Privacy Policy

Effective date: 3 November 2026

1. Who we are

Event Vault, Martinus Nijhofflaan 13H, 2624 ER Delft, the Netherlands (KvK 87711672, VAT NL004463786B04). You can reach us about anything in this policy at info@event-vault.com.

This policy covers:

• the Event Vault app, and every event app we build and publish for an organiser under the organiser’s own name (together, “the App”);
• the web pages attendees use for an event, such as the guest portal, and the event programmes we publish on organisers’ websites;
• the Event Vault console that organisers use;
• this website, event-vault.com.

1.1 Event apps we build for organisers

These apps carry an organiser’s name and logo but are built and run by Event Vault, on the same system as the Event Vault app. This policy applies to all of them in the same way. Some are published in the app stores under the organiser’s own developer account. Apps for past events are listed as long as they may still be installed.

If you are not sure whether an app is ours, ask us at info@event-vault.com.

2. The organiser’s role and ours

Every event in the App is run by its organiser. For the personal data that belongs to an event, the organiser is the controller and Event Vault is the processor: we store and process that data on the organiser’s behalf, under a data processing agreement and only on their instructions. This covers your registration, the guest list, tickets and check-in, badges, and what you do in the event, such as posts, chats, questions, votes and feedback.

The organiser decides what is collected and why, who at the organisation can see it, and how long the event is kept. Their own privacy notice explains this. For questions or requests about your data for an event, contact the organiser first. If you contact us instead, we pass the request on and help them answer it.

Event Vault is the controller for:

• your sign-in account and the running of the App itself: keeping it secure, preventing misuse, and finding and fixing faults;
• this website, including the contact, quote and booking forms;
• our relationship with organisers who are or may become our customers, including billing and purchases made in the console.

The rest of this policy explains both roles.

3. What we collect

In the App and the guest portal

• Account details: your email address and password, and the identifiers that keep you signed in.
• Registration and guest list: what you or the organiser enter, such as your name, job title, company, country, photo and contact details. Organisers may also import guest lists from the registration system they use.
• Tickets and attendance: your tickets, check-in scans, session attendance and badge printing.
• What you do in an event: posts, comments, likes, chat messages, questions, poll votes, feedback, meetings, and the contacts you exchange through the digital business card and lead scanning.
• Reports and moderation: reports you file about posts or conversations, and blocks you set.
• Device and usage data: your device type, operating system and app version, a push notification token, crash reports, and the pages and items you open in an event. The organiser sees usage statistics for their event.

On this website

• What you send us through the contact, quote and booking forms.
• If you allow analytics cookies: how you use the site, through Google Analytics (see section 9).

From organisers who are our customers

• Names and business contact details of the people we deal with, account details for the console, and order, invoice and payment records.

We do not ask for special categories of data, such as health data. If an organiser collects it, for example dietary needs or access requirements, they are responsible for having a legal basis for it.

4. Why we use it, and on what basis

For event data, the organiser decides the purpose and the legal basis. We use it only to provide the App, the guest portal and published programmes to the organiser and their attendees.

For the data we control:

We do not sell personal data. We do not use attendees’ details for our own marketing, and we do not show advertising.

5. Who can see it

• The organiser of each event you join, and the staff and moderators they appoint.
• Other attendees, only for what you choose to share: your guest list profile (if you make it visible), your posts and comments, your messages to the people in a chat, and the business card you exchange.
• Our service providers, who process data for us under contract:
  • Google Cloud and Firebase: hosting, the database, file storage, server functions, sign-in, push notifications, crash reports and app usage statistics. The database and files are stored in the EU (Belgium and the Netherlands). Sign-in is processed in the United States, and push notifications and crash reports are processed globally.
  • Postmark (ActiveCampaign): sending event and account emails, in the United States.
  • Cloudflare: hosting this website and the published event programmes, and serving images.
  • Google Analytics: website analytics, only with your consent.
  • Cal.com: demo booking on /book/.
• Stripe processes payments. When you buy a ticket, the organiser sells it through their own Stripe account, and Stripe handles your payment details under its own privacy policy. Event Vault does not receive or store card details. Purchases organisers make from us are also paid through Stripe.
• Apple and Google deliver push notifications and distribute the App through their stores.
• Authorities, where the law requires us to.
• A buyer or successor, if our business is sold or merged, under the same protections.

6. Transfers outside the EU

Some of our providers process data in the United States or elsewhere outside the European Economic Area. We rely on the EU-US Data Privacy Framework where the provider is certified under it, and otherwise on the European Commission’s standard contractual clauses.

7. How long we keep it

• Event data: for as long as the organiser keeps the event in Event Vault, under their agreement with us. When that agreement ends, we delete the event data within 30 days unless the organiser asks us to return it first.
• Your account: until you delete it. Data deletion explains how. An organiser can also remove you from their event without deleting your account.
• Crash reports and logs: for a limited period, only as long as needed to fix faults and investigate misuse.
• Website analytics: at most 14 months.
• Invoices and accounting records: seven years, as Dutch tax law requires.
• Enquiries: as long as needed to answer you and follow up. If it leads to an agreement, as part of the customer records.

8. Security

Data is encrypted in transit, and stored with Google Cloud in the EU. Access is limited by role: an organiser’s staff see their own events, attendees see only what the event shares, and Event Vault staff access event data only to support the organiser or fix a fault. No system is completely secure. If a breach affects your data, we inform the organiser, and where the law requires it, the Dutch Data Protection Authority (Autoriteit Persoonsgegevens) and you.

9. Cookies

On this website

• Functional cookies store your cookie choice for a year. They are always on.
• Google Analytics cookies are set only if you allow them. In the EU, the UK and Switzerland they are off until you choose. You can change your choice at any time with the cookie button in the bottom corner of every page.
• The booking page loads Cal.com, which may set its own cookies when you use it.

We do not use advertising or tracking cookies.

In the App

The App does not use cookies. It stores your sign-in and settings on your device, and the content of an event so it works without a connection.

10. Children

The App and this website are meant for people at professional events and are not intended for anyone under 16. If an organiser invites people under 16 to an event, the organiser is responsible for getting consent from a parent or guardian. If you believe a child has given us personal data without that consent, contact us and we will delete it.

11. Your rights

You have the right to access your personal data, correct it, delete it, restrict or object to its processing, and receive it in a portable format. Where we rely on your consent, you can withdraw it at any time.

• For event data, contact the organiser. If you contact us, we pass your request on and help them answer it.
• For data we control, email info@event-vault.com. We reply within one month.
• You can delete your account yourself in the App’s settings, or see Data deletion.

If you think we handle your data wrongly, please tell us first. You also have the right to complain to the Dutch Data Protection Authority (autoriteitpersoonsgegevens.nl) or the authority in your own country.

12. Changes to this policy

We may update this policy. The effective date at the top shows when it last changed. If a change significantly affects how we use your data, we will tell you in the App or by email before it takes effect.

Contact us

• Name: Event Vault
• Address: Martinus Nijhofflaan 13H, 2624 ER Delft, The Netherlands
• KvK: 87711672
• VAT: NL004463786B04
• Email: info@event-vault.com
• Phone: +31 6 12160351