties, or publicly available sources, including data shared by our customers before or during an event. We collect information from different touchpoints, including event registration, profile submissions, interactions with our services, and participation in events.

The types of information we may collect include:

• Personal Information. This includes details such as your name, email address, password, phone number, physical address, and photographic image. Depending on local jurisdiction, personal information may be defined more broadly, and your rights to this information will be governed accordingly.
• Demographic Information. This includes information such as your country, zip code, years of work experience, skills, certifications, degrees, and industry. We use this data to help you connect with relevant event participants such as exhibitors, speakers, and other attendees.
• Preference Information. We collect your preferences such as preferred time zone or settings for event notifications, which helps personalize your experience on the platform.
• Content Submissions. This includes any information you provide via event registration forms, online chats, social media pages, or any files you upload to the platform during events.
• Anonymous Information. We track data such as pages you visit, the duration of your visits, and the actions you take on the platform, which helps us understand how the website is used and optimize its performance.

We also collect information from your social media profile, if you choose to log into our platform using social media credentials. This data is used to streamline your access to features on the platform.

Additionally, when you visit our website, we may collect certain information using automated technologies, such as cookies and web beacons. This includes, but is not limited to:

◾️Information about your device, such as IP address, device type, browser, and operating system.

◾️Referring URLs (the web pages you visited before entering our website, and after leaving).

◾️Visit times, page views, and navigation patterns.

◾️General geographic information (e.g., country, city).

◾️Search terms used to find the website.

By collecting this data, EventicPlatform can provide you with a more personalized and seamless experience, improve our event management services, and offer detailed analytics to our customers about their event performance and attendee engagement.

3. OUR LEGAL BASIS FOR COLLECTING YOUR INFORMATION

We collect and process your information based on several legal grounds, depending on the context in which it is collected. The primary legal basis for collecting your personal data is to fulfill our contractual obligations in providing the services of EventicPlatform, such as facilitating event planning, promotion, execution, and analytics. We may also process your data based on your consent when you interact with our platform, register for events, or submit information. Additionally, we process your information for legitimate business interests, such as improving our services, ensuring security, and personalizing your user experience. In some cases, we may also process your information to comply with legal obligations or to protect vital interests as required by applicable laws.

4. HOW WE USE THE INFORMATION WE COLLECT

We may use the information we collect about you to provide and enhance the services offered by EventicPlatform, including:

• Creating, managing, and maintaining your account on our platform.
• Providing you with access to the platform and services, including event planning, promotion, and execution tools, as requested.
• Managing your participation in events hosted on the platform, including sign-ups, activity history, and interactions with other participants.
• Facilitating communication within events, such as chats, webinars, and content sharing.
• Responding to your inquiries, providing customer support, and sending administrative notices relevant to your use of the platform.
• Operating, evaluating, and improving our platform and services to meet your needs and expectations.
• Analyzing marketing strategies and communications to improve the effectiveness of our offerings.
• Monitoring and analyzing trends, statistics, and the use of the platform, including user interactions and participation in events.
• Ensuring the security of the platform, including detecting and preventing fraudulent activities.
• Keeping you informed about products and services we believe may be of interest to you, based on your interactions with the platform.
• Enforcing our Terms of Use and protecting our legal rights.
• Assisting in the event of a sale or transfer of our business, where your personal data may be involved in the transaction.
• Complying with applicable legal requirements and industry standards.

We also use non-personally identifiable information and certain technical details about your device and access to the platform to maintain and manage the services we offer. We will not sell or disclose your personal information to third parties without your consent, except as required by law or in connection with the services provided. If your data is processed on behalf of a customer through the platform, it is governed by agreements with the customer. For any concerns about the use of your personal information in such cases, please reach out to the relevant customer (the data controller).

We may also use the information we collect about you to send you marketing communications regarding EventicPlatform’s products, services, events, or other offerings that we believe may be of interest to you. These communications may include promotional materials, newsletters, or updates about new features, events, or special offers. You can opt out of receiving these marketing communications at any time by updating your preferences within your account settings or by following the unsubscribe link provided in any marketing email. Please note that even if you opt out of marketing communications, you may still receive transactional or operational emails related to your use of the platform. These include, but are not limited to, emails confirming your account activities, event registration, system updates, important notices, or any other communication necessary for the proper functioning of the platform and your ongoing participation in events.

5. THE INFORMATION WE SHARE

When you create an account on EventicPlatform, we collect and retain information about you, including Personal Information. During registration for events hosted on the platform, you may be required to provide additional personal or demographic details, such as your photo, resume, work experience, educational qualifications, location, skills, and industry. This information is collected by EventicPlatform and may be shared with the companies or organizations participating in the event, which could be customers or third-party entities. The shared information includes personal details like your name, email address, resume, and responses to registration questions. Additionally, conversations (chat history) with other participants or organizations may be shared as part of event interactions.

Please note that any information you provide for an event may be subject to the policies of the participating companies after it is shared, and EventicPlatform is not responsible for these external policies. While providing additional details beyond the required registration information is optional, doing so can help you better identify yourself during the event. We may also share your Personal Information with third-party contractors or service providers who assist in delivering the services we offer through the platform, such as technical support or event-related services. These third parties are obligated to use your information only to provide the services requested by EventicPlatform.

In certain situations, we may disclose user information if we determine in good faith that such disclosure is necessary to comply with legal obligations, cooperate with law enforcement, prevent crimes, protect national security, or ensure the safety and interests of EventicPlatform, our customers, or other users. It is important to note that WHEN YOU SHARE YOUR PERSONAL INFORMATION WITH OTHERS DURING EVENTS on the EventicPlatform, including in event interactions, it may be accessed, collected, or used by other participants or organizations, potentially leading to unsolicited communications. EventicPlatform is not responsible for the actions of other users or participating companies in how they use your information once shared.

6. HOW WE PROTECT PERSONAL INFORMATION

EventicPlatform implements a combination of administrative, technical, and physical safeguards designed to protect the Personal Information we collect from accidental, unlawful, or unauthorized destruction, loss, alteration, access, disclosure, or use. However, it is important to note that no method of electronic data transmission or storage is 100% secure. While we strive to maintain robust security measures, we cannot guarantee that these measures will always be sufficient to prevent breaches or failures. Therefore, while we are committed to safeguarding your privacy, we cannot promise, and you should not expect, that your Personal Information will remain entirely secure.

As a user of EventicPlatform, you acknowledge and accept the risks inherent in using the Sites and the internet. You are responsible for your conduct both on and off the platform, as well as the documents you post or access. To further protect your information, we recommend that you secure your EventicPlatform username and password, avoid sharing them with others, and log off from your account and close your browser window after each session. Please note that we will never request your EventicPlatform account password via email.

When it comes to data handled by our customers, we do not assume responsibility for its protection. Customers act as the data controllers of your Personal Information when it is stored or processed outside of the EventicPlatform environment, including by third parties authorized to participate in customer-hosted events. These entities are responsible for managing Personal Information in accordance with their own privacy policies.

We store your data in secure data centers that meet the highest standards for privacy and data protection. Data is protected through end-to-end encryption, both at rest and in transit. For data associated with a Customer Site, retention periods are governed by the customer agreement, typically while the contract with EventicPlatform is active. Once the contract terminates, we delete the data from our systems, including all backups. We can provide a data destruction certificate to the customer upon request once the data has been deleted.

 

7. YOUR DATA PROTECTION RIGHTS

EventicPlatform is committed to ensuring you are aware of and can exercise your data protection rights under applicable privacy laws. Depending on your location, you may be entitled to the following rights:

• Right of Access. You have the right to request access to the personal data we hold about you and receive a copy of it.
• Right to Rectification. If you believe any information we hold about you is inaccurate or incomplete, you have the right to request corrections or updates.
• Right to Erasure. Under certain conditions, you can request that we delete your personal data.
• Right to Restrict Processing. You may request that we limit the processing of your personal data in specific circumstances.
• Right to Object to Processing. You can object to our processing of your personal data where it is based on legitimate interests, including profiling.
• Right to Data Portability. You have the right to request that your personal data be transferred to another organization or directly to you, where technically feasible.
• Right to Lodge a Complaint. You may also have the right to file a complaint with the appropriate data protection authority in your jurisdiction if you believe your rights have been violated.

If you wish to exercise any of these rights, please contact us by completing the appropriate request form provided on our platform. We will respond to your request within one month, as required by law.

To fulfill your request, we may need to verify your identity to ensure your data remains secure. If we are processing your Personal Information on behalf of a customer (e.g., for an event hosted by a third party using our platform), we may direct you to contact the customer directly or may reach out to them on your behalf.

EventicPlatform is dedicated to respecting your rights and ensuring your data is handled transparently and responsibly. If you have any questions about your rights or how to exercise them, please reach out to us for assistance.

 

8. HOW TO UPDATE YOUR PERSONAL INFORMATION

You can access, update, and modify your personal information at any time by logging into your EventicPlatform account and making the necessary changes. This self-service option allows you to ensure your information remains accurate and up-to-date for ongoing and future interactions on our platform.

If you wish to deactivate your account, you may email us at support@eventicplatform.com with your request. Upon deactivation, you will be logged out of your EventicPlatform account and lose access to your account details, including records of events attended, chats with other participants, and any associated files or content. Please note that while your account will be deactivated, some data may be retained for legal or compliance purposes, in line with our Privacy Policy, and may also remain accessible to third parties (e.g., event organizers or participants) who previously interacted with your data.

For additional details on how we manage cookies and automated data collection, please refer to our Cookie Policy.

Additionally, in cases where third parties (e.g., event organizers, sponsors, or service providers) are involved through our platform, their handling of your data is governed by the terms outlined in our Third-Party Collaboration Agreement. These agreements help ensure that your information is used responsibly and for the intended purpose of facilitating your event experience.

If you have questions about updating your information or need assistance with your account, please contact our support team at support@eventicplatform.com.

 

9. COOKIES, TRACKING CHOICES, AND THIRD-PARTY SERVICE PROVIDERS

A “cookie” is a small text file that websites send to a visitor’s device to uniquely identify the browser or store information and settings. Similarly, a “web beacon” (also called a pixel tag, web bug, or clear GIF) is a transparent image, often no larger than 1×1 pixel, used in conjunction with cookies to monitor user behavior on a website or within an email.

EventicPlatform uses cookies and similar technologies to enhance user experience and platform functionality. Cookies help us:

• Provide secure access without requiring users to sign in repeatedly.
• Store non-personally identifying information, such as preferences and settings, to enhance interactions.
• Ensure optimal functionality, performance, and efficiency of the platform.

For a detailed explanation of the types of cookies we use and how they impact your experience, please refer to our Cookie Policy.

Most web browsers allow you to erase cookies from your device, block all cookies, or receive a warning before a cookie is stored. However, please note that disabling cookies may limit your access to certain features of EventicPlatform, as cookies are essential for our platform’s functionality. Additionally, EventicPlatform does not respond to “Do Not Track” requests sent by web browsers. For more detailed information on managing cookies and their impact on your experience, please refer to our Cookie Policy.

9.1 Cookies and Tracking

EventicPlatform uses cookies and similar tracking technologies to enhance platform functionality, improve user experience, and support analytics and advertising efforts. Cookies allow us to remember your preferences, ensure secure sessions, and deliver tailored services. We also use web beacons in combination with cookies for tracking user interactions.

EventicPlatform permits third-party cookies to enable features such as single sign-on, live chat, commenting, social media sharing, and advertising. For instance, third-party vendors like Google may use cookies to deliver personalized ads based on your previous visits, while tools like Google Analytics help us analyze site usage and performance.

9.2 Third-Party Providers and Privacy

We work with trusted third-party service providers to deliver features and services. These providers operate under their own privacy policies, and we encourage you to review them for more details. While EventicPlatform selects its partners carefully, we do not control or access the information contained in cookies set by third-party providers.

9.3 Your Cookie Choices

Most web browsers allow you to manage cookies by erasing them, blocking them, or receiving warnings before cookies are stored. Disabling cookies, however, may limit your ability to fully utilize EventicPlatform’s features. For guidance on managing cookies and more detailed information about our use of tracking technologies, please refer to our Cookie Policy.

 

10. INTERNATIONAL TRANSFER OF YOUR PERSONAL INFORMATION

Whova is based in the United States. We provide services globally using computer systems, servers, and databases located in the U.S.. When you use our services from outside of the U.S., your information may be transferred to and processed in the U.S.  Please note that U.S. data and privacy laws may not be as comprehensive as those in your country. Residents of certain countries may be subject to additional protections as set forth in Sections 9.2, and 9.3 and 9.4 below.

As a user of EventicPlatform, please note that we primarily host data in the United States. While we may offer the option to specify preferred data center locations for certain users or tenants, all data transfer and hosting will be primarily conducted within the United States. However, we do take into account any data transfer restrictions you may wish to apply, and such considerations will be addressed in accordance with the Data Transfer Agreement between EventicPlatform and its customers.

10.1 LOCATION OF DATA AND INTERNATIONAL TRANSFERS

Since EventicPlatform is based in the United States and registered in Delaware, your personal information may be transferred to and processed in the U.S. when you access our platform. The U.S. has its own data protection laws, which may not offer the same level of protection as those in other countries. When accessing our services from outside the U.S., you consent to the transfer and processing of your personal data within the U.S., and you acknowledge the potential differences in data protection laws.

For residents of the European Economic Area (EEA), Switzerland, and the United Kingdom (UK), we want to emphasize that any personal data transferred outside these regions will be done in compliance with the General Data Protection Regulation (GDPR). We understand the importance of safeguarding your personal data, and we take the necessary steps to ensure that your information remains protected in compliance with relevant privacy laws.

10.2 GDPR AND EVENTICPLATFORM

For users located in the EEA, UK, or Switzerland, EventicPlatform acts in two key roles:

As a Data Processor: In situations where we process personal data on behalf of our customers, such as facilitating event registration, providing event-related services, managing attendee interactions, or performing analytics. In these cases, the event organizers or our customers are the Data Controllers, and they hold primary responsibility for the data processing and your personal data.

As a Data Controller: When we process personal data for our own purposes, such as improving our platform’s features, managing user accounts, marketing our services, or conducting internal research. In this context, we are the Data Controller, meaning we are responsible for the data we collect directly from users or through our services.

10.3 UNDERSTAND OUR LEGAL GROUNDS FOR PROCESSING YOUR PERSONAL DATA

In accordance with the GDPR and CCPA, we only process your personal data based on one or more legal grounds:

Consent. You have explicitly provided consent for us to process your personal data.

Contractual Necessity. The processing is necessary for the performance of a contract we have with you (e.g., providing event services, managing your registration, etc.).

Legal or Regulatory Obligations. We may process your personal data as necessary to comply with applicable legal or regulatory obligations.

Legitimate Interests.  We may process your data when it’s in our legitimate interest to do so, such as improving our services, ensuring security, or protecting the integrity of our platform.

10.4 YOUR RIGHT TO ACCESS AND DELETE YOUR DATA

At EventicPlatform, we respect your rights under data protection laws, including the GDPR. You have the right to access, update, rectify, or delete your personal data. You may also request restrictions on certain processing activities or request data portability to another service provider. These rights can be exercised by managing your profile settings directly or contacting us at support@eventicplatform.com. We will process your requests in compliance with the law, though some exemptions or jurisdictional limitations may apply.

In the event of a data breach affecting your personal data, we will notify you promptly. If we are processing data on behalf of an event organizer, we will inform them to take appropriate actions. We will also cooperate with relevant authorities to ensure the proper response. Additionally, as EventicPlatform also operates globally, your data may be transferred outside your country of residence, including to countries with different data protection laws. We implement legally required measures, including Standard Contractual Clauses (SCCs), to ensure adequate protection of your data.

For California residents, under the “Shine the Light” law, you can request that we do not share your personal information with third parties for direct marketing purposes. Although we currently do not share personal information for such purposes, we will update our policies if this changes. For more details on how we process your data and your rights, please refer to our Data Processing Agreement and Data Transfer Agreement. If you have any questions, please contact us or review our Cookie Policy.

11. LINKS TO OTHER WEBSITES

Our platform may contain links to third-party websites that are not owned or controlled by EventicPlatform. Once you click on these links and leave our site, we have no control over the content or the handling of your personal information on those external sites. As such, we cannot be responsible for the privacy practices or security of any information you provide while visiting these sites. We encourage you to review the privacy policies of each website you visit, as their privacy practices may differ from ours. This Privacy Policy applies solely to the information collected by EventicPlatform and does not extend to third-party websites linked from our platform. Please exercise caution when navigating away from our site.

 

12. DISPUTES

If you believe that EventicPlatform has not fully complied with this Privacy Policy, please reach out to us at privacy@eventicplatform.com. We are committed to addressing any concerns you may have and will work diligently to resolve the issue. If you feel that your concerns have not been adequately addressed, we encourage you to contact us again, and we will initiate a further investigation to ensure your issue is properly handled. Your privacy is important to us, and we strive to maintain transparency and accountability in our practices.

 

13. CHILDREN’S PRIVACY

EventicPlatform is committed to protecting the privacy of children. Our services are not intended for children under the age of 13 (or other applicable minimum age according to local laws), unless the child is using the platform in connection with an approved agreement with a customer that specifically involves children’s data. Children under 13 (or the applicable age as per local law) are prohibited from using the platform unless they are part of an approved customer relationship.

If you are a parent or guardian and believe that your child has provided personal data to EventicPlatform outside of an approved relationship, please contact us immediately at privacy@eventicplatform.com. If we determine that we have inadvertently collected personal data from children under the age of 13, we will promptly take action to delete the information and terminate the child’s account.

In cases where we do collect data from children under 13 (or applicable local law), such as for educational or service-related purposes, we ensure that the data is used only in accordance with relevant legal requirements. The personal information we may collect includes basic data such as the child’s name and email address, and it may be used for purposes such as account creation, user verification, delivering services, facilitating communication, preventing fraud, providing support, and complying with legal obligations. This information may be shared with our service providers, authorized users (e.g., school personnel), or as required by law. EventicPlatform does not make personal data available to the public, and any sharing of information is in accordance with applicable legal and consent requirements. Parents or guardians may review, request deletion of, or restrict the collection of their child’s personal data by contacting us directly at privacy@eventicplatform.com.

This Privacy Policy does not apply to the practices of our Customers and other event participants, with which your child may interact. You should review the applicable terms and policies from Customers, specifically event organizers, and their partners including but not limited to speakers, exhibitors and sponsors, production vendors, to determine their data collection and use practices.

 

14. DATA PROTECTION REGULATIONS

EventicPlatform is committed to complying with all applicable data protection and privacy laws and regulations in the performance of its obligations. As a platform based in the United States, we comply with the General Data Protection Regulation (GDPR) and its provisions as they apply to personal data collected from European Union (EU) residents. In addition to the GDPR, EventicPlatform adheres to the California Consumer Privacy Act (CCPA) and other applicable regulations that govern data protection both in the U.S. and internationally.

EventicPlatform is in the process of ensuring compliance with the EU-U.S. Data Privacy Framework (EU-U.S. DPF) and the UK Extension to the EU-U.S. DPF, as set forth by the U.S. Department of Commerce. We are actively working toward certifying our adherence to the EU-U.S. DPF Principles regarding the processing of personal data received from the EU and the UK. In the event of any conflict between this Privacy Policy and the EU-U.S. DPF Principles, the Principles shall take precedence. For further details on the Data Privacy Framework Program, please visit https://www.dataprivacyframework.gov/.

In compliance with the EU-U.S. DPF and the UK Extension to the EU-U.S. DPF, EventicPlatform commits to cooperating with the relevant authorities, including the European Data Protection Authorities (DPAs) and the UK Information Commissioner’s Office (ICO), in resolving any unresolved complaints regarding our handling of personal data. We are also subject to the investigatory and enforcement powers of the Federal Trade Commission (FTC) regarding our compliance with the EU-U.S. DPF and the UK Extension to the EU-U.S. DPF. If necessary, individuals can invoke binding arbitration to resolve disputes related to our compliance, in accordance with the procedures outlined in Annex I of the EU-U.S. DPF Principles.

 

15. ANALYTICS PROGRAMS

EventicPlatform uses Google Analytics to collect information about your interactions with our website and services. This allows us to understand how you use our platform, improve user experience, and tailor our services to meet your needs. If you would prefer not to have your data collected by Google Analytics, you can opt out by visiting the following link: Google Analytics Opt-Out.

16. DIRECT MARKETING

We may use the information we collect about you to engage in direct marketing. This involves promoting and offering our products or services directly to you, rather than through third-party retailers. You can opt out of receiving marketing communications at any time by emailing us at marketing@eventicplatform.com. We respect your preferences and will ensure your request is processed promptly.

18. DO NOT TRACK (DNT)

Do Not Track (DNT) is a browser setting that allows you to indicate to websites that you do not wish to be tracked. While we respect your privacy, EventicPlatform does not support the DNT feature. You can manage your DNT settings by visiting the Preferences or Settings page of your browser, but please note that this may not affect all features of our platform.

19. CHANGES TO PRIVACY POLICY

EventicPlatform reserves the right to update or modify this Privacy Policy at any time to reflect changes in legal requirements, our services, or other factors. If we make any material changes, we will notify you by updating the Privacy Policy on this website or within our application(app). Please review this Privacy Policy regularly to stay informed of any updates.

20. HOW TO CONTACT US

If you have any questions or concerns regarding this Privacy Policy, or if you wish to exercise your rights with respect to your personal data, please contact us at:

Eventic LLC

info@eventicplatform.com

131 continental dr, ste 305 Newark DE 19713

Or our Data Protection Officer at privacy@eventicplatform.com. We are committed to ensuring the protection of your privacy and will address any inquiries or requests promptly.