This Privacy Policy describes Our policies and procedures on the collection, use and disclosure of Your information when You use the Service and tells You about Your privacy rights and how the law protects You.
We use Your Personal data to provide and improve the Service. By using the Service, You agree to the collection and use of information in accordance with this Privacy Policy.
Interpretation and Definitions
Interpretation
The words of which the initial letter is capitalized have meanings defined under the following conditions. The following definitions shall have the same meaning regardless of whether they appear in singular or in plural.
Definitions
For the purposes of this Privacy Policy:
- Account
- means a unique account created for You to access our Service or parts of our Service.
- Company
- (referred to as either "the Company", "We", "Us" or "Our" in this Agreement) refers to Event Captain, Vancouver, British Columbia, Canada.
- Connected Account
- means a third-party account (such as a Google or Microsoft account) that You choose to connect to the Service so the Service can provide features using that account, such as email and calendar features.
- Cookies
- are small files that are placed on Your computer, mobile device or any other device by a website, containing the details of Your browsing history on that website among its many uses.
- Country
- refers to: British Columbia, Canada
- Device
- means any device that can access the Service such as a computer, a cellphone or a digital tablet.
- Personal Data
- is any information that relates to an identified or identifiable individual.
- Service
- refers to the Website.
- Service Provider
- means any natural or legal person who processes the data on behalf of the Company. It refers to third-party companies or individuals employed by the Company to facilitate the Service, to provide the Service on behalf of the Company, to perform services related to the Service or to assist the Company in analyzing how the Service is used.
- Usage Data
- refers to data collected automatically, either generated by the use of the Service or from the Service infrastructure itself (for example, the duration of a page visit).
- Website
- refers to Event Captain, accessible from https://www.eventcaptain.com/
- You
- means the individual accessing or using the Service, or the company, or other legal entity on behalf of which such individual is accessing or using the Service, as applicable.
Collecting and Using Your Personal Data
Types of Data Collected
Personal Data
While using Our Service, We may ask You to provide Us with certain personally identifiable information that can be used to contact or identify You. Personally identifiable information may include, but is not limited to:
- Email address
- First name and last name
- Phone number
- Address, State, Province, ZIP/Postal code, City
- Usage Data
Usage Data
Usage Data is collected automatically when using the Service.
Usage Data may include information such as Your Device's Internet Protocol address (e.g. IP address), browser type, browser version, the pages of our Service that You visit, the time and date of Your visit, the time spent on those pages, unique device identifiers and other diagnostic data.
When You access the Service by or through a mobile device, We may collect certain information automatically, including, but not limited to, the type of mobile device You use, Your mobile device unique ID, the IP address of Your mobile device, Your mobile operating system, the type of mobile Internet browser You use, unique device identifiers and other diagnostic data.
We may also collect information that Your browser sends whenever You visit our Service or when You access the Service by or through a mobile device.
Information from Connected Accounts
If You are a customer, the Service lets You connect Your own email and calendar accounts (currently Google and Microsoft accounts) so the Service can provide the features You connect them for — for example, showing your event-inquiry email conversations inside the Service, sending replies from your own address, and booking meetings on your calendar.
If You decide to connect such an account, We collect only the data needed to provide those features, as described in the Google User Data section below. Microsoft account data is handled the same way, with one addition: for connected Microsoft accounts, We may add Event Captain's own sending addresses to your address book as contacts, so that our scheduling and notification emails reach you reliably; you can delete any of these contacts at any time and We will not re-add them. Connecting an account is always Your choice, and You can disconnect it at any time from within the Service.
Google User Data
When you connect your Google account (Gmail and Google Calendar) to Event Captain, we access your data through Google APIs solely to provide the features you have connected the account for:
- Email (Gmail). We read the messages and label metadata in your connected mailbox to surface your event-inquiry conversations on your Event Captain lead timeline, and we send the messages and replies that you compose, approve, or schedule from your address.
- Calendar. We create, update, and cancel calendar events on your behalf when you or a prospect books a meeting through Event Captain's scheduler.
- Profile. We read your basic profile (name and email address) to identify the connected account.
Limited Use
Event Captain's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements. Specifically:
- We use Google user data only to provide and improve the user-facing features described above, which are prominent in the Service's interface; we do not use it for serving advertisements.
- We do not transfer Google user data to third parties except as necessary to provide or improve these features (for example, to the service providers named in this section, acting on our behalf), for security purposes, to comply with applicable law, or as part of a merger, acquisition, or sale of assets after obtaining your explicit prior consent.
- We do not allow humans to read this data unless we have your affirmative consent for specific messages, it is necessary for security purposes or to comply with applicable law, or the data has been aggregated and anonymized.
Artificial intelligence
Event Captain uses AI-assisted features to provide the Service — for example, classifying incoming event-inquiry emails so they appear in the right place in your dashboard. To provide these features, limited portions of your Google user data (such as the text of an inquiry email) are processed by third-party AI providers acting on our behalf, currently Google's Gemini API. We use these providers under paid business terms under which your data is not used to train their models. We do not use Google user data to develop, improve, or train generalized artificial-intelligence or machine-learning models — our own or any third party's. AI processing is used solely to provide the relevant feature to you.
How your Google data is handled
Event Captain connects to your Google account through Nylas, our SOC 2-certified email and calendar API infrastructure provider — this is why Google's consent screen references nylas.com. Data we store is held in our database, hosted by Supabase, with encryption in transit (TLS) and at rest (AES-256), isolated per customer account, and is never sold.
Retention and deletion
We retain Google user data only while your account remains connected. If you disconnect an account from Settings → Integrations → Email Accounts in your Event Captain dashboard, or revoke Event Captain's access at https://myaccount.google.com/permissions, we delete the access credentials promptly and permanently delete the stored Google user data associated with that account — including stored email content and calendar data — within 30 days of disconnection. Reconnecting the same account within that window keeps your data intact. You can also request earlier or immediate deletion of stored Google user data at any time by emailing hello@eventcaptain.com.
Use of Your Personal Data
Google user data is used only as described in the Google User Data section above. If anything else in this Privacy Policy could be read to permit broader use, sharing, or retention of Google user data, the Google User Data section controls.
The Company may use Personal Data for the following purposes:
- To provide and maintain our Service, including to monitor the usage of our Service.
- To manage Your Account: to manage Your registration as a user of the Service. The Personal Data You provide can give You access to different functionalities of the Service that are available to You as a registered user.
- For the performance of a contract: the development, compliance and undertaking of the purchase contract for the products, items or services You have purchased or of any other contract with Us through the Service.
- To contact You: To contact You by email, telephone calls, SMS, or other equivalent forms of electronic communication, such as a mobile application's push notifications regarding updates or informative communications related to the functionalities, products or contracted services, including the security updates, when necessary or reasonable for their implementation.
- To provide You with news, special offers and general information about other goods, services and events which we offer that are similar to those that you have already purchased or enquired about unless You have opted not to receive such information. (This never includes Google user data.)
- To manage Your requests: To attend and manage Your requests to Us.
- For business transfers: We may use Your information to evaluate or conduct a merger, divestiture, restructuring, reorganization, dissolution, or other sale or transfer of some or all of Our assets, whether as a going concern or as part of bankruptcy, liquidation, or similar proceeding, in which Personal Data held by Us about our Service users is among the assets transferred.
- For other purposes: We may use Your information for other purposes, such as data analysis, identifying usage trends, determining the effectiveness of our promotional campaigns and to evaluate and improve our Service, products, services, marketing and your experience. (This does not apply to Google user data, whose use is limited as described in the Google User Data section.)
Sharing Your Personal Data
We may share Your personal information in the following situations:
- With Service Providers: We may share Your personal information with Service Providers to provide the Service, to monitor and analyze the use of our Service, and to contact You. (Google user data is shared with Service Providers only as necessary to provide the features described in the Google User Data section.)
- For business transfers: We may share or transfer Your personal information in connection with, or during negotiations of, any merger, sale of Company assets, financing, or acquisition of all or a portion of Our business to another company. (Google user data will only be transferred as part of such a transaction after obtaining your explicit prior consent.)
- With other users: when You share personal information or otherwise interact in the public areas with other users, such information may be viewed by all users and may be publicly distributed outside.
- With Your consent: We may disclose Your personal information for any other purpose with Your consent.
Retention of Your Personal Data
The Company will retain Your Personal Data only for as long as is necessary for the purposes set out in this Privacy Policy. We will retain and use Your Personal Data to the extent necessary to comply with our legal obligations (for example, if we are required to retain your data to comply with applicable laws), resolve disputes, and enforce our legal agreements and policies. Google user data is subject to the shorter retention and deletion terms described in the Google User Data section, which controls for that data.
The Company will also retain Usage Data for internal analysis purposes. Usage Data is generally retained for a shorter period of time, except when this data is used to strengthen the security or to improve the functionality of Our Service, or We are legally obligated to retain this data for longer time periods.
Transfer of Your Personal Data
Your information, including Personal Data, is processed at the Company's operating offices and in any other places where the parties involved in the processing are located. It means that this information may be transferred to — and maintained on — computers located outside of Your state, province, country or other governmental jurisdiction where the data protection laws may differ than those from Your jurisdiction.
Your consent to this Privacy Policy followed by Your submission of such information represents Your agreement to that transfer.
The Company will take all steps reasonably necessary to ensure that Your data is treated securely and in accordance with this Privacy Policy and no transfer of Your Personal Data will take place to an organization or a country unless there are adequate controls in place including the security of Your data and other personal information.
Delete Your Personal Data
You have the right to delete or request that We assist in deleting the Personal Data that We have collected about You.
Our Service may give You the ability to delete certain information about You from within the Service.
You may update, amend, or delete Your information at any time by signing in to Your Account, if you have one, and visiting the account settings section that allows you to manage Your personal information. You may also contact Us to request access to, correct, or delete any personal information that You have provided to Us.
Please note, however, that We may need to retain certain information when we have a legal obligation or lawful basis to do so.
Disclosure of Your Personal Data
Business Transactions
If the Company is involved in a merger, acquisition or asset sale, Your Personal Data may be transferred. We will provide notice before Your Personal Data is transferred and becomes subject to a different Privacy Policy. Google user data will only be transferred as part of such a transaction after obtaining your explicit prior consent.
Law enforcement
Under certain circumstances, the Company may be required to disclose Your Personal Data if required to do so by law or in response to valid requests by public authorities (e.g. a court or a government agency).
Other legal requirements
The Company may disclose Your Personal Data in the good faith belief that such action is necessary to:
- Comply with a legal obligation
- Protect and defend the rights or property of the Company
- Prevent or investigate possible wrongdoing in connection with the Service
- Protect the personal safety of Users of the Service or the public
- Protect against legal liability
Security of Your Personal Data
The security of Your Personal Data is important to Us. Data We store is encrypted in transit (TLS) and at rest (AES-256), isolated per customer account, and protected by access controls; we review our security posture through independent security assessments. However, no method of transmission over the Internet, or method of electronic storage is 100% secure — while We strive to use commercially acceptable means to protect Your Personal Data, We cannot guarantee its absolute security.
Children's Privacy
Our Service does not address anyone under the age of 13. We do not knowingly collect personally identifiable information from anyone under the age of 13. If You are a parent or guardian and You are aware that Your child has provided Us with Personal Data, please contact Us. If We become aware that We have collected Personal Data from anyone under the age of 13 without verification of parental consent, We take steps to remove that information from Our servers.
If We need to rely on consent as a legal basis for processing Your information and Your country requires consent from a parent, We may require Your parent's consent before We collect and use that information.
Links to Other Websites
Our Service may contain links to other websites that are not operated by Us. If You click on a third party link, You will be directed to that third party's site. We strongly advise You to review the Privacy Policy of every site You visit.
We have no control over and assume no responsibility for the content, privacy policies or practices of any third party sites or services.
Changes to this Privacy Policy
We may update Our Privacy Policy from time to time. We will notify You of any changes by posting the new Privacy Policy on this page.
We will let You know via email and/or a prominent notice on Our Service, prior to the change becoming effective and update the "Last updated" date at the top of this Privacy Policy.
You are advised to review this Privacy Policy periodically for any changes. Changes to this Privacy Policy are effective when they are posted on this page.
Contact Us
If you have any questions about this Privacy Policy, You can contact us:
- By email: hello@eventcaptain.com