Information we collect
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.
- Account and billing details for paying customers
- Usage logs, device type, and approximate location from IP for security
- Support communications you send to our team
How we use information
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.
Legal bases & organizer responsibility
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.
Sharing & subprocessors
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.
Retention & your rights
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.
Contact
For privacy questions or requests, contact us through the demo page or the email address provided in your enterprise agreement.