Privacy Policy

1. Who this covers, and our role

This policy covers eventhubq.com, the EventHubQ mobile app, and related messages (the “Service”). It applies to account holders (hosts, event managers, organizers, vendors, venues and their teams), to guests who receive invitations, to supporters who pledge, to people asked to pick a time, and to visitors. We handle three kinds of personal data differently:

• Account data (your profile, workspace, billing, listings): SoftTelRG LLC decides how it is used and is the controller.
• Guest and contact data uploaded by hosts (names, emails, phone numbers, RSVP answers, staff lists, contacts a host typed in): the host decides why it is used and must have a lawful basis. We process it on the host's behalf to run their event, as a processor or service provider. If you are a guest and want your details removed, ask the host, or contact us and we will help.
• Vendor contact data (a business's public listing and contact details, a home cook's pickup area and phone): supplied by the vendor, or shared from PinchHitterPool when the vendor opts in, and shown only as described in section 5.

2. What we collect

• Account basics: name and email from secure sign-in (Microsoft, Google, Apple or email, through Microsoft's identity platform), your time zone and preferences.
• Workspace and event data: events, plans, steps, notes, budgets, attachments you upload, team members and their roles.
• Guest data entered by hosts: guest names, email addresses and phone numbers (encrypted), households and groups, invitation status, RSVP answers including meal, allergy and accessibility notes, comments, and check-in times.
• Staff and manually added vendors: names, roles, phone numbers and emails a host types in or uploads (encrypted), visible only to the event's managers.
• Vendor and venue profiles: business name, categories, services, service areas, calendar blocks, public contact details, food listing, and the verification result from PinchHitterPool.
• Food orders: what was ordered, servings, timing, pickup or delivery, the delivery address and a contact phone (encrypted), and both sides' hand-over confirmations or dispute notes.
• Pledges: a supporter's name, email and/or phone (encrypted), the amount, an optional note, and the consent record. Only the event's organizers see them.
• Pledge drive applications: the organization's name, website and tax or registration number (encrypted), the applicant's name, role and verified email (encrypted), and the stated purpose. Our review team (and any vetting company we use) sees them; we keep them on record and may share them with law enforcement or regulators when the law requires it (see the Terms).
• Find-a-time answers: the times each participant can make, and any times they propose.
• Messages: invitation and campaign content, delivery status, and unsubscribe records (kept as one-way hashes).
• “Keep me posted” sign-ups: only if a guest ticks the box on an RSVP page (see section 9).
• Anonymous statistics: daily totals and one-way fingerprints of guests reached (see section 10).
• Billing: plan, event passes, credit purchases and invoices. Card details are collected and stored by Stripe, not by us.
• Technical data: IP address, device and browser type, and security logs, used to keep the Service safe and working.

3. What we deliberately do not do

• We don't store passwords (Microsoft does) or card numbers (Stripe does).
• We don't keep hidden guest data. When an event's guest details are removed, they are removed, not just hidden.
• We do not sell or rent guest contact lists, or any personal data, and we don't use guest lists for advertising. We never add a guest to our own mailing list unless the guest ticks “Keep me posted” themselves.
• We don't send marketing by text message, ever.
• We don't process payments between hosts and vendors, food payments, tickets or donations, so we hold no such payment data.

4. How we use personal data

• To provide the Service: invitations, RSVPs, plans, vendor and staff coordination, food orders, pledges, check-in and close-out.
• To send the messages you or a host ask us to send, and service notices about your account, orders and disputes.
• To keep the Service safe: spam and abuse checks on messages, rate limits, fraud prevention and audit logs.
• To bill for passes, subscriptions and credits, and to meet legal and tax obligations.
• To understand aggregate usage and improve the Service (only if analytics is allowed; see Cookies), and to keep the anonymous statistics described in section 10.
• To email guests who asked for it about planning their own events with EventHubQ (section 9).

Legal bases (where GDPR applies): performance of a contract, legitimate interests (security, product improvement), legal obligation, and consent where we ask for it.

5. Who we share data with (sub-processors)

We use these providers, bound by contract to handle data only on our instructions:

• Microsoft Azure (application hosting, database, file storage, key storage and Microsoft's identity platform for sign-in), in the United States.
• Microsoft Azure AI Content Safety (automated screening of the text members type, such as names, descriptions, messages and notes, for threats, hate, sexual content and self-harm before it is shown to others). Only the text is sent, not who wrote it; the result is kept as a moderation record.
• Vercel (website hosting and privacy-friendly traffic analytics).
• Stripe (payment for event passes, subscriptions and credits; and identity verification of vendors, performed on PinchHitterPool).
• Google (Maps and Places for address lookup, reCAPTCHA on public forms, Google sign-in, Business Profile verification of vendors on PinchHitterPool, optional Analytics, and Google Ads conversion measurement for our Google ads, only after you accept analytics cookies).
• Twilio (text-message delivery and STOP handling).
• Google Workspace (Gmail) (delivery of the emails EventHubQ sends today, from EventHubQ <support@softtelrg.com>). If we add another email delivery provider we will list it here.
• PinchHitterPool (our sister service, operated by SoftTelRG LLC: vendor and staff profiles and verification results, and dispute notices to our admins). Same company, same policy standards.

Inside the Service, data is shared only as the product needs: co-hosts see the event they are part of; a vendor sees the booking or food order a host sends them and, once accepted, the host's name, phone and delivery address; a host sees the vendor's contact details and pickup instructions once an order is accepted; guests see their own invitation; poll participants never see each other's contact details. We may disclose data if required by law or to protect people from harm.

Vendor and staff profiles from PinchHitterPool

Vendor profiles marked Verified by PinchHitterPool come from our sister service PinchHitterPool (also operated by SoftTelRG LLC), and only when the business or independent pro opts in to being listed on EventHubQ. EventHubQ receives public profile facts: the name, description, website, city and state or region, skills and services, which checks PinchHitterPool completed (for example Google Business Profile, ID or phone) and open postings. Individuals are shown by first name and last initial only, and never with a street address or map location. A vendor's phone number or email comes from PinchHitterPool only when the vendor chose to share it there, only for signed-in hosts and planners who press Show contact (or add the vendor to an event), and each lookup is logged and limited. When a vendor stops listing on EventHubQ, they no longer appear in searches.

6. Cookies

• Strictly necessary: httpOnly session cookies that keep you signed in, and a short-lived sign-in state cookie (ten minutes). Page scripts can't read these.
• Security: Google reCAPTCHA on public forms.
• Preferences: your active workspace, stored in your browser.
• Analytics (optional): Google Analytics, and the Google Ads tag that tells Google an ad led to a sign-up or a new event, load only after you choose Accept analytics on the cookie banner; change your choice any time under Cookie settings in the footer. It is always off inside the mobile apps, and a browser that sends Global Privacy Control (GPC) gets no analytics script.

We use no advertising or cross-site tracking cookies. Guest RSVP, poll and pledge pages set no analytics cookies beyond what is strictly necessary.

7. How long we keep data

The 60-day rule. Unless the host has a subscription, an event's photos, files and guest details are removed 60 days after the event. Guest details means guest names, emails and phone numbers, RSVP answers (including meal, allergy and accessibility notes), comments, feedback, check-ins, the messages sent to guests, staff and manually added vendor contacts, and pledger names and contacts. We email the host 30, 7 and 1 days before, with a link to download everything. After the removal a slim event summary stays: the event's details, plan and budget, and counts (for example how many were invited, replied, checked in or pledged, and the pledged total), so the host can look back and reuse the event. The summary contains no guest names or contact details.

• Sooner, when the host chooses it: an event's own privacy setting (for example closing it out, or cancelling it, with its grace period) deletes the whole event, summary included, on the date shown in the event's settings. Deleting an account deletes the workspaces it alone owns and every event in them.
• Subscribers keep their data: the 60-day rule doesn't apply while the host's Host or Planner subscription is active. When it lapses, a 60-day clock starts. The event's own privacy setting and account deletion still apply.
• Pledge drive applications: application records are kept for up to 7 years for legal and law-enforcement requests, even after the event is deleted.
• Pledge archives, for everyone: when pledging ends, the pledger list is sealed into an encrypted archive the organizer can download. The archive is deleted 60 days after it was made, on every plan, or sooner when the organizer deletes it; the totals stay.
• Food orders: order details stay with the workspace's and vendor's records; delivery addresses and phones are encrypted and are removed with the event or account.
• A host's address book: contacts a host saves in the workspace's guest directory stay until the host removes them or deletes the account.
• Unsubscribes: kept as a one-way hash so we never message that address again.
• “Keep me posted” sign-ups: until the guest unsubscribes (section 9).
• Anonymous statistics: kept permanently (section 10).
• Account data: while your account is open. When you delete your account we delete or anonymize it, except records we must keep.
• Records we must keep: invoices, event pass purchases and tax records (as required by law), security and audit logs (typically up to 2 years), dispute conclusions without contact details, and delivery receipts without contact details.

8. Texts and emails

Text messages (SMS)

• Consent and sender: hosts send invitations, reminders, updates and thank-you notes by text to numbers they entered for their event. Messages are sent by SoftTelRG LLC on the host's behalf through Twilio, identify the event or EventHubQ, and end with “Reply STOP to end all EventHubQ texts”. Verification codes are sent only when you ask for one.
• Frequency: varies by event, usually a few messages per event.
• Message and data rates may apply from your carrier.
• STOP and HELP: reply STOP to any message to stop all texts from EventHubQ, for every host and event (not just one), and a host cannot override it; reply START to receive texts again. The same text number also sends PinchHitterPool verification codes, so STOP pauses those too. Reply HELP or email support@softtelrg.com for help.
• We never send marketing by text. See also the Terms.

Email

• Transactional email is what a host asked us to send about their event (invitations, reminders, updates, thank-you notes, find-a-time and pledge confirmations), plus service notices about your account, orders and disputes. It is sent from EventHubQ <support@softtelrg.com> and identifies the host or event it is about.
• Marketing email from EventHubQ goes only to people who ticked “Keep me posted” (section 9). Hosts' own campaigns may go only to recipients who agreed to hear from them.
• Unsubscribe: invitations and campaigns carry a visible unsubscribe link and one-click unsubscribe headers (RFC 8058). Unsubscribing suppresses your address for that sender immediately; one-click requests are honored at once. Postal address for notices: SoftTelRG LLC, 7300 State Highway 121, Suite 300, McKinney, Texas 75070, USA.
• Vendors a host invites to join PinchHitterPool get at most two emails and a “Don't email me again” link.

9. “Keep me posted” emails from EventHubQ

RSVP pages can show an optional box: “Keep me posted about EventHubQ”. It is unticked by default and only appears for guests who reply with an email address. If you tick it, EventHubQ (not the host) stores your email address (encrypted), your first name, where you signed up, the time and exact wording of your consent, and a one-way hash of your IP address as a record of the consent.

• We use it only to email you now and then about planning your own events with EventHubQ.
• The host never sees it, and it has no effect on your RSVP.
• Every email has a one-click unsubscribe link. Unticking the box later doesn't unsubscribe you; the link does.
• We never send marketing by text message.
• We keep it until you unsubscribe. It is not removed with the event, because you asked for it, not the host. After you unsubscribe we keep the record of your consent and unsubscribe so we can show we respected it, and we don't email you again.
• Where GDPR applies, the legal basis is your consent, which you can withdraw at any time.

10. Anonymous statistics

To see how EventHubQ is growing, we keep daily totals, such as events created, invitations and messages sent, RSVPs, attendees and check-ins. To count unique people reached without storing who they are, we also keep a one-way fingerprint (a keyed hash) of each guest's email address, or phone number when there is no email. A fingerprint can't be turned back into an address or number, and it is stored with no name, event or host. These statistics are kept permanently, including after an event's guest details are removed.

11. Your rights, including as a guest without an account

You can access, correct, export or delete your personal data, and object to or restrict certain processing. Account holders use Account in the app or email support@softtelrg.com. Guests, supporters and other people without an account can use the unsubscribe link in any email, reply STOP to any text, ask the host who invited them, or use the contact page and choose “Privacy & data”; we will confirm the request belongs to you and act on it, including asking the host to remove your details from their event. We respond within 30 days and never discriminate against you for exercising your rights.

• EEA, UK and Switzerland (GDPR): access, rectification, erasure, restriction, portability and objection; withdraw consent at any time; complain to your supervisory authority. Data is processed in the United States under appropriate safeguards, including Standard Contractual Clauses with our processors. Write to support@softtelrg.com to exercise these rights or to ask about our data-processing terms.
• Canada (PIPEDA and provincial laws): access and correct your information and withdraw consent; complain to the Office of the Privacy Commissioner of Canada.
• United States (CCPA/CPRA and similar state laws): know, access, correct, delete and port your information, and opt out of sale or sharing. We do not sell or share personal information as those laws define it.

12. Security

Data is encrypted in transit (TLS) and at rest. Guest emails and phone numbers, delivery addresses and pledger contacts are additionally encrypted at the field level, with keys held in managed key storage. Access is role-based and logged. No system is perfectly secure; if a breach affects your data we will notify you and the authorities as the law requires.

13. Children

Accounts are for people 18 and over. Hosts may invite guests of any age (for example, a family or a child's party). A host who enters a child's details must be the child's parent or guardian or have their permission, and should use the parent's or guardian's contact details. We don't knowingly collect data directly from children under 13.

14. Changes and contact

Features change over time, and when a change affects what personal data we process or how, we update this policy. We post every change here with a new “Last updated” date, and tell account holders about material changes by email and/or in the app before they take effect. Questions: support@softtelrg.com, the contact page, or SoftTelRG LLC, 7300 State Highway 121, Suite 300, McKinney, Texas 75070, USA.