HTS Guestlist

Legal

Privacy Policy

Effective Date: March 13, 2026

1. Overview

HTS Guestlist ("we", "us", or "our") is committed to protecting the privacy of the people who use our platform. This Privacy Policy explains what personal information we collect, how we use it, and the choices you have. It applies to all users of the Service, including Organizers, Promoters, Sub-Promoters, Door Staff, and Guests.

By using the Service, you agree to the collection and use of information as described in this policy.

2. Information We Collect

2.1 Account Information

When you create an account, we collect your name, email address, and (optionally) a phone number. We use this to identify you, authenticate your account, and communicate with you about the Service.

2.2 Guest Information

When a guest self-registers through an invite link, the information they submit (typically name and contact details) is collected and associated with the relevant event. This data is collected by HTS Guestlist on behalf of the Organizer.

Note on data responsibility: The Organizer is the data controller for guest information. HTS Guestlist processes this data as a data processor acting on the Organizer's behalf. Organizers are responsible for ensuring they have the legal basis to collect guest data and for informing guests appropriately.

2.3 Usage and Technical Data

We automatically collect certain technical information when you use the Service, including:

  • Browser type and version
  • Device type and operating system
  • Pages visited and features used
  • IP address and approximate location (country/region)
  • Time and date of access

This data is used to maintain and improve the Service and is not used to identify individual users in our analytics.

3. How We Use Your Information

We use the information we collect to:

  • Provide, operate, and maintain the Service.
  • Authenticate users and manage access controls.
  • Enable event management, guestlist operations, and real-time check-ins.
  • Send transactional emails (e.g., email verification, invite links).
  • Respond to support requests and inquiries.
  • Detect and prevent fraud, abuse, or security incidents.
  • Improve and develop new features of the Service.

We do not sell your personal information to third parties. We do not use guest data for advertising purposes.

4. Data Sharing

We may share your information with:

  • Infrastructure providers — Cloud hosting and database providers (e.g., Firebase / Google Cloud) used to run the Service. These providers process data under appropriate data processing agreements.
  • Other users within your organization — For example, Organizers can see the guestlists and check-in activity managed by their Promoters.
  • Law enforcement or regulators — If required by applicable law, court order, or governmental authority.

5. Data Retention

We retain account data for as long as your account is active. If you delete your account, we will delete your personal data from our systems within a reasonable timeframe, subject to legal obligations.

Guest event data is retained for a minimum of 30 days following the event date. Data may be retained beyond this period at our discretion and is deleted during routine cleanup operations. You can request earlier deletion by contacting us.

6. Cookies and Tracking

The Service uses session cookies and local storage to maintain your authenticated session and preferences. We do not use third-party advertising cookies or tracking pixels. You can configure your browser to block cookies, but some features of the Service may not function correctly without them.

7. Security

We use industry-standard security measures to protect your data, including encrypted connections (TLS), access controls, and authentication requirements. However, no method of transmission over the internet or electronic storage is 100% secure, and we cannot guarantee absolute security.

If you discover a security vulnerability, please contact us responsibly.

8. Your Rights

Depending on your location, you may have rights regarding your personal information, including the right to:

  • Access the personal data we hold about you.
  • Correct inaccurate or incomplete data.
  • Request deletion of your data.
  • Withdraw consent where processing is based on consent.
  • Lodge a complaint with a relevant supervisory authority.

To exercise any of these rights, please contact us via the Contact page. We will respond to your request within a reasonable timeframe.

Guests: If you submitted your information through an event invite link and wish to have it removed, please contact the Organizer of that event directly, as they are the data controller for that information.

9. Children's Privacy

The Service is not intended for individuals under the age of 18. We do not knowingly collect personal information from anyone under 18. If you believe we have inadvertently collected data from a minor, please contact us and we will delete it promptly.

10. Changes to This Policy

We may update this Privacy Policy from time to time. When we do, we will update the Effective Date at the top of this page. For material changes, we will notify you by email or through the Service. Continued use of the Service after changes are posted constitutes your acceptance of the updated policy.

11. Governing Law

This Privacy Policy is governed by the laws of Canada. We are committed to complying with Canada's Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable provincial privacy legislation.

12. Contact

If you have questions, concerns, or requests relating to this Privacy Policy or your personal data, please contact us via the Contact page.

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