Privacy Policy

Eventflow Technologies Ltd (“Eventflow”, “we”, “our”) is committed to protecting your privacy. This notice explains what data we collect, why we collect it, how we use it, and the choices you have.

Who we are

Eventflow Technologies Ltd is registered in England and Wales (No. 15392919).

• Registered office: 4 Dukes Court, Bognor Road, Chichester, West Sussex, PO19 8FX
• Trading address: Unit 11, Trident Business Park, Selsey, Chichester, West Sussex, PO20 9DY
• Contact email: support@eventflowapp.com

We are registered with the UK Information Commissioner’s Office (ICO), number ZB755212.

Our role

• We act as a controller for data we collect directly (e.g. organiser accounts, billing, website enquiries, analytics).
• We act as a processor when event organisers use Eventflow to collect exhibitor or participant data via custom forms. In those cases, the organiser is the controller and decides what is collected.

What we collect

• From end users (exhibitors, sponsors, agencies): name, email, company name. Organisers may add their own questions (e.g. bios, logos, contractor details).
• From organisers (our clients): login details, billing contacts, account admin info.
• From website visitors: analytics data (IP address, browser, pages visited), cookies, and demo request details.

We do not ask for sensitive data (such as health, ethnicity, political views). If organisers add such questions, they are responsible for ensuring a lawful basis.

Eventflow is a business-to-business service and not aimed at under-16s. If we learn we hold a child’s data, we will delete it.

How we use data (and lawful bases)

We only use data when the law allows us:

• To provide our services (Contract): creating accounts, running the app, supporting events.
• To communicate with you (Contract / Legitimate Interests): answering queries, sending invoices, service updates.
• To improve and secure our services (Legitimate Interests): monitoring use, fixing issues, improving usability. We have checked that our interests don’t override your rights, and you can object at any time.
• For marketing (Consent): if you sign up for newsletters or updates. You can withdraw consent at any time.
• For website analytics and cookies (Consent / Legitimate Interests): to understand how our site is used.

We do not sell your data or use it for automated decisions or profiling.

Cookies

We use cookies on our website for:

• Essential functions (to make the site work)
• Analytics (to see how visitors use the site)
• Functional features (to improve usability)
• Marketing (only on our website, not in the Eventflow app)

Retention:

• Session cookies last until you close your browser.
• Analytics cookies may last up to 2 years.
• Marketing cookies may last up to 6 months.

You can manage cookie choices through our banner. A cookie table with full details will be published separately.

How long we keep data

• Exhibitor data: deleted 1 month after the event
• Logs and backups: kept 90 days
• Anonymous analytics: kept indefinitely
• Other data: kept only as long as needed for services or legal reasons

International transfers

If we transfer data outside the UK, we use approved UK GDPR safeguards (e.g. the International Data Transfer Agreement or UK Addendum to SCCs).

How we protect data

We keep your data secure using:

• Encrypted connections (HTTPS/TLS)
• Firewalls and access controls
• Regular backups (90-day retention)
• Monitoring for security events

Your rights

Under UK GDPR you can:

• Access your data
• Correct inaccurate data
• Delete your data in certain cases
• Restrict how we use it
• Move your data (portability)
• Object to processing, including for marketing
• Withdraw consent where you’ve given it (e.g. newsletters, cookies)
• Complain to the ICO (www.ico.org.uk)

To exercise any rights, email support@eventflowapp.com.

Sharing data

We only share data when needed:

• With staff, contractors, or suppliers helping us deliver services
• If required by law
• If our business is sold or merged

We never sell personal data.

Updates

We may update this notice from time to time. The latest version will always be on our website with the version number and review date.

Eventflow Technologies Ltd
Registered Office: 4 Dukes Court, Bognor Road, Chichester, England, PO19 8FX
Trading Address: Unit 11, Trident Business Park, Selsey, West Sussex, PO20 9DY
Contact: support@eventflowapp.com