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Welcome to EventFalcon Limited privacy notice. This privacy notice is set out to clearly outline the use of your personal data by EventFalcon Limited.

EventFalcon Limited respects your privacy and is committed to protecting your personal data. This privacy notice will inform you as to how we look after your personal data when you use one of our software products (regardless of where you visit us from) and tell you about your privacy rights and how the law protects you.

This privacy notice is divided into the following sections:

  1. Definitions
  2. Important information and who we are
  3. The data we collect about you
  4. How is your personal data collected
  5. Phone application permissions
  6. How we use your personal data
  7. Disclosures of your personal data
  8. International transfers
  9. Data security
  10. Data retention
  11. Your legal rights


1.1 Lawful basis

Legitimate Interest means the interest of our business in conducting and managing our business to enable us to give you the best service and the best and most secure experience.  We make sure we consider and balance any potential impact on you (both positive and negative) and your rights before we process your personal data for our legitimate interests.  We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law).  You can obtain further information about how we assess our legitimate interests against any potential impact on you in respect of specific activities by contacting us.

Performance of Contract means processing your data where it is necessary for the performance of our contract with you or to take steps at your request before entering into the contract. Comply with a legal or regulatory obligation means processing your personal data where it is necessary for compliance with a legal or regulatory obligation that we are subject to.

1.2 Third parties

Service providers acting as processors based inside the EEA who provide IT and system administration services.

Professional advisers including lawyers, bankers, auditors and insurers based inside the EEA who provide consultancy, banking, legal, insurance and accounting services.  Revenue & Customs, regulators and other authorities based in the Republic of Ireland who require reporting of processing activities in certain circumstances.  Event Organisers who organise, manage and are responsible for the event. We require and expect all Event Organisers to fully comply with GDPR when using this information.


2.1 Purpose of this privacy notice

This privacy notice aims to give you information on how EventFalcon Limited collects and processes your personal data through your use of its products, including any data you may provide through its apps, websites and event software products.

It is important that you read this privacy notice together with any other privacy notice or fair processing notice we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data.

This privacy notice supplements the other notices and is not intended to override them.

2.2 Controller

EventFalcon Limited is the controller and responsible for your personal data (collectively referred to as “EventFalcon Limited”, “we”, “us” or “our” in this privacy notice).  We have appointed a data protection officer (DPO) who is responsible for overseeing questions in relation to this privacy notice.  If you have any questions about this privacy notice, including any requests to exercise your legal rights, please contact the DPO using the details set out below.

2.3 Contact details:

Our full details are:

Full name of legal entity: EventFalcon Limited

Name or title of DPO: John McEvoy

Postal address: 83/84 South Mall, Cork, Ireland

Email address:

Telephone number: +353 86 836 9396

You have the right to make a complaint at any time to the Office of the Information Commissioner (OIC), the Irish supervisory authority for data protection issues (  We would, however, appreciate the chance to deal with your concerns before you approach the OIC so please contact us in the first instance.  Changes to the privacy notice and your duty to inform us of changes.

It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.

2.4 Third party links

Our products may include links to third-party websites, plug-ins and applications.  Clicking on those links or enabling those connections may allow third parties to collect or share data about you.  We do not control these third-party websites and are not responsible for their privacy statements.  When you leave our website, we encourage you to read the privacy notice of every website you visit.


Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).  We may collect, use, store and transfer different kinds of personal data about you which we have grouped together follows:

Identity Data includes first name, last name, username or similar identifier.

Contact Data includes delivery address, email address and telephone numbers.

Financial Data includes bank account and payment card details (when applicable).

Transaction Data includes details about payments to and from you and other details of services we have provided to you.

Technical Data includes internet protocol (IP) address, your login data, browser type and version, phone type, time zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access our products.

Profile Data includes your username and password, services supplied to you, preferences, feedback and survey responses.

Usage Data includes information about how you use our website and services.

Marketing and Communications Data includes your preferences in receiving marketing from us and our third parties and your communication preferences.

Messaging Data includes information sent and received by email, SMS and phone application notifications which is used only for the purposes within each Event.

Location Data includes information about your location when using one of our Phone applications.

We also collect, use and share Aggregated Data such as statistical or demographic data for any purpose.  Aggregated Data may be derived from your personal data but is not considered personal data in law as this data does not directly or indirectly reveal your identity.  For example, we may aggregate your Usage Data to calculate the percentage of users accessing a specific feature. However, if we combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this privacy notice.

We will never collect personal data about your race or ethnicity, religious or philosophical beliefs, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data). Nor do we collect any information about criminal convictions and offences.

If you fail to provide personal data where we need to collect personal data by law, or under the terms of a contract we have with you and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you.  In this case, we may have to cancel a product or service you have with us, but we will notify you if this is the case at the time.


We require the following permissions on our EventFalcon Phone Application for very specific reasons.  The EventFalcon app can only be used by registered users, who are staff or volunteers working at the specific event.

Location Data: We collect location information on registered staff and volunteers when they are at the Event so that the Event Controllers can see where everyone is, and ensure they are where they are supposed to be.  Location tracking is turned off when the user is on break and when logged off.

Phone and SMS: We use the phone call and SMS features ONLY in an emergency when the user has pressed the SOS button.  This links the user as quickly as possible to the Event emergency contact number.  When the user invokes the SOS feature, an SMS is also sent in the background as an additional measure to alert the Event Controller that an emergency has been invoked.

Camera and Media Access: We use the camera and media access when the user chooses to scan a QR-Code, or when the user chooses to take and send a photograph to show details to the Event Controller of an issue or update on status.


We use different methods to collect data from and about you including through:

Direct Interactions: You may give us your Identity and contact Data by filling in forms or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you: create an account; or request marketing to be sent to you.

Automated Technologies or Interactions: As you interact with our apps, websites and other products, we may automatically collect Technical Data about your actions and patterns. We collect this personal data by using cookies, server logs and other similar technologies, as well as through permission-controlled access to data from the Phone applications.

Third parties or publicly available sources: We may receive personal data about you from various third parties and public sources as set out below:

We use different methods to collect data from and about you including through:

(a) analytics providers.

(b) advertising networks.

(c) search information providers.


We will only use your personal data when the law allows us to.  We will use your personal data in the following circumstances:

Where we need to perform the contract, we are about to enter into or have entered into with you

Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests

Where we need to comply with a legal or regulatory obligation.

More about the types of lawful basis that we will rely on to process your personal data is set out above. Generally, we do not rely on consent as a legal basis for processing your personal data other than in relation to sending third party direct marketing communications to you via email or text message.  You have the right to withdraw consent to marketing at any time by contacting us.  Purposes for which we will use your personal data We have set out below, in a table format, a description of all the ways we plan to use your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate. Note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data. Please contact us if you need details about the specific legal ground we are relying on to process your personal data where more than one ground has been set out below.


Type of data

Lawful basis for processing including basis of legitimate interest

To register you as a new user

(a) Identity

(b) Contact

Performance of a contract with you.

To facilitate networking and communications within our products & services.

(a) Identity

(b) Contact

(c) Financial

(d) Transaction

(e) Marketing & Communications

(a) Performance of a contract with you

(b) Necessary for our legitimate interests (to recover debts due to us)

To manage our relationship with you, which will include:

(a) Notifying you about changes to our terms or privacy policy

(b) Asking you to leave a review or take a survey

(a) Identity

(b) Contact

(c) Profile

(d) Marketing & Communications

(a) Performance of a contract with you

(b) Necessary to comply with a legal obligation

(c) Necessary for our legitimate interests (to keep our records updated and to study how clients use our products/services)

To administer and protect our business and our products (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data).     

(a) Identity

(b) Contact

(c) Technical

(a) Necessary for our legitimate interests (for running our business, provision of administration and IT services, network security, to prevent fraud and in the context of a business reorganisation or group restructuring exercise).

(b) Necessary to comply with a legal obligation

To deliver relevant website content and advertisements to you and measure or understand the effectiveness of the advertising we serve to you.

(a) Identity

(b) Contact

(c) Profile

(d) Usage

(e) Marketing & Communications

(f) Technical

Necessary for our legitimate interests (to study how customers use our products/services, to develop them, to grow our business and to inform our marketing strategy).

To make suggestions and recommendations to you about services that may be of interest to you.

(a) Identity

(b) Contact

(c) Profile

(d) Marketing & Communications

Necessary for our legitimate interests (to develop our products/services and grow our business).

To use data analytics to improve our website, products/services, marketing, customer relationships and experiences.

(a) Identity

(b) Usage

Necessary for our legitimate interests (to define types of customers for our products and services, to keep our website updated and relevant, to develop our business and to inform our marketing strategy).

To help you continue your relationships with partners and exhibitors that you have matched with and/or scanned via QR Code in the app, your contact details are provided to these partners & exhibitors after the event.

(a) Identity

(b) Contact

(c) Technical

(d) Usage

(e) Profile

Necessary for networking features and to make it easier for you to stay in touch with the companies and representatives that you have met through the app.


We may have to share your personal data for the purposes set out in the table 4 above with:

Third Parties as set out in 1.2 earlier.

Third parties to whom we may choose to sell, transfer, or merge parts of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them.  If a change happens to our business, then the new owners may use your personal data in the same way as set out in this privacy notice.

Partners and/or Sponsors that you have interacted with and scanned via QR Code or registered.  We require all third parties to respect the security of your personal data and to treat it in accordance with the law.  We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.


Data on citizens within the EEA is held only on systems based within the EEA.  All other data is held on systems based in the USA.

We adhere throughout to the requirements of GDPR regardless where the data is stored.

Where we use certain service providers, we may use specific contracts approved by the European Commission which give personal data the same protection it has in Europe;

Where we use providers based in the US, we may transfer data to them if they are part of the Privacy Shield which requires them to provide similar protection to personal data shared between the Europe and the US.


We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed.  In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know.  They will only process your personal data on our instructions, and they are subject to a duty of confidentiality.

We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.


We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.  To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.


You have the right to:

Request access to your personal data (commonly known as a “data subject access request”). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.

Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.

Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request. Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms.

You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.

Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios: (a) if you want us to establish the data’s accuracy; (b) where our use of the data is unlawful but you do not want us to erase it; (c) where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or (d) you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.

Request the transfer to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.

Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent. If you wish to exercise any of the rights set out above, please contact us. No fee usually required You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive.

Alternatively, we may refuse to comply with your request in these circumstances. What we may need from you We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response. Time limit to respond We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.