Legal
This Privacy Policy explains what information we collect when you use EventPilot AI, how we use it, and the choices available to event organizers and guests.
Last updated: May 21, 2026
We collect information provided by event organizers and their teams, including guest names, contact details, RSVP status, travel and hotel preferences, and on-ground operational notes.
When organizers use AI voice RSVP, we process phone numbers, call interaction data, and confirmation responses. QR check-in may record scan timestamps and gate or session identifiers.
We use data to operate the platform: synchronize RSVP status, allocate rooms and transport, power dashboards, and enable field teams to execute events.
We may use aggregated, de-identified statistics to improve product performance. We do not sell personal guest data to advertisers.
Organizers are typically the data controller for guest information. EventPilot AI acts as a processor providing the software and infrastructure to run events on their instructions.
Organizers must provide guests with appropriate notice about how their data will be used, including voice outreach and sharing with hotel or transport partners where applicable.
We share data with service providers that help us run the platform—such as cloud hosting, telephony, email, analytics, and payment processing—under contracts that require appropriate safeguards.
We may disclose information if required by law or to protect the rights, safety, and security of users and the public.
Event data is retained for the period specified in your plan or contract, then deleted or anonymized unless a longer retention period is required by law or agreed in writing.
Depending on your location, you may have rights to access, correct, delete, or restrict processing of personal data. Organizers should field guest requests; we assist account holders with platform-level requests.
For privacy questions or requests, contact us through the demo page or the email address provided in your enterprise agreement.