Privacy policy

Last update: Saturday, 2 May 2026.

EventReception is committed to protecting the privacy and personal information of its users. The following Privacy Policy governs the use of our Website and all our event software solutions and services, collectively referred to as our services (“Services”).

For clarity, e-Planner refers to our online event planning and management platform, including event diagrams, floor plans, table plans, seating, guest management, SMS seating, navigation maps, event/client management, collaboration features, Invited Users and View-Only Links. e-GuestList Check-in App refers to our guest reception and check-in solution, including native iPad and Android check-ins, Web Check-ins, guest-list imports, check-in synchronization, check-in reports, Online Guest List sharing, event credits, packages and related payment or invoicing features.

Invited Users are part of the e-Planner collaboration flow. Web Check-ins and Online Guest Lists are part of the e-GuestList Check-in App and should not be confused with e-Planner Invited Users.

By accessing and using our Services you are accepting the practices described in this Privacy Policy. Please also review our Terms of Service and our GDPR and Data Privacy page.

Please note: We never sell or rent our User data to anyone for any reason.

Topics:
What User data we collect
  • Personal and account data: When a User contacts us by email, through a Website form, creates an account, requests support, or completes a purchase, User data such as name, company, email, phone number, billing details, invoicing details and contact information may be requested and provided.
  • Data inserted by Users: By using our Services, Users may insert data that include certain Personally Identifiable Information ("PII") of guests, attendees, clients, staff, vendors or other persons, such as names, email addresses, mobile phone numbers, landline phone numbers, addresses, notes, event details, seating information, check-in information and other information required for the relevant event purpose. Users may also insert other information such as gender, date of birth, job title, company, category, group, table, RSVP status and similar event-related information.
  • e-Planner event planning data: When Users use e-Planner, they may input or generate:
    • Event diagrams
    • Floor plans
    • Table plans
    • Seating charts
    • Guest lists
    • Guest groups
    • RSVP information
    • Client details
    • Event requests
    • Event status information
    • Availability data
    • Payment-status notes
    • Uploaded files, such as menus, contracts or vendor lists
    • Event communications
    • SMS seating settings
    • Navigation-map settings
    • Invited User activity
    • View-Only Link settings
    • Related access information
  • e-GuestList Check-in App data: When Users use the e-GuestList Check-in App, they may input or generate:
    • Guest lists
    • Guest names
    • Tables
    • Groups
    • Notes
    • Custom fields
    • Custom columns
    • Custom categories
    • Custom counters
    • Arrival/check-in status
    • Check-in timestamps
    • Walk-ins
    • No-shows
    • Last-minute changes
    • Device or user check-in information
    • Synchronization data
    • Reports
    • Online Guest List settings
    • Shared-link status
    • PIN-protection status
    • Link-usage information
  • Payment, billing and package information: When Users purchase event credits, monthly packages, annual packages, subscriptions or other paid Services, we may process billing details, invoice details, selected package, transaction status, payment confirmation information and bank deposit slips where applicable. Sensitive payment details, such as full card numbers, are processed by our payment provider and are not accessible to EventReception.
  • Information related to the use of our Services: Our servers automatically track certain information about how our Users interact with our Services ("Log Data"). Log Data may include information such as the User's Internet Protocol (IP) address, browser type, operating system, the web page visited before accessing our Services, links clicked while using our Services, account activity, login activity, access logs, synchronization information, link usage information and similar technical information.
  • User Device Information: We may track Users' device information while they use our Services, such as device identifier, user settings, operating system, browser type, browser settings, device type and related technical information.
  • Location Information: We may collect and store information about Users' location by converting IP addresses into a rough geo-location or by accessing device GPS coordinates or coarse location if location services on the device are enabled. Users may disable this feature, though some Services may not subsequently work properly.
How we collect User data

Entry data are provided directly by our Users, by Invited Users in e-Planner where it applies, by account owners or authorized staff, through Excel uploads or manual entries in the e-GuestList Check-in App, through payment or order forms, through support requests, or through other persons authorized to access an event, View-Only Link, Web Check-in page or Online Guest List.

Certain information is generated automatically when Users interact with our Services, including login information, check-in actions, synchronization information, access logs, shared-link usage information, device information, Cookies, Web Beacons and analytics information.

When Users complete online payments, certain payment confirmation, transaction, billing and invoicing information may be provided to us by our payment provider, while sensitive payment instrument details remain processed by the payment provider.

Legal basis for processing User data

Where EventReception acts as a Data Processor or Sub-Processor, the relevant Data Controller determines the lawful basis for processing the personal data inserted or used through our Services. More information about these roles is available in our GDPR and Data Privacy page.

Where EventReception acts as a Data Controller, we process User data only where we have a valid legal basis, including:

  • Processing necessary to provide our Services or perform a contract with the User
  • Processing necessary to comply with legal, accounting, tax or regulatory obligations
  • Processing necessary for our legitimate interests, such as maintaining, securing, supporting and improving our Services
  • Processing based on consent, such as optional marketing communications, optional Cookies or optional location-based features

Where processing is based on consent, Users may withdraw consent at any time, without affecting the lawfulness of processing carried out before the withdrawal.

How we use User data

We do not sell or rent any personal information to third parties for any reason whatsoever.

All User data we collect remain confidential and are used to provide, operate, secure, support and improve our Services. Examples include:

  • Creating event floor plan diagrams and event layouts
  • Managing guest lists, RSVP information, groups, tables and seating
  • Facilitating collaboration and communication among Users
  • Managing Invited Users in e-Planner
  • Sharing event diagrams, equipment lists or seating-related information through View-Only Links
  • Sending SMS seating messages to guests, where this functionality is used
  • Showing Users and guests online navigation maps to venues
  • Performing native iPad and Android check-ins
  • Performing Web Check-ins from supported phones, tablets, desktop computers and laptops
  • Synchronizing check-in data between Web Check-ins, tablets and native check-in apps
  • Creating check-in reports, analytics, exports and guest-level drill-downs
  • Creating, protecting, disabling, re-enabling or deleting Online Guest List links
  • Displaying selected guest list columns, search options and arrival information to approved Online Guest List viewers
  • Managing events, requests, cancellations, payments, event credits, packages, subscriptions and invoices

On a more general note, we use User data to:

  • Process User orders and help with managing accounts
  • Provide customer service, technical support and account assistance
  • Maintain the security, integrity and availability of our Services
  • Discern User needs and event trends
  • Improve our Services, user experience, reliability and performance
  • Keep our Users updated with our latest news and updates, where permitted
  • Comply with legal, tax, accounting and contractual obligations
Invited Users, View-Only Links and Online Guest Lists

e-Planner may allow Users to invite clients or other persons as Invited Users so they can access a dedicated event interface, add and manage guests, seat guests and, where applicable, confirm SMS seating actions. Invited Users are part of the e-Planner collaboration flow and are different from e-GuestList Check-in App users or Online Guest List viewers.

When Invited Users use e-Planner and input guest data, this data may be shared in real-time with both the Inviter and EventReception. A notable exception is the Contact Details of the Invited Users' guests, which include mobile phone number, landline phone number, email address and physical address. These guest Contact Details remain undisclosed to the Inviter, as described in our Terms of Service.

e-Planner may also allow Users to share event diagrams, equipment lists, seating charts or other event planning information through View-Only Links. View-Only Link recipients may access the latest version of the shared event information, and Users may be able to manage, deactivate, reactivate or delete those links and view related access information.

The e-GuestList Check-in App may allow Users to share an Online Guest List through a unique URL, optionally protected by a 6-digit PIN. The User who enables the Online Guest List decides which columns are visible, whether guest search is available, and whether guest arrival information is displayed. The platform may also record basic link-usage information, such as how many times an Online Guest List link has been used.

Users are responsible for deciding who may receive or access View-Only Links, Online Guest List links and PINs. Anyone who receives a valid link and any required PIN may be able to view the information made available through that link. Users should therefore share links and PINs only with approved persons and disable or delete the link when access is no longer required.

Disabling or deleting a shared link removes access through that link, but does not automatically delete the underlying event, planning, guest or check-in data stored in the User's account, unless the User separately deletes that data or requests deletion where applicable.

Payments, event credits and packages

Users may be able to purchase event credits, monthly packages, annual packages, subscriptions or other paid Services directly through their account, through our payment forms, or through other accepted payment methods. For online payments, Users may be redirected to our payment provider to complete the payment securely.

EventReception may receive payment confirmation, transaction status, billing details, invoice details and package information so that we can activate the purchased Services, issue receipts or invoices, provide support and comply with accounting and tax obligations.

EventReception does not have access to full credit card numbers or other sensitive payment instrument details entered directly through our payment provider's secure checkout environment. For more information, please see our Payment Options page.

Using User data with trusted third parties

We do not sell or rent User data for any reason. Data may be shared with trusted partners only when necessary, and exclusively for the purpose of providing our Services to Users. This may include hosting and data center providers, transaction and payment processors, SMS delivery services, analytics providers, email or support service providers, and other technical providers required for the operation, security, payment, invoicing or delivery of our Services.

Our trusted partners are required to process User data only for the purposes for which they were engaged and to apply appropriate confidentiality, security and data protection measures.

Retention period for User data

We retain User data for as long as necessary to fulfill the purposes outlined in this Privacy Policy, provide our Services, comply with legal obligations, resolve disputes and enforce our agreements.

e-Planner event data, planning data, diagrams, seating data, event files and event/client management data are generally retained while the relevant event, client account or User account remains active, unless deletion is requested or required earlier.

e-GuestList Check-in App data, including guest lists, check-in status, check-in times, synchronization data, reports, Online Guest List settings and link usage information, are generally retained while the relevant event or account remains active, unless deletion is requested or required earlier. Native app devices may also hold local check-in data until synchronization is completed.

Where a specific Service states a shorter retention period for a specific data category, such as guest contact details used in seating or SMS-related workflows, we apply that shorter period to the relevant data category. Payment, invoice, tax and accounting records are retained for the period required by applicable law.

Users may request data deletion as outlined in their rights. Disabling or deleting a View-Only Link or Online Guest List link removes access through that link, but does not necessarily delete the underlying event, planning, guest or check-in data.

How we protect User data

We implement a variety of security measures to maintain the safety of User data, including encryption, secure server facilities, restricted access to sensitive information and internal confidentiality controls. No method of transmission over the Internet is 100% secure though.

For features such as e-Planner collaboration, View-Only Links, Web Check-ins and Online Guest Lists, additional controls may include account authentication, access permissions, unique shared links, optional PIN protection, selected-column visibility, the ability to disable, re-enable or delete shared links, and usage information that helps Users monitor access. Users remain responsible for keeping account credentials, shared links and PINs confidential.

Storage locations and international transfers

The core personal data stored by EventReception is hosted within the European Union. Our web servers are hosted in the Digital Realty Datacenter in Greece. EventReception also cooperates with Dataways to safely store data in tier-3 data centers applying a secure Information Security Management System (ISMS) certified by ISO/IEC 27001:2022.

Where we use trusted providers that process or may access User data outside the European Economic Area, we rely on appropriate safeguards required by applicable data protection law, such as adequacy decisions, Standard Contractual Clauses or other lawful transfer mechanisms.

Marketing

EventReception does not rent or sell User data to anyone, for any reason. We may use User data to contact Users about our Services, but Users can always opt out at any time. If you no longer want to be contacted for marketing purposes, please click here.

User data protection rights

We want to make sure that all Users are fully aware of their data protection rights.

In most cases, Users can directly edit or delete almost all the data they have inserted using our Services, at any time. In case Users cannot edit their own data, they may be entitled to the following rights, subject to the conditions and limitations of applicable law:

  • The right to access - Users have the right to request EventReception for copies of their personal data. The first copy is provided free of charge. Additional copies or manifestly unfounded or excessive requests may be subject to a reasonable fee where permitted by law.
  • The right to rectification - Users have the right to request that we correct any information believed to be inaccurate. Users may also request EventReception to complete any information believed to be incomplete.
  • The right to deletion - Users have the right to request that EventReception delete their personal data under certain conditions.
  • The right to restrict processing - Users have the right to request that EventReception restrict the processing of their personal data under certain conditions.
  • The right to object to processing - Users have the right to object to EventReception's processing of their personal data under certain conditions, including processing for direct marketing.
  • The right to data portability - Users have the right to request that EventReception transfer the data we have collected to another organization, or directly to them, under certain conditions.
  • The right to withdraw consent - Where processing is based on consent, Users have the right to withdraw consent at any time, without affecting the lawfulness of processing carried out before withdrawal.
  • The right not to be subject to solely automated decision-making - Users have the right not to be subject to a decision based solely on automated processing, including profiling, where such decision produces legal effects concerning them or similarly significantly affects them. EventReception does not use automated decision-making that produces such legal or similarly significant effects.

If any of our Users make any of the above requests, we will respond within one month. Where permitted by law, this period may be extended if the request is complex or if we have received multiple requests. If you would like to exercise any of these rights, please contact us by email: [email protected]

Where EventReception acts as a Data Processor or Sub-Processor, we may need to refer the request to the relevant Data Controller or assist the Data Controller in responding to the request.

Users also have the right to lodge a complaint with the competent Data Protection Authority. In Greece, the competent authority is the Hellenic Data Protection Authority.

Legal compliance with GDPR & CCPA

We comply with applicable privacy laws, including the General Data Protection Regulation (GDPR). Our GDPR page explains when EventReception may act as a Data Controller, Data Processor or Sub-Processor.

The California Consumer Privacy Act (CCPA) applies to for-profit businesses doing business in California that meet specific thresholds, such as gross annual revenue over $25 million, buying, selling or sharing the personal information of 100,000 or more California residents or households, or deriving 50% or more of annual revenue from selling or sharing California residents' personal information. These thresholds do not currently apply to EventReception.

Cookies and Web Beacons

Like most websites and web platforms, we use automated data collection tools such as Cookies and Web Beacons to better understand our User's needs and preferred use of our Services.

"Cookies" are small text files that are placed on a User's device by a web server when they access our Services. We may use both session Cookies and persistent Cookies to identify that a User has logged in to our Services and tell us how and when they interacted with them. We may also use Cookies to monitor aggregate usage and web traffic routing on our Services, to customize and improve our Services.

Unlike persistent Cookies, session Cookies are deleted when a User logs out from our Services and closes their browser. Although most browsers automatically accept Cookies, Users can set their browsers to not accept Cookies, or to prompt them before accepting Cookies. Please note, however, that if our Users don't accept Cookies, our Services may not function properly.

"Web Beacons", also known as pixel tags or clear GIFs, are tiny graphics with a unique identifier that may be included on our web Services for several purposes, including to deliver or communicate with Cookies, to track and measure the performance of our event platform. Unlike Cookies, which are stored on the device, Web Beacons are typically embedded invisibly on web pages (or in an e-mail).

Privacy policies of other websites

Our Services and event platforms may contain links to other websites. Our privacy policy applies only to our Services, so if you click on a link to another website, you should read their privacy policy.

Changes to our privacy policy

We keep our privacy policy under regular review and place any updates with the last update date on our website. Additionally, we post an announcement in the News Section of our website and send an email to all our direct paying clients to notify them of the changes.

How to contact us

If you have any questions about our privacy policy, the data we hold on you, or you would like to exercise one of your data protection rights, please do not hesitate to contact us by email at [email protected] or call us at +30 6936 664 808