1. What this policy covers
This Privacy Policy explains how evAInts (“we”, “us”, “our”) processes personal data when you use the evAInts event concierge (the “Service”).
The Service allows event attendees to ask questions via WhatsApp and receive real-time assistance before, during, and after events.
This policy is designed to comply with applicable data protection laws in:
• United Kingdom (UK GDPR & Data Protection Act 2018)
• Canada (PIPEDA)
• United States (including CCPA / CPRA where applicable)
• Gulf Cooperation Council (GCC) countries, including the UAE, Saudi Arabia, Qatar,
Kuwait, Bahrain, and Oman
2. What personal data we collect
A. Messaging data
When you message the Service, we process:
• Your WhatsApp phone number
• The content of messages you send and receive
• Message metadata (message ID, timestamps, delivery status)
B. Event registration data (if applicable)
If provided by the event organiser, we may access:
• Name, job title, company, attendee type
• Optional profile details (e.g. interests, “looking for”)
• Optional profile photo
• Event(s) you are registered for and visibility/consent preferences
C. Analytics data (anonymised)
1We analyse questions only in anonymised or aggregated form to understand common attendee needs
and improve event experiences.
3. What we do not collect or do
• We do not sell personal data
• We do not use data for advertising or marketing
• We do not intentionally collect sensitive personal data
• We do not use your data to train AI models
Please do not send sensitive or confidential information via WhatsApp.
4. How we use your data
We use data strictly to:
1. 2. 3. 4. Provide the WhatsApp concierge service
Answer event-related questions and send requested information
Maintain service reliability, security, and audit logs
Improve current and future events using anonymised insights
5. AI processing
We use the xAI Grok Business API to help generate responses.
Important safeguards:
• Only the question context is sent to the AI service
• No personal data (such as phone numbers, names, or identifiers) is sent
• Data sent to xAI is not used for model training
• Data is retained for up to 30 days for support purposes only, in line with the Grok
Business API privacy terms
You can review xAI’s privacy commitments in the xAI API Privacy Policy.
6. Legal basis for processing
Depending on your location, we rely on:
• Consent – when you explicitly agree before using the Service
• Performance of a service – to deliver the concierge you requested
• Legitimate interests – to operate, secure, and improve the Service in a fair and proportionate
way
7. Anonymisation and analytics
• Individual questions may be logged for service continuity and support
• Reporting and analytics shared with organisers are aggregated and anonymised
• We do not publish or share identifiable message content
8. Data sharing
We share data only with trusted service providers required to operate the Service, including:
• WhatsApp delivery providers (e.g. messaging infrastructure)
• Cloud hosting platforms
• AI processing via xAI (as described above)
The individual Event organisers may receive aggregated, anonymised insights, but not personal
message content unless explicitly permitted by event rules and user consent.
9. Data residency and international transfers
Data is stored regionally based on the event and business context:
• UK data is stored in UK-based systems
• Canadian data is stored in Canadian systems
• US and GCC data is stored in the relevant regional environments
Where international processing is required (e.g. messaging or AI services), appropriate safeguards are
applied.
10. Data retention
• Conversation history is stored in a short 20 message rolling window for continuity and
support
• Logs are deleted or anonymised once no longer required
• Aggregated analytics may be retained longer as they do not identify individuals
11. Your rights
Depending on your jurisdiction, you may have the right to:
• Access your personal data
• Correct inaccurate data
• Request deletion or erasure
• Withdraw consent at any time
• Object to certain processing
How to exercise your rights
Email privacy@evaints.com and include the WhatsApp number you used.
We may verify control of the number before acting.
12. Children
The Service is intended for professional event use. Where events include minors, the event organiser
is responsible for ensuring appropriate consent.
13. Third-party platforms
Your use of WhatsApp is governed by WhatsApp / Meta’s own terms. This policy applies to data
processed by evAInts once messages reach our systems.
14. Policy updates
We may update this policy from time to time. The effective date will be updated and material changes
may be communicated via the Service.
15. Contact
evAInts
Email: privacy@evAInts.com