This Privacy Policy explains how EventGen Ltd (“EventGen”, “we”, “us” or “our”), a company registered in England and Wales under company number 16480174, collects, uses and protects personal data in connection with the EventGen event-management platform and our website (together, the “Service”). We are committed to handling personal data in line with the UK GDPR and the Data Protection Act 2018. If you have any questions, contact us at info@eventgen.ai.

1. Our two roles — controller and processor

We act as a data controller for personal data about our account holders, prospective customers and website visitors — here we decide how and why the data is used, and this Policy applies.

When an event organiser uses EventGen to collect and manage information about their registrants, attendees and contacts, that organiser is the controller of that data and we act as a processor on their behalf, under our customer agreement and data processing terms. If you are an attendee or registrant, please refer to the privacy notice of the organiser running your event for details of how your data is used.

2. Information we collect

Account & profile data — such as your name, email address, password, organisation and role.
Billing data — plan, billing contact and transaction records. Card payments are handled by our payment provider; we do not store full card numbers.
Content you create — events, forms, pages, communications and prompts you submit to our AI features.
Usage & device data — log data, IP address, browser and device information, pages viewed and features used, collected via cookies and similar technologies.
Attendee data (as processor) — information your organiser collects through their registration forms, which may include contact details, registration choices and any custom fields they configure (for example dietary or accessibility requirements).
Support communications — messages you send us and our responses.

3. How we use personal data and our legal bases

Where we act as controller, we rely on the following legal bases under the UK GDPR:

To provide and operate the Service — performance of our contract with you.
Account management, billing and record-keeping — contract and compliance with legal obligations.
To secure, maintain, support and improve the Service — our legitimate interests in running a reliable, safe platform.
To send service messages and, where permitted, relevant marketing — our legitimate interests or your consent. You can opt out of marketing at any time.
To comply with the law — where we are under a legal obligation.

4. AI features

EventGen includes AI-assisted features. When you use them, the prompts you enter and the relevant event context are sent to our AI provider(s) to generate drafts, suggestions and actions, which you review and confirm before they take effect. We do not sell personal data, and we do not use your data, or your attendees’ personal data, to train third-party foundation models. AI output can be inaccurate or incomplete, so you remain responsible for reviewing it before relying on or publishing it.

5. Cookies and analytics

We use cookies and similar technologies that are necessary to run the Service and to remember your preferences, and we may use analytics to understand how the Service is used so we can improve it. You can control non-essential cookies through your browser settings.

6. Sharing and sub-processors

We share personal data only as needed to run the Service, and with providers bound by contract to protect it. These include our cloud hosting and infrastructure provider (Google Cloud), our AI processing provider (Google), and the email, SMS, messaging and payment providers used to deliver your events — including any you connect yourself. We may also disclose data where required by law or in connection with a merger, acquisition or reorganisation. We do not sell personal data.

7. International transfers

We are based in the United Kingdom. Where personal data is transferred outside the UK or EEA, we put in place appropriate safeguards, such as the UK International Data Transfer Agreement or Addendum, or Standard Contractual Clauses.

8. Data retention

We keep personal data for as long as your account is active and as needed to provide the Service, and then for a reasonable period to meet legal, accounting and dispute-resolution requirements. Attendee data we process for organisers is retained in line with the organiser’s instructions; following account closure we delete or return it within a reasonable period, subject to any legal obligations.

9. Security

We use technical and organisational measures to protect personal data, including encryption in transit, access controls on a least-privilege basis, and reputable, security-certified infrastructure. No method of transmission or storage is completely secure, but we work to protect your data and to respond promptly to any incident.

10. Your rights

Subject to the conditions in the UK GDPR, you may have the right to access, correct, delete, restrict or object to the processing of your personal data, to data portability, and to withdraw consent where we rely on it. To exercise these rights for data we control, contact info@eventgen.ai. If your data was collected by an organiser using EventGen, please contact that organiser directly. You also have the right to complain to the Information Commissioner’s Office at ico.org.uk.

11. Children

The Service is not directed at children, and we do not knowingly collect personal data from children under 13 without appropriate consent. If you believe a child has provided us with personal data, please contact us.

12. Changes to this Policy

We may update this Policy from time to time. We will post the updated version here and revise the date above, and where changes are material we will provide notice where appropriate.

13. Contact us

EventGen Ltd, company number 16480174, registered in England and Wales. Email: info@eventgen.ai.