Event Privacy Notice

TEMPLATE — NOT LEGAL ADVICE — NOT READY TO PUBLISH. QRSVP generated this page as a starting point. It has not been reviewed by a lawyer and does not make your event compliant with any law. Replace every [BRACKETED PLACEHOLDER], have it checked for your jurisdiction, then delete this paragraph before publishing.

This notice explains how [CONTROLLER NAME] (“we”) uses the personal information collected when you register for our events on this website.

Who is responsible for your data

[CONTROLLER NAME], [POSTAL ADDRESS], [CONTACT EMAIL]. [DATA PROTECTION OFFICER, IF YOU HAVE ONE.]

What we collect

• About you, the person registering: name, email address, phone number (if given), an emergency contact’s name and phone number (if given), and any notes you add.
• About each guest you register: name, age (where we ask), allergies or dietary needs, notes, and whether they may appear in event photos.
• The date and time you agreed to register these guests, and the exact wording you agreed to.
• Your IP address and browser type, to protect the form from abuse.
• At the event: when each guest was checked in, and whether their fee was paid or waived.

Children’s data

Some guests may be children. Only an adult may register, and they confirm that they are each child’s parent or guardian or have that person’s permission. We record that confirmation with a timestamp.

[GDPR ARTICLE 8: STATE THE AGE OF DIGITAL CONSENT THAT APPLIES IN YOUR COUNTRY (BETWEEN 13 AND 16) AND HOW YOU RELY ON THE PARENT’S OR GUARDIAN’S CONSENT.] [COPPA (USA): IF CHILDREN UNDER 13 MAY BE REGISTERED, DESCRIBE HOW YOU OBTAIN VERIFIABLE PARENTAL CONSENT AND HOW A PARENT CAN REVIEW OR DELETE THEIR CHILD’S DATA.]

Why we use it, and our legal basis

• To issue tickets and check guests in at the door. [LEGAL BASIS, e.g. contract / legitimate interests]
• To keep guests safe, for example allergies and emergency contacts. [LEGAL BASIS — health data such as allergies is special category data under GDPR Article 9; state your condition, e.g. explicit consent]
• To respect photo preferences. [LEGAL BASIS, e.g. consent]
• To send you your tickets and important updates about the event.

Who can see it

Only our organizers and door staff. Allergies, emergency contacts and photo preferences never appear on the ticket page, which anyone with the link could open. Emails are delivered by [EMAIL PROVIDER]. The website is hosted by [HOSTING PROVIDER]. [LIST ANY OTHER PROCESSORS.]

How long we keep it

[RETENTION PERIOD — e.g. we delete all registration data 30 days after the event.]

Your rights

You can ask for a copy of your data, ask us to correct it, or ask us to delete it, by writing to [CONTACT EMAIL]. You can cancel a place yourself with the link in your confirmation email. You may complain to [YOUR DATA PROTECTION AUTHORITY].