Privacy Policy

XSOVIP ("XSOVIP," "we," "us," or "our") operates the XSOVIP event platform available at www.xsovip.com, including RSVP pages, digital tickets, check-in tools, guest profiles, matchmaking features, host admin tools, and related emails and services (collectively, the "Services").

When you RSVP to an event, create a profile, or otherwise use the Services in connection with a specific gathering, the event host also receives and uses guest information for that event. In those cases, XSOVIP processes data to provide the platform, and the host uses it to run their event.

This Privacy Policy explains what personal information we collect, why we collect it, how we use and share it, how long we keep it, and the choices and rights available to you. It applies to guests, hosts, staff, waitlist applicants, and visitors of our marketing site.

Depending on how you use the Services, we may collect:

• Identity and contact details — such as name, email address, phone number, and company.
• Event participation data — RSVP status, ticket type, ticket codes, check-in status, complimentary drink ticket status, invite credits, and related timestamps.
• Profile and matchmaking data — professional headline/tagline, company details, profile photo, claimed member directory profile associations, opt-in/opt-out preferences, invite requests, and curated match assignments prepared for an event.
• Host and staff account data — authentication identifiers, account email, roles, and operational activity needed to administer events.
• Communications data — emails we send (for example RSVP confirmations, pending-approval notices, magic links, staff invites, and match updates) and related delivery metadata.
• Content you upload — such as profile photos, event hero images, and sponsor logos.
• Technical and usage data — IP address, device/browser information, cookies or similar technologies, and basic product usage logs needed for security, reliability, and abuse prevention.
• Support and waitlist information — details you submit when requesting host access or contacting us.

We do not require sensitive categories of personal data (such as health, biometric templates for identification, or precise continuous location tracking) to use the core Services. Please do not submit sensitive information unless an event host expressly asks for it and you choose to provide it.

We collect information from:

• You, when you RSVP, claim or create a profile, check in, or contact us.
• Event hosts and authorized staff, when they manage guest lists and operations.
• Partner directories and data providers used to help verify, enrich, or match professional profiles for events that use those features.
• Service providers that help us operate the platform (for example authentication, email delivery, hosting, databases, and file storage).
• Automatically, through standard web logs and security tooling when you use the Services.

We use personal information to:

• Provide RSVP, ticketing, calendar, and confirmation experiences.
• Authenticate sessions (including magic links and host accounts).
• Enable door/staff check-in and guest venue QR check-in.
• Support optional profile claiming, introductions, and curated matchmaking for opted-in guests.
• Send transactional emails related to your event participation.
• Operate host admin tools, exports, and event configuration.
• Secure the Services, prevent fraud/abuse, and troubleshoot issues.
• Improve reliability, usability, and product quality.
• Comply with law and enforce our terms and policies.
• Notify affected individuals of a significant personal data breach as soon as reasonably practicable.

Where required by applicable law (including the GDPR/UK GDPR), we process personal information based on one or more of the following: performance of a contract or steps requested by you; our legitimate interests in operating a secure event platform and preventing abuse; consent, where we rely on it (for example certain optional profile or marketing uses); and legal obligations.

We do not sell your personal information. We do not rent or trade guest lists for money, and we do not share personal information for cross-context behavioral advertising.

We may share information with:

• Event hosts and authorized staff — so they can manage attendance, check-in, communications, exports, and matchmaking for their event.
• Other guests (limited) — when you opt into profiles/matchmaking, certain profile details you choose to present may be visible to other participants or used for introductions according to that event's features.
• Service providers and processors — companies that help us host, store, authenticate, send email, process images, or otherwise operate the Services under contractual confidentiality and security obligations.
• Data providers and partners — used to verify, match, or process professional profile information where an event uses directory-backed claim/match features.
• Professional advisors and authorities — when reasonably necessary for legal, compliance, security, or dispute purposes.
• Business transfers — if we are involved in a merger, acquisition, financing, reorganization, or sale of assets, personal information may be transferred as part of that transaction, subject to appropriate protections.

Depending on configuration, our Services may rely on infrastructure and tooling such as cloud hosting, managed databases, object storage for images/assets, authentication providers for host accounts, transactional email delivery, and mapping/places tools used by hosts when configuring venues. These providers process data on our instructions to deliver the Services and are not permitted to use your personal information for their own unrelated marketing.

We retain personal information for as long as needed to provide the Services, support event operations and records, resolve disputes, enforce agreements, maintain security, and meet legal, accounting, or reporting requirements. Retention periods vary by data type and event context. When information is no longer needed, we delete or de-identify it in a commercially reasonable manner, subject to backup and audit constraints.

We use administrative, technical, and organizational measures designed to protect personal information, including access controls, encrypted transport (HTTPS), least-privilege practices for production systems, and monitoring for abuse. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

If we become aware of a significant personal data breach affecting your information, we will notify you and/or the relevant event host as soon as reasonably practicable, and we will take steps we consider appropriate to investigate, contain, and remediate the incident, consistent with applicable law. Where legally required, we will also notify regulators within required timelines.

• You may choose not to RSVP or not to create/claim a profile.
• Where matchmaking is offered, you may opt out of profile matching features.
• You may request updates to inaccurate RSVP or profile information by contacting the event host or writing to us at privacy@xsovip.com.
• Transactional messages related to your ticket, check-in, or security are necessary to operate the Services and may not be fully optional while you remain registered for an event.

Depending on where you live, you may have rights to access, correct, delete, or export personal information; to object to or restrict certain processing; to withdraw consent where processing is consent-based; and to appeal or lodge a complaint with a supervisory authority.

To exercise a privacy request, email privacy@xsovip.com with enough detail for us to verify your identity and locate your records. If your request relates to a specific event guest list, we may coordinate with the event host. We will respond within the timeframe required by applicable law.

Residents of certain U.S. states (including California) may have additional rights regarding access, deletion, and correction, and the right to be free from discrimination for exercising those rights. Because we do not sell personal information or share it for cross-context behavioral advertising, we do not currently offer a "Do Not Sell or Share" opt-out mechanism beyond this policy.

We may process and store information in the United States and other countries where we or our service providers operate. Those locations may have different data-protection laws than your home jurisdiction. Where required, we use appropriate safeguards for cross-border transfers.

The Services are intended for adults and professional event participation. We do not knowingly collect personal information from children under 16. If you believe a child has provided personal information to us, contact privacy@xsovip.com and we will take appropriate steps to delete it.

We use cookies and similar technologies that are necessary to operate authenticated sessions, remember preferences, protect against abuse, and keep the Services reliable. We do not use third-party advertising cookies to sell your personal information. You can control cookies through your browser settings; disabling necessary cookies may affect sign-in and other features.

Event pages may link to third-party sites (for example venue maps, sponsor websites, or calendar providers). Those services have their own privacy practices, which we do not control. Event hosts may also collect or use information outside XSOVIP; their practices are governed by their own policies.

We may update this Privacy Policy from time to time. When we make material changes, we will update the effective date above and, where appropriate, provide additional notice through the Services or by email. Continued use of the Services after an update becomes effective constitutes acceptance of the revised policy to the extent permitted by law.

For privacy questions, requests, or notices regarding a significant data incident, contact:

XSOVIP
Email: privacy@xsovip.com
Web: www.xsovip.com