EventFlow Privacy Policy

EventFlow is operated by EventFlow Africa, a company registered under the laws of the Federal Republic of Nigeria.

Registered address: 01 Adebowale Balogun Crescent Lagos, Nigeria

Email: hello@eventflow.africa

In this Privacy Policy, “EventFlow”, “we”, “us” and “our” refer to EventFlow and the legal entity operating the EventFlow business.

When we say “you” or “your”, we mean the person whose personal information we process.

Depending on what we are doing with your information, EventFlow may act as a data controller or data processor under applicable data-protection law.

For example, we may act as a controller when we collect information from people who use our website or purchase our Services.

When an EventFlow Client uses our systems to collect and manage information about its own attendees, customers, speakers or community members, EventFlow may process that information on the Client’s behalf.

In those situations, the Client may be the data controller and EventFlow may act as its processor.

The specific role we have depends on the nature and purpose of the processing.

The information we collect depends on how you interact with EventFlow.

It may include the following.

Information you provide directly

You may provide information such as:

• name;
• email address;
• phone number;
• organisation or company name;
• job title or role;
• billing information;
• event information;
• event dates and locations;
• event goals;
• project requirements;
• brand information;
• photographs and videos;
• logos and other creative assets;
• documents;
• communication preferences;
• feedback;
• support requests; and
• other information you choose to provide.

Account information

If you create an EventFlow Account, we may collect:

• your name;
• email address;
• phone number;
• login credentials;
• organisation information;
• Account preferences;
• Workspace information; and
• information about how your Account is used.

Project information

When you work with EventFlow, you may provide information needed to complete your Project.

This may include:

• event plans;
• speaker information;
• attendee information;
• marketing materials;
• contracts;
• brand guidelines;
• customer lists;
• campaign information;
• registration information;
• advertising information;
• website content;
• social-media information; and
• other materials required for your Project.

Information collected automatically

When you use our website or digital Services, we may automatically collect certain technical information, such as:

• IP address;
• browser type;
• device type;
• operating system;
• approximate location derived from technical information;
• pages visited;
• links clicked;
• referring website;
• session information;
• date and time of access;
• device identifiers; and
• information about how you interact with our Services.

We may collect some of this information through cookies and similar technologies.

EventFlow may support event registration, ticketing, marketing, community engagement and other event-related activities.

As a result, an EventFlow Client may provide us with information about:

• attendees;
• ticket purchasers;
• speakers;
• volunteers;
• sponsors;
• exhibitors;
• community members;
• customers; or
• other event participants.

This information may include names, email addresses, phone numbers, registration details, preferences and other information relevant to the Event.

Where EventFlow processes this information on behalf of a Client, the Client is responsible for determining the purposes of processing and ensuring that it has an appropriate legal basis for collecting and sharing the information.

EventFlow processes the information according to the Client's instructions and applicable law.

Some types of personal information may receive additional protection under applicable law.

We do not generally require sensitive personal information to use our basic website.

However, depending on a particular Project, an EventFlow Client may ask us to process information that receives enhanced protection under applicable data-protection law.

We will only process such information where there is an appropriate lawful basis and where applicable safeguards are in place.

We ask Clients not to provide sensitive personal information through EventFlow unless it is genuinely necessary for the Service.

We use personal information for purposes such as:

Providing our Services

We may use your information to:

• create and manage your Account;
• deliver your Project;
• communicate with you;
• provide customer support;
• manage your Workspace;
• create Deliverables;
• process event registrations;
• manage campaigns;
• provide reporting and analytics;
• provide automation services;
• operate websites and registration systems; and
• provide other Services you request.

Managing our relationship with you

We may use your information to:

• respond to enquiries;
• send service-related communications;
• process payments;
• manage invoices;
• schedule meetings;
• provide project updates;
• handle complaints; and
• maintain business records.

Improving EventFlow

We may use information to:

• understand how people use EventFlow;
• identify technical problems;
• improve our Services;
• develop new features;
• improve the Workspace;
• improve Flow Assistant;
• measure Service performance; and
• make EventFlow easier to use.

Marketing

Where permitted by law, we may use your information to send information about:

• EventFlow Services;
• new features;
• events;
• offers;
• educational content; and
• other updates that may be relevant to you.

You can opt out of marketing communications at any time.

Service-related communications, such as payment confirmations, security notices and important Account information, may still be sent to you when necessary.

Protecting EventFlow

We may process information to:

• detect fraud;
• prevent abuse;
• protect Accounts;
• investigate security incidents;
• enforce our Terms;
• protect our systems; and
• protect EventFlow, our Clients and other people.

Legal and regulatory purposes

We may process information when necessary to:

• comply with applicable law;
• respond to lawful requests;
• establish or defend legal claims;
• maintain required records; or
• cooperate with regulators or law-enforcement authorities where legally required.

Under applicable Nigerian data-protection law, we process personal information using an appropriate lawful basis.

Depending on the circumstances, this may include:

• your consent;
• performance of a contract with you;
• compliance with a legal obligation;
• protection of vital interests;
• performance of a task carried out in the public interest, where applicable; or
• legitimate interests, where permitted by law and where those interests do not override your rights and freedoms.

The lawful basis depends on what information we are processing and why.

Where we rely on consent, you may withdraw that consent, subject to applicable legal limitations.

Withdrawing consent does not affect processing that was lawfully carried out before you withdrew it.

We do not sell your personal information.

We may share information where necessary to provide our Services, operate our business or comply with the law.

This may include sharing information with:

Service providers

We may use trusted third-party providers for services such as:

• hosting;
• cloud storage;
• payment processing;
• email delivery;
• analytics;
• customer support;
• project management;
• communications;
• advertising;
• automation;
• AI services;
• website infrastructure;
• cybersecurity;
• printing;
• logistics; and
• other business operations.

These providers may process personal information on our behalf where necessary to provide their services.

EventFlow team members

Authorised EventFlow personnel and contractors may access information where necessary to perform their responsibilities.

Access should be limited to what is reasonably necessary for the relevant purpose.

Your organisation

If you use EventFlow on behalf of an organisation, authorised members of that organisation may have access to information within the relevant Workspace.

Event participants and third parties

Where you ask us to operate an event registration, community, marketing or communication system, information may be shared with participants or other people as necessary to operate the Event.

The specific sharing will depend on the Service and instructions provided by the Client.

Legal and regulatory authorities

We may disclose information where required or permitted by applicable law, court order, regulatory requirement or other lawful process.

EventFlow relies on third-party technologies to provide some of its Services.

These may include:

• payment providers;
• hosting providers;
• cloud platforms;
• advertising platforms;
• social-media platforms;
• email providers;
• WhatsApp-related services;
• analytics providers;
• AI providers;
• domain providers;
• communication platforms; and
• other technology providers.

These third parties may process information according to their own privacy policies and terms.

Where appropriate, we seek to use providers that maintain appropriate security and privacy safeguards.

However, EventFlow does not control the privacy practices of independent third parties.

You should review the privacy policies of third-party services where appropriate.

When you pay for EventFlow Services, payment information may be processed by a third-party payment provider.

We may receive information such as:

• payer name;
• transaction reference;
• amount paid;
• payment status;
• payment date; and
• other transaction information.

We generally do not need to store your complete payment-card information ourselves where a third-party payment provider handles the transaction.

Payment providers may process your information according to their own privacy policies.

EventFlow may use cookies and similar technologies.

Cookies may help us:

• keep our website functioning;
• remember preferences;
• understand website usage;
• measure performance;
• improve user experience;
• analyse traffic; and
• support marketing activities where permitted.

Some cookies are necessary for the website to function.

Other cookies may be optional.

Where required, we will provide appropriate controls for managing non-essential cookies.

You can also control cookies through your browser settings.

Disabling certain cookies may affect some website functionality.

We may use analytics and advertising technologies to understand how people interact with EventFlow and to measure marketing campaigns.

This may involve information such as:

• pages visited;
• interactions;
• device information;
• campaign source;
• approximate location;
• conversion information; and
• advertising identifiers.

Where required by applicable law, we will obtain appropriate consent before using non-essential tracking technologies.

We may send you marketing communications where permitted by law.

These may include:

• emails;
• product updates;
• event announcements;
• offers;
• educational content; and
• EventFlow news.

You can unsubscribe from marketing communications using the unsubscribe option included in the message or by contacting us.

You may still receive essential service communications.

Subject to applicable law and any lawful limitations, you may have rights including the right to:

• request access to your personal information;
• request correction of inaccurate information;
• request deletion of personal information in appropriate circumstances;
• request restriction of processing in appropriate circumstances;
• object to certain processing;
• withdraw consent where processing is based on consent;
• request portability of certain information;
• request information about how your personal information is processed;
• object to certain direct marketing activities; and
• lodge a complaint with the Nigeria Data Protection Commission.

These rights are not absolute.

For example, we may need to retain certain information to comply with legal obligations, establish or defend legal claims, complete a transaction or fulfil another lawful purpose.

If you want to exercise a data-protection right, contact us at:

Privacy Email: hello@eventflowafrica.com

Please provide enough information for us to understand your request.

We may need to verify your identity before completing certain requests.

This helps protect your information from unauthorised access.

We will handle valid requests within the timeframe required by applicable law.

If you believe that EventFlow has mishandled your personal information, please contact us first.

We will make reasonable efforts to investigate and resolve your concern.

Privacy Email: hello@eventflowafrica.com

You also have the right, where applicable, to lodge a complaint with the Nigeria Data Protection Commission (NDPC).

Information about the NDPC and its complaint processes is available through the Commission's official website.

We use reasonable technical, organisational and administrative measures designed to protect personal information against:

• unauthorised access;
• accidental loss;
• destruction;
• misuse;
• alteration;
• disclosure; and
• other unlawful processing.

Depending on the circumstances, these measures may include:

• access controls;
• authentication;
• permissions management;
• secure systems;
• backups;
• monitoring;
• staff awareness;
• contractual safeguards; and
• other appropriate security measures.

No digital system can be guaranteed to be completely secure.

If you believe your EventFlow Account has been compromised, contact us as soon as possible.

If a personal-data breach occurs, we will assess the incident and take appropriate steps in accordance with applicable law.

This may include:

• containing the incident;
• investigating what happened;
• assessing potential risks;
• taking corrective measures;
• notifying the appropriate regulatory authority where required; and
• notifying affected individuals where required.

We keep personal information only for as long as reasonably necessary for the purposes for which it was collected, unless a longer period is required or permitted by law.

The retention period may depend on:

• the type of information;
• the purpose for which it was collected;
• whether you continue to use EventFlow;
• our contractual relationship with you;
• legal obligations;
• accounting requirements;
• dispute resolution;
• security requirements; and
• other legitimate business needs.

When information is no longer required, we may delete it, anonymise it or securely dispose of it.

Your EventFlow Workspace may contain important project information and materials.

Depending on the Service, this may include:

• brand assets;
• documents;
• project files;
• communications;
• tasks;
• registration information;
• campaign data;
• reports;
• deliverables; and
• other Project information.

Access to Workspace information may be available to authorised members of your organisation and authorised EventFlow personnel who need access to perform the Services.

You are responsible for ensuring that people you give access to your Workspace are authorised to access the information contained there.

If you use EventFlow to collect information about attendees, customers or other individuals, you are responsible for ensuring that your collection and use of that information complies with applicable law.

This includes ensuring that:

• individuals are given appropriate privacy information;
• you have an appropriate lawful basis;
• information collected is relevant to the purpose;
• you do not collect unnecessary information;
• required consents are obtained where applicable; and
• you provide appropriate mechanisms for exercising data-subject rights.

Where EventFlow processes this information solely on your behalf, our processing may be governed by your instructions and any applicable data-processing agreement.

Some of the service providers we use may process information outside Nigeria.

Where personal information is transferred across borders, we will take steps required by applicable Nigerian data-protection law to ensure that appropriate safeguards are in place.

This may include contractual, organisational, technical or other legally recognised safeguards.

By using certain EventFlow Services, you acknowledge that your information may be processed by service providers located in other countries where legally permitted.

EventFlow's Services are generally intended for adults and organisations.

We do not knowingly collect children's personal information for our own purposes where it is not necessary.

However, some Events supported by EventFlow may involve children or young people.

Where an Event involves children's information, the relevant Client is responsible for ensuring that the necessary permissions, safeguards and lawful basis are in place.

If you believe a child has provided personal information to EventFlow without appropriate authorisation, please contact us.

EventFlow may use artificial intelligence to provide features such as Flow Assistant, recommendations, automation and other functionality.

Depending on the feature, information you provide may be processed by EventFlow or by third-party technology providers used to operate the AI functionality.

We will take reasonable steps to ensure that AI-related processing is carried out in accordance with applicable privacy requirements.

You should avoid submitting unnecessary sensitive personal information to AI features.

AI-generated responses may also contain errors.

You should not provide information to Flow Assistant that you are not authorised to share.

Where a third-party AI provider processes information, its own terms and privacy policies may also apply.

You are responsible for ensuring that information you provide to EventFlow is:

• accurate where reasonably possible;
• lawfully obtained;
• relevant to the Service;
• provided for a legitimate purpose; and
• information you are authorised to share.

You should not upload personal information belonging to another person unless you have the necessary authority or lawful basis to do so.

Our website or Services may contain links to websites, platforms or services operated by third parties.

We are not responsible for the privacy practices of those third parties. When you leave EventFlow and use another service, that service's privacy policy will apply.

We encourage you to read the privacy policy of any third-party service you use.

If EventFlow is involved in a merger, acquisition, restructuring, financing, sale of assets or similar business transaction, personal information may be transferred as part of that transaction where legally permitted.

Where required, we will provide appropriate notice and take reasonable steps to protect personal information during the process.

We may update this Privacy Policy when:

• our Services change;
• our technology changes;
• our data practices change;
• legal requirements change;
• we introduce new features; or
• we identify ways to improve our privacy practices.

When we make material changes, we will take reasonable steps to notify affected users where appropriate.

The latest version will always show the applicable Effective Date and Last Updated date.

If you have questions about this Privacy Policy or how EventFlow handles personal information, contact us.

EventFlow Africa Address: 01 Adebowale Balogun Crescent Lagos, Nigeria

General enquiries: hello@eventflow.africa

Privacy enquiries: hello@eventflowafrica.com

Data protection enquiries: hello@eventflowafrica.com

Website: https://www.eventflowafrica.com/

We have written this Policy to explain, in plain language:

• what information we collect;
• why we collect it;
• how we use it;
• when we share it;
• how we protect it;
• how long we keep it;
• what rights you have; and
• how you can contact us.

We don't want privacy to feel like a 40-page legal puzzle.

If you have a question that this Policy doesn't answer, contact us and we'll do our best to clarify it.