Legal

Privacy Policy

How IventsPro collects, uses, stores, shares and protects personal information.

1. Introduction

iVentsPro ("iVentsPro", "we", "us" or "our") is an event operations and management technology platform designed to help organizations plan, manage, secure and execute events efficiently.

Our platform may provide services including event registration, ticketing, guest accreditation, QR-code access control, attendee management, volunteer management, vendor coordination, VIP management, seating, parking, meals, communications, reporting, analytics and event operations management.

We are committed to protecting the privacy, confidentiality and security of personal information entrusted to us by event organizers, attendees, guests, volunteers, staff, vendors, partners and other users. This Privacy Policy explains how iVentsPro collects, uses, stores, processes, shares and protects personal information. We seek to comply with the Kenya Data Protection Act, 2019, applicable regulations and other applicable data-protection requirements.

2. Information We Collect

Depending on how you use iVentsPro, we may collect the following information.

Attendee and guest information — full name, email address, telephone number, organization or company, job title, nationality, registration information, ticket or invitation information, accreditation information, QR-code or digital credential information, check-in and check-out records, seating and parking information, event preferences, dietary requirements where voluntarily provided, VIP/VVIP information where required for event management, and identification information where required by the event organizer or applicable law.

Organizer information — name, organization/company name, email address, telephone number, business information, account credentials, event information, billing information, transaction information, and user roles and permissions.

Volunteer and staff information — name, contact information, department, role, access level, accreditation information, training information, deployment information, and check-in and check-out information.

Vendor and partner information — name, business or organization details, telephone number, email address, service information, contract information, invoicing information, and payment information.

Technical information — IP address, device information, browser type, operating system, login information, date and time of access, platform activity, system logs, diagnostic information, and security-related information.

3. How We Use Personal Information

We may use personal information to:

• Create and manage accounts;
• Register attendees and guests, and process event registrations and ticketing;
• Issue tickets, invitations and digital credentials, and generate and verify QR codes;
• Control access to events and designated zones, and manage check-in and check-out;
• Manage volunteers, event staff, vendors, partners, and VIP and VVIP guests;
• Manage seating, parking and meals;
• Communicate event information and updates;
• Process payments and transactions, and provide customer support;
• Generate reports and event analytics, and improve our technology and services;
• Detect fraud and unauthorized access, and support event security and access control;
• Protect users, event organizers and our systems; and
• Comply with legal and regulatory obligations.

We will only process personal information for lawful, specific and legitimate purposes and will seek to limit collection to information that is reasonably necessary for those purposes.

4. Event Organizers and Data Responsibility

Depending on the nature of an event, iVentsPro may act as either a Data Processor, Data Controller, or both, depending on the particular processing activity. Where an event organizer determines why and how attendee information is collected and used, the organizer may act as the Data Controller and iVentsPro may process information on the organizer's behalf.

Event organizers are responsible for ensuring that appropriate notices are provided to attendees; personal information is collected lawfully; appropriate consent or another lawful basis is obtained where required; only necessary information is collected; access permissions are properly configured; and their use of iVentsPro complies with applicable data-protection laws. Where required, iVentsPro may enter into a Data Processing Agreement (DPA) with an event organizer.

5. Legal Basis for Processing

Depending on the circumstances, iVentsPro may process personal information based on consent; performance of a contract; compliance with a legal obligation; protection of vital interests; performance of a task carried out in the public interest or under lawful authority; or legitimate interests that do not override the rights and freedoms of the data subject.

6. QR Codes and Digital Accreditation

iVentsPro may generate QR codes, digital tickets, lanyards, badges and other digital credentials. When a credential is scanned, authorized event personnel may be able to verify information necessary for event operations, including name, registration status, ticket/accreditation category, authorized access zone, event, check-in status, and other information configured by the event organizer.

Access to restricted areas may be determined by the event organizer's accreditation and security structure. A QR code does not necessarily replace identity verification where additional verification is required.

7. Event Security and Access Control

iVentsPro may support event security operations through digital accreditation, QR-code verification, access-zone management, gate management, guest verification, staff and volunteer access control, VIP/VVIP access management, and real-time access information. Where required for security, event organizers may configure different levels of access for different categories of participants.

8. Sharing of Personal Information

iVentsPro does not sell personal information to third parties.

We may share or provide controlled access to personal information where necessary to provide our services, including with event organizers; authorized event administrators and staff; payment service providers; cloud and hosting providers; SMS and email providers; technology service providers; security and access-control providers; event vendors and partners authorized by the organizer; professional advisers; and government authorities or law-enforcement agencies where legally required.

We seek to ensure that third parties receiving personal information have appropriate contractual, technical and organizational safeguards.

9. Payment Information

Payments made through iVentsPro may be processed through third-party payment service providers. Where payment processing is handled by a third-party payment provider, iVentsPro may not store complete payment-card information. Payment providers may process information according to their own privacy policies and applicable legal requirements.

10. Data Security

We use reasonable technical and organizational measures to protect personal information against unauthorized access, loss, misuse, disclosure, alteration or destruction. Measures may include role-based access controls, authentication, password and account security, encryption where appropriate, secure hosting, system monitoring, backups, access logging, security testing, administrative controls, and incident-response procedures.

No online system can guarantee absolute security. Users are also responsible for protecting their account credentials and notifying us of suspected unauthorized access.

11. Data Retention

We retain personal information only for as long as reasonably necessary for the purposes for which it was collected or where retention is required by law. Retention may be necessary for event operations, contractual obligations, financial and accounting records, legal obligations, dispute resolution, security investigations, fraud prevention, system integrity, and legitimate business purposes.

When information is no longer required, we may securely delete, anonymize or otherwise dispose of it. Where iVentsPro processes information on behalf of an event organizer, retention may also be determined by the organizer's instructions and applicable contractual arrangements.

12. Cookies and Tracking Technologies

iVentsPro may use cookies and similar technologies to maintain user sessions, remember preferences, enable platform functionality, improve performance, understand platform usage, monitor security, detect fraudulent activity, and improve user experience. Where required by applicable law, users will be provided with appropriate choices regarding non-essential cookies. See our Cookie Policy for details.

13. Marketing and Communications

iVentsPro may send service-related communications such as registration confirmations, event confirmations, event reminders, access information, account notifications, security alerts, service announcements, and important operational communications.

Where we send promotional communications, we will provide an appropriate mechanism to opt out where required by law. Opting out of promotional communications will not prevent us from sending essential transactional or service-related communications.

14. Children's Data

iVentsPro is not primarily directed at children. Where an event involves children or minors, the event organizer is responsible for ensuring that appropriate consent, authorization and safeguarding measures are implemented. Where required by applicable law, additional safeguards may apply to the processing of children's information.

15. Cross-Border Data Processing

Some of our technology and service providers may operate outside Kenya. Where personal information is transferred outside Kenya, iVentsPro will seek to ensure that applicable legal requirements and appropriate safeguards are satisfied.

16. Your Data Protection Rights

Subject to applicable law, you may have the right to:

• Be informed about the use of your personal information;
• Access your personal information;
• Request correction of inaccurate or misleading information;
• Request deletion or erasure where legally applicable;
• Object to processing, or request restriction of processing where applicable;
• Request data portability where applicable;
• Withdraw consent where processing is based on consent; and
• Lodge a complaint with the relevant data-protection authority.

17. How to Exercise Your Rights

To make a privacy or data-rights request, contact our Privacy/Data Protection team using the contact details below. Your request should, where reasonably possible, include your full name, contact information, the event or account concerned, the nature of your request, and any information necessary to verify your identity.

We may request reasonable verification information before processing a request to protect against unauthorized disclosure. Where information was collected and is controlled by an event organizer, we may direct the request to the relevant organizer or assist the organizer in responding.

18. Data Breaches

If iVentsPro becomes aware of a personal-data breach, we will take reasonable steps to identify and contain the incident; investigate its cause and scope; secure affected systems; assess potential risks; take steps to mitigate harm; notify relevant parties where required by law; and implement measures to prevent recurrence.

Where we process information on behalf of an event organizer, we will follow applicable contractual and legal requirements concerning notification and cooperation.

19. Third-Party Service Providers

iVentsPro may engage trusted service providers for cloud hosting, database infrastructure, payment processing, email delivery, SMS services, analytics, authentication, customer support, cybersecurity, backup and disaster recovery, and other technology services necessary to operate the platform. Where appropriate, these providers will be subject to contractual confidentiality and data-protection obligations.

20. Data Processing Agreements

Where iVentsPro acts as a Data Processor on behalf of an event organizer, the parties may enter into a Data Processing Agreement addressing categories of personal information, processing purposes and instructions, confidentiality, security measures, sub-processors, data breaches, data-subject requests, retention, data deletion or return, and cross-border processing.

21. Confidentiality

iVentsPro treats information entrusted to it as confidential. We will not disclose personal information except where disclosure is necessary to provide our services; authorized by the relevant data controller; required by law; necessary to protect our users or systems; or otherwise permitted under applicable law. Authorized users of iVentsPro are expected to maintain the confidentiality of information accessible through the platform.

22. Data Protection by Design

iVentsPro seeks to incorporate privacy and security considerations into the design and development of its platform, including role-based access, least-privilege permissions, secure authentication, controlled data visibility, data minimization, security monitoring, appropriate encryption, and secure development practices.

23. Privacy of Event Information

Event organizers may use iVentsPro to manage information relating to attendees, volunteers, VIPs, vendors and staff. Because each event may have different privacy, security and operational requirements, organizers may configure different access permissions and information fields. Users should therefore also review the privacy notice or terms provided by the specific event organizer where applicable.

24. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes to our services, technology, applicable laws, regulatory developments, or our data-processing practices. The updated policy will be published on our website or platform, and the Last Updated date will indicate when the policy was most recently revised.

25. Contact Us

For questions, privacy requests or concerns regarding the processing of your personal information, please contact: iVentsPro Privacy & Data Protection Team — Email: [email protected] · Telephone: 0724 669 095 · Website: https://www.iventspro.com

We aim to acknowledge privacy enquiries promptly and respond within the period required by applicable law.

26. Regulatory Authority

Where an individual believes that their data-protection rights have not been adequately addressed, they may have the right to lodge a complaint with the Office of the Data Protection Commissioner (ODPC), Kenya, subject to applicable law.

27. Our Commitment

At iVentsPro, privacy and security are fundamental to how we build event technology. Our platform is designed to help event organizers manage the entire event journey — from registration and accreditation to access control, guest management and event operations — while maintaining appropriate safeguards for the personal information entrusted to us. We are committed to processing personal information lawfully, fairly, transparently and securely.

Questions about this policy?

Reach us at [email protected] or call 0724 669 095. For privacy and data-rights requests: [email protected].