Privacy policy

1. Data controller

The controller of the data collected through etkivent.io is the website's publisher. For any question about your data and to exercise your rights: privacy@etkivent.io. For anything else: contact@etkivent.io.

For their guests' data and, for event planners, their clients' data, organizers and event planners are the data controllers; Etkivent then acts as a processor, under the conditions described below.

2. Data collected, by role

All accounts: name, email address (verified), username, password (hashed, never readable), optional phone number, role, optional profile picture, language and display preferences, notification preferences, creation and last sign-in dates. If you sign in with your Google account, Google sends us your name, your email address and, where available, your profile picture; we never receive your password.

Organizers and event planners: events (type, title, date, venue and venue type, budget, currency), steps and tasks (including, for completed paperwork, the day the document was obtained, its reference and the body that issued it; for created content, its text — a speech, wishes, shown in the run of show and its shared link if you choose — and its link; for a list, its items, which may name relatives; for a delivery, when it arrived, whether it was as expected and the note on what differs, sent to the provider concerned only if you choose), event income (contributions, kitty, takings: amount, method, day and, if you enter it, who it came from), task attachments (receipt, official document, content you created: the file, its name, type and size — a photo is downsized and stripped of its metadata before upload; an event planner's client following the event can open them, except a purchase receipt, attached to its payment, that the event planner has not shared with them), guests (name, email, reply, plus-ones, dietary needs, seating, day-of check-in), gifts and gift fund, booking requests, messages exchanged, signed quotes, invoices and payments (Stripe reference, never the card number), credit balance and history. Event planners additionally record their clients (name, contact, billing address and, for a company, VAT number) for each event they manage — an invited client can link their account to follow their events read-only, answer quotes, approve proposed choices and exchange messages with their event planner, their answers, comments and messages being visible to them —, and the identity printed on their quotes and invoices to these clients (legal name, address, company number, VAT number).

Vendors: company name, legal form and registration number, address and service area (geocoded), categories and services, packages and prices, portfolio (images), availability, Stripe Connect account identifier, quotes and invoices issued, ratings and reviews received. A vendor's listing (name, description, categories, city, photos, packages, opening hours, reviews) is public: listed in the directory and indexed by search engines from the moment the space is created, which the vendor is told beforehand. They can remove it from the directory at any time from their profile ("Visible in the directory"): it is then neither listed nor indexed, and stays reachable by its direct link only. Phone number and exact address are never shown. The vendor may also present their team on it (first name, role and optional photo of each person, with their consent — never a surname or contact details), a YouTube or Vimeo video, links to their social networks, their languages and their certifications; a member or photo removed from the page is erased as soon as the page is saved. In their space, the provider can keep private notes on the accounts that sent them a request: visible to them alone, they are erased with their account or with the client's.

Guests (no account): name, email or phone provided by the organizer, reply to the invitation, plus-ones, preferences, access code and check-in time.

Guests who upload photos and videos (no account): the display name and phone number or email entered, the files sent in original quality (with their metadata, including GPS location if the device recorded it), a random device identifier and a non-reversible fingerprint of the IP address (never the address itself), used to limit uploads and block abuse. To keep robots out, identification goes through an invisible Cloudflare check (Turnstile), which examines the IP address and technical browser signals, with no cookie and no advertising profile. The event's organizer sees the files, the name of their author and the original name of each file; they can download everything, guests' contacts included. If they open the gallery to guests, people who have the drop's link see the photos they published, through a preview stripped of all metadata (date, device, GPS location) — never the original nor the videos —, with the name of their author only if the latter agreed to it when identifying (“Anonymous” otherwise).

Visitors and technical data: IP address and browser of each open session (visible in your account, erased on sign-out), pages viewed, sign-in and security logs, application errors (Sentry), push notification subscriptions if you enable them. When a staff member acts on your account, the action, its date and the staff member's IP address are recorded in the staff action log.

Feedback on the Service (improvement ideas, bug reports), sent from your account: the title and text entered, the screenshots you attach (images, stored at Linear), the page it was sent from (without any access link), the language, browser, screen size and app version, your account and role; your "+1" votes and your reports on other accounts' feedback.

Signing in with Google: if you choose "Continue with Google", Google sends us your name, your email address, your profile picture if you have one and the identifier of your Google account. This data is used only to authenticate you and pre-fill your account; we never post anything to your Google account and never access your contacts or files. You can unlink Google at any time from your profile ("Sign-in methods"), once you have set a password, and remove Etkivent's access from your Google account settings; deleting your account from your profile also erases what Google sent us.

Businesses listed in the directory without an account ("Unverified" listings): business name, activity, address (only the town and postcode are shown for a sole trader), location, business phone and website, and where applicable a freely licensed image with its author. This data comes from the INSEE SIRENE database and OpenStreetMap. We collect no email address and send no messages to these businesses.

Businesses asking for their listing to be removed (form, no account): the reason chosen, if any; and only if you enter them, details and an email to receive our reply, deleted as soon as the request is handled. This email is only used to reply to you, with no automatic email. To keep robots out, the form goes through the same invisible Cloudflare check (Turnstile) as the guest upload, which looks at the IP address and technical signals from the browser, with no cookie or advertising profile; we do not keep your IP address.

Providers who claim an "Unverified" listing ("This is my business"): the link between your account and the listing, the proof used — the SIRET matching the listing's, saved on your profile, or the listing website's domain when your account's verified email address is on it (we only keep that domain, never the address) —, the date and, where applicable, our team's decision. Between your sign-up and the setup of your space, the listing's public identifier is kept in your browser, for 30 days at most.

People named on a task (no account): when the organizer or event planner names someone for a task (moderator, witness, volunteer…), their name, their role and, if entered, their phone number — typed in or taken from a guest, a relative already named, the client or the address book. These people become contacts of the event: they appear in its plan, its run of show and its PDF file. They are erased with the event or the account; a person removed from a task is anonymized after three months.

A booking's business tools (playlist, tech sheet, guest count, shot list, timing…): what you and the provider enter there — answers, lines, links, comments, proposals and their replies. Only the two accounts of the booking can access them. Dietary needs are given as numbers, without names; a tool may contain a person's name if you write it there (for example someone to call for a group shot, an on-site contact).

Team members (ETK-824): when a provider or an event planner adds someone to their team, the name they enter and, if they provide them, that person's job, email and phone; they are the data controller and Etkivent acts as processor. The invitation link is shared by the professional themselves (WhatsApp, SMS, email of their choice): Etkivent sends no message to the member and keeps only a fingerprint of the link, valid for 7 days. By accepting the invitation, the member creates their own account (see "All accounts") and sees the teams they joined and the tasks the professional assigns them (title, date, note — with a notification on their phone if they turned notifications on). They can request time off (dates and an optional reason that only the professional sees; never give a medical reason), and the professional can also record their absences. When the professional assigns them to a booking or an event, they see its day, time, place and client with their phone number, as the professional knows them; they never see the professional's other clients, prices or payments. The card is erased when the professional removes it or deletes their account; if the member deletes their account, the card stays with the professional, no longer linked to that account.

3. Purposes and legal bases

Providing the Service and performing the contract: account, planning, matchmaking, messaging, quotes, invoices, payments, credits — performance of the contract.

Sending account and invitation emails: address confirmation, password reset, address change, guest invitations and reminders — performance of the contract. Booking, quote and message notifications are never sent by email: they are pushed to the devices where you enabled notifications, and you manage them by category from your profile.

Geocoding the addresses you enter (event venue, vendor service area) to display them on a map and suggest nearby vendors — performance of the contract.

Generating a plan with artificial intelligence: the event description you write is sent to the model provider to produce the suggestions — performance of the contract, at your request.

Collect the photos and videos of an event's guests (temporary drop), on behalf of the organizer who enabled it and is responsible for it — performance of the contract with the organizer. Limit uploads, keep robots out and block abuse (device identifier, IP fingerprint, anti-bot check) — legitimate interest.

Securing the Service, preventing fraud and abuse, fixing errors — legitimate interest. Meeting our accounting and tax obligations — legal obligation. Measuring audience or embedding third-party content, should we add such tools — consent, collected through the cookie banner.

Handling your feedback on the Service (ideas, bugs): each piece of feedback is recorded, then forwarded to our task-tracking tool, Linear, for the team to review; only the text, the screenshots, the technical context and an internal identifier of your account are sent there — never your name or email address. Feedback from an organizer, a provider or an event planner, screenshots included, is visible to every account with the same role in the ideas board, without your name, so they vote instead of repeating the same feedback; do not include anyone else's personal data (a guest's name, an address, an amount). The team may hide reported feedback. The ticket's status (under review, planned, in progress, done, not planned) comes back from Linear and shows in the ideas board; when feedback is done, its author and those who supported it get a push notification, which can be turned off in the profile — never an email — legitimate interest (improving the Service).

Showing a directory of providers in each city, including those without an account yet, based on public data: legitimate interest. Our assessment took into account that the data is public and professional, that we never contact these businesses, and that a listing can be removed in one click.

Checking that a claimed "Unverified" listing belongs to the claimant's business, then replacing it with their page: performance of the contract (your provider account) and legitimate interest (preventing a third party from taking over a business's listing). Without an automatic proof, or when the listing is already claimed, our team decides; its decision is logged. We send no email for this check.

Measuring the platform's activity: staff read aggregated statistics (numbers of accounts, events, requests, amounts of quotes and invoices), never a list of people, and any count of fewer than 5 people is hidden. To count active accounts, we record the date of your last activity; the type of device (phone, tablet, computer) is derived from your current sessions when the figures are computed, without being stored separately — legitimate interest.

4. Recipients and processors

Your data is accessible only to authorized staff of the Publisher and to strictly necessary processors: Hetzner Online GmbH (Germany) for hosting the API and database; Cloudflare, Inc. for serving the site, protecting it against abuse, storing images (portfolio, covers, avatars), the photos and videos uploaded by guests, task attachments, archived invoices and backups; Stripe for payments and Stripe Connect accounts; Resend for sending emails; Sentry for error tracking; OpenRouter, Inc. (and the model providers it routes to, such as Anthropic) for AI plan generation and adaptation (only the venue's city, department and type are sent, never the exact address), with the option that forbids using your text to train models; OpenStreetMap (Nominatim) for address geocoding and MapTiler for map display; Google only if you choose to sign in with your Google account; YouTube (Google) or Vimeo only when you play the video on a vendor's page: the platform then receives your IP address and may set its cookies — nothing is requested from it before your click; Linear Orbit, Inc. for tracking the feedback you send us and storing its screenshots (text, images and technical context, without name or email address); your browser's push notification services (Google, Apple, Mozilla, Microsoft) to deliver the notifications you enabled, end-to-end encrypted.

Data shared with a vendor as part of a booking request (organizer's name, event, messages, documents) is transmitted to them so they can respond; data of an event managed by an event planner is visible to that event planner. No data is sold or transferred to third parties for commercial purposes.

Guest check-in: when the organizer hands over check-in through a check-in link, whoever holds that link sees the names, groups, replies and arrival times of that event's expected guests — never their contact details or the organizer's notes — until the day after the event; the organizer can disable the link at any time.

Run of show: when the organizer shares their event's run of show through a link, whoever holds that link sees the moments, times, who takes part and where — and, only if the organizer chooses to show phone numbers, the participants' numbers and the event's contact list (people named on its tasks, with their role and phone number); the organizer can turn the link off at any time.

5. Transfers outside the European Union

Data is hosted and processed primarily in the European Union (Germany and Cloudflare's European points of presence). Some processors (Cloudflare, Stripe, Resend, Sentry, OpenRouter, Linear, Google, Vimeo, Apple, Mozilla, Microsoft) are established in the United States or may process data there: these transfers are governed by their certification under the EU–US Data Privacy Framework or by the European Commission's standard contractual clauses, with additional encryption measures. MapTiler (Switzerland) and the OpenStreetMap Foundation (United Kingdom) are established in countries recognized as adequate by the European Commission.

6. Retention periods

Account data is kept as long as the account is active. When the account is deleted, the identity, profiles, events and their guests, photos, sent messages and reviews are erased or anonymized immediately. Quotes, invoices, payments and credit entries are kept for ten years in accordance with accounting obligations. Technical and security logs are kept for at most twelve months; encrypted backups are kept for thirty days. A task's attachments are deleted as soon as you remove them, with the task or the event, and at the latest twelve months after the event date. Guest data is erased with the event when you delete it, and anonymized at the latest twelve months after the event date (only reply counts remain). Anything you remove yourself (a guest, a photo, a message, a contact) is permanently destroyed or anonymized three months later. Messages remain accessible to both parties as long as their accounts exist. Geocoded addresses not reused for twelve months are forgotten.

Photos and videos uploaded by guests, together with their name, contact, device identifier and IP fingerprint, are permanently deleted seven days after the event (D+7 at 11:59 pm, Paris time); the organizer can download them beforehand. Only an anonymous count (number of files, volume) is kept.

The log of staff actions (viewing an account file, suspension, moderation, staff management, platform configuration) is kept for twelve months, then purged automatically.

Feedback on the Service, its votes and reports are kept for twelve months in our database, then deleted automatically; a screenshot uploaded but never attached to feedback is removed after 24 hours. The ticket created in Linear and the screenshots stored at Linear, without name or email address, are kept as long as they are useful for improving the Service; a screenshot removed by the team is no longer shown in the Service, but Linear does not allow deleting it on its own: it stays in the team's private workspace.

"Unverified" listings: as long as the business appears in the source, refreshed at least every six months, otherwise removed. After a removal on request, we only keep the listing's identifier (SIRET or OpenStreetMap ID) so that it does not come back, and the reason for the request; the details and the reply email are deleted as soon as the request is handled, at the latest 30 days after it was sent.

Claim of an "Unverified" listing: as long as the listing exists; it is erased with it.

A booking's business tools are kept as long as both accounts exist; when either is deleted, their content is erased.

An account's last activity date is kept and erased with the account. The platform's daily statistics contain only totals, with no personal data.

7. Your rights

You have the right to access, rectify, erase, restrict, object to and port your data, as well as the right to set instructions regarding your data after your death. You can exercise them by writing to privacy@etkivent.io, with proof of identity; we reply within one month. You may also lodge a complaint with the CNIL (cnil.fr).

Guests wishing to exercise their rights may contact the event organizer or privacy@etkivent.io. A request received by Etkivent is forwarded to the organizer within five business days and handled within the same one-month period; erasing a guest's data, however, is done by Etkivent directly, without waiting for the organizer.

Removing a photo or video from a guest drop: the person who sent it, or who appears in it, may ask the organizer to remove it — they can delete it at any time from their space — or write to privacy@etkivent.io (or contact@etkivent.io): the file is then deleted without waiting for the automatic deletion seven days after the event.

If your business appears in the directory without an account, you can object to it without giving a reason, through the removal form attached to each listing or by email to privacy@etkivent.io. The listing is hidden immediately and permanently removed within 30 days at most, after a check that rules out abusive requests.

Where do "Unverified" listings come from?

8. Cookies

The Service only sets strictly necessary cookies and storage (session, language, theme, cookie choice). The categories subject to consent (audience measurement, social media content) have no active tool today; only the YouTube or Vimeo video a vendor embeds on their page may set cookies, and only when you click to play it. The full list, durations and how to change your choice are detailed in the cookie policy, available in the footer, where the "Manage cookies" link reopens the banner at any time.

9. Security

Exchanges are encrypted (HTTPS), passwords are hashed, database access is restricted, authenticated and logged, backups are encrypted, and uploaded files (portfolio) are checked for type and size. In the event of a data breach likely to result in a risk to your rights, you will be informed in accordance with the regulations.