Last updated October 26, 2026
This Privacy Notice for CheckInOS ("we," "us," or "our"), describes how and why we access, collect, store, use, and/or share ("process") your personal information when you use our services ("Services"), including when you:
Questions or concerns? Reading this Privacy Notice will help you understand your privacy rights and choices. We are responsible for making decisions about how your personal information is processed. If you do not agree with our policies and practices, please do not use our Services. If you still have any questions or concerns, please contact us at events@checkinos.com.
This summary provides key points from our Privacy Notice, but you can find out more details about any of these topics by clicking the link following each key point or by using our table of contents below to find the section you are looking for.
What personal information do we process? When you visit, use, or navigate our Services, we process personal information depending on how you interact with us and the Services, the choices you make, and the products and features you use. Learn more about personal information you disclose to us.
Do we process any sensitive personal information? Some information is considered "special" or "sensitive" in certain jurisdictions, for example your racial or ethnic origins, sexual orientation, and religious beliefs. We do not intentionally collect or request sensitive personal information, and Organizers are contractually prohibited from requesting it through a Feedback Form. If an attendee nonetheless volunteers such information in a free-text answer, we still store it as part of that response until it is deleted or anonymized under our retention schedule; see sensitive information below.
Do we collect any information from third parties? If you sign in with Google, Microsoft, or Apple, we receive profile information from that provider. Payment and email services also process data on our behalf. Learn more in sections 7 and 5.
How do we process your information? We process your information to provide, improve, and administer our Services, communicate with you, for security and fraud prevention, and to comply with law. We will also process your information for other purposes with your consent. We process your information only when we have a valid legal reason to do so. Learn more about how we process your information.
In what situations and with which parties do we share personal information? We share information in specific situations and with specific third parties. Learn more about when and with whom we share your personal information.
How do we keep your information safe? We have adequate organizational and technical processes and procedures in place to protect your personal information. However, no electronic transmission over the internet or information storage technology can be guaranteed to be 100% secure, so we cannot promise or guarantee that hackers, cybercriminals, or other unauthorized third parties will not be able to defeat our security and improperly collect, access, steal, or modify your information. Learn more about how we keep your information safe.
What are your rights? Depending on where you are located geographically, applicable privacy law gives you certain rights regarding your personal information. Learn more about your privacy rights.
How do you exercise your rights? The easiest way to exercise your rights is by visiting our data deletion form, events@checkinos.com, or by contacting us. We will consider and act upon any request in accordance with applicable data protection laws.
Want to learn more about what we do with any information we collect? Review the Privacy Notice in full.
In Short: We collect personal information that you provide to us.
We collect personal information that you voluntarily provide to us when you register on the Services, express an interest in obtaining information about us or our products and Services, when you participate in activities on the Services, or otherwise when you contact us.
Personal Information Provided by You. The personal information that we collect depends on the context of your interactions with us and the Services, the choices you make, and the products and features you use. The personal information we collect includes the following:
Free resources (lead magnets). When you request a free resource such as our Event Ops Checklist, we ask for your name, email address, organization, role, the tools you currently use, and roughly how many events you run per year, together with your optional choice about marketing email. We use these answers to send you the resource. We only keep them if you tick the box to receive marketing email. See HOW LONG DO WE KEEP YOUR INFORMATION?.
Sensitive Information. The Services are not intended for special-category data under GDPR Article 9, criminal-offence data, children's data, health data, biometric data, government identifiers, or similar high-risk information in Feedback Forms. Organizers are prohibited from intentionally requesting that information without our prior written approval and all required safeguards. If an attendee voluntarily enters such information into a free-text answer, the relevant Organizer is generally the controller and should contact us promptly if deletion or other action is required.
Social Media Login Data. You may register or sign in using Google, Microsoft Entra ID, or Apple. If you choose to do so, we receive certain profile information from the provider, as described in HOW DO WE HANDLE YOUR SOCIAL LOGINS? below.
All personal information that you provide to us must be true, complete, and accurate, and you must notify us of any changes to such personal information.
Our use of information received from Google APIs will adhere to Google API Services User Data Policy, including the Limited Use requirements.
In Short: We process your information to provide, improve, and administer our Services, communicate with you, for security and fraud prevention, and to comply with law. We will also process your information for other purposes with your consent.
We process your personal information for a variety of reasons, depending on how you interact with our Services, including:
Organizers and attendees. If you are an event organizer (platform account holder), we are generally the controller for your account data. If you are an attendee or ticket buyer, the event organizer is generally the controller for event-related data; we process that data as processor on the organizer's instructions. See our Data Processing Agreement and Terms of Service.
Replies to ticket emails. When you reply to a ticket email addressed for replies to the Organizer, your email provider sends your message, email address, and any attachments directly to the Organizer's designated mailbox. The Organizer and its mailbox provider process that correspondence under their own privacy arrangements. CheckInOS does not receive or store those replies through this routing. Messages you separately send to CheckInOS support are handled as support correspondence under this notice.
Anonymous and identified feedback. For an anonymous-to-organizer Feedback Form, the stored submission is designed without a direct attendee link and the Organizer receives a random, form-specific response identifier rather than attendee identity. Invitation and email-delivery records remain separate and are still processed to send the link, prevent duplicate submissions, apply reminder opt-outs, and protect the Services. This is anonymity from the Organizer, not a promise of absolute or forensic anonymity. For an identified Feedback Form, the stored response may be linked to the attendee and authorized Organizer users may see the attendee's name and email with the response. The attendee-facing notice identifies the selected mode.
We use Vercel for application hosting, Supabase/PostgreSQL and Storage for the database and Feedback Form branding images, and the configured Redis provider (Upstash in our hosted configuration) for temporary state. EU regions are used where configured; this is not a guarantee that all provider processing stays within the EEA. Hosting and infrastructure providers, OAuth identity providers (Google, Microsoft, Apple), Resend, and Stripe may operate globally and may process data outside the EEA. Resend processes recipient addresses and message content for email delivery. See our Subprocessor List for details and transfer safeguards.
Public branding images: Feedback Form branding images are validated and optimized, then served through public, unsigned URLs for display in forms and emails. Anyone who obtains an image URL can retrieve that image without signing in. This bucket is intended for branding the Organizer is authorized to disclose publicly, not attendee records, confidential images, or Feedback Form answers.
In Short: We only process your personal information when we believe it is necessary and we have a valid legal reason (i.e., legal basis) to do so under applicable law, like with your consent, to comply with laws, to provide you with services to enter into or fulfill our contractual obligations, to protect your rights, or to fulfill our legitimate business interests.
The General Data Protection Regulation (GDPR) and UK GDPR require us to explain the valid legal bases we rely on in order to process your personal information. As such, we rely on the following legal bases to process your personal information:
For the platform purposes we determine, such as our own account security and billing, we act as controller. For event-related personal data we process on an Organizer's behalf, the Organizer is generally the controller and our Data Processing Agreement governs our processor obligations. The event-processing descriptions in this notice explain our service operation; they do not replace the Organizer's privacy notice or its responsibility for lawful instructions. Direct questions about an Organizer's privacy practices to that Organizer.
In Short: We share information in specific situations described in this section and/or with the following third parties.
We share personal information with service providers that help us deliver the Services, including:
The current list with roles, dates, and status is at /subprocessors.
In Short: We use cookies and other tracking technologies to collect and store your information.
We use cookies and similar tracking technologies (like web beacons and pixels) to gather information when you interact with our Services. Some online tracking technologies help us maintain the security of our Services and your account, prevent crashes, fix bugs, save your preferences, and assist with basic site functions.
Authentication cookies (session and CSRF) are strictly necessary to sign in and secure the Services. Under applicable ePrivacy rules, we do not require a separate cookie banner for those cookies alone. See our Cookie Policy.
Analytics cookies (PostHog, EU Cloud) are opt-in. With your consent, given through our cookie consent banner, we use PostHog to record page views and product usage events: event and page-view tracking only, with no session replay or heatmaps. Nothing from PostHog loads and no PostHog cookie or storage identifier is set until you affirmatively accept; declining, or later withdrawing consent via "Cookie preferences," stops PostHog entirely. Our legal basis for this processing is your consent under GDPR/UK GDPR Article 6(1)(a) and the ePrivacy Directive as implemented in applicable Member State law. You can withdraw consent at any time with no effect on sign-in or core functionality. See withdrawing your consent.
We do not use third-party advertising, retargeting, or cart-abandonment cookies on the Services. Organizer-facing event analytics are generated from data stored in our platform and are unaffected by your PostHog consent choice.
Anonymous website-traffic measurement is not a cookie or tracking technology. Separately from the PostHog cookie described above, our own marketing pages (homepage, support, free-resource, and legal pages) record page visits and UTM/referrer data directly from the page request itself. No cookie is set, nothing is written to your browser's storage, and each page load is measured independently with no identifier connecting it to any other visit or to you. Because it sets or reads nothing on your device, it falls outside cookie consent requirements and is not affected by accepting or declining analytics cookies. It never applies to the authenticated product, and never to event registration or checkout pages.
In Short: If you choose to register or log in to our Services using a social media account, we will have access to certain information about you.
Our Services offer you the ability to register and log in using your third-party social media account details (such as Google, Microsoft, or Apple). Where you choose to do this, we will receive certain profile information about you from your social media provider. The profile information we receive typically includes your name, email address, and sometimes a profile image or provider user ID, depending on the provider and your settings. We do not request your contacts or friends list.
We will use the information we receive only for the purposes that are described in this Privacy Notice or that are otherwise made clear to you on the relevant Services. Please note that we do not control, and are not responsible for, other uses of your personal information by your third-party social media provider. We recommend that you review their privacy notice to understand how they collect, use, and share your personal information, and how you can set your privacy preferences on their sites and apps.
In Short: We keep your information for as long as necessary to fulfill the purposes outlined in this Privacy Notice unless otherwise required by law.
Platform accounts (organizers): We retain account data while your account is active and as needed for billing, security, legal compliance, and dispute resolution. Verified deletion requests are handled through /data-deletion or events@checkinos.com, not through instant in-app deletion. We respond to rights requests without undue delay and within the applicable deadline, generally one calendar month after receipt, subject to the conditions for any lawful extension.
Ticketing contact information: The configured verified address and verification record are retained with the organization's settings while needed to operate ticketing and respond to relevant security, legal, or dispute matters, and are subject to applicable deletion instructions and the exceptions below. Deleting one Event does not remove a contact shared with other Events. Pending addresses and protected verification-code hashes expire from the live Redis store after 15 minutes, or are removed earlier when verification succeeds, attempts are exhausted, or a replacement is requested. Resend-limit records expire separately, normally within one hour; failed attempts do not extend the code's lifetime. Provider backup and operational-log retention is separate from live-key expiry. Copies of an address already delivered in ticket emails remain in recipients' mailboxes under their own retention arrangements. The Organizer determines retention of correspondence received directly in its mailbox.
Attendee and ticket data (processor role): Organizers provide retention instructions. Our DPA requires traceable attendee identifiers, including name, email and custom fields, to be removed or anonymized one year after the Event ends, subject to documented instructions and applicable lawful retention requirements. Non-identifying event and attendee aggregates may be retained for analytics. Before automated removal deletes an Event's attendee data, the Organizer's owners and administrators are notified by email and given at least 30 days to export it; removal takes place on the later of one year after the Event ends or 30 days after that notice. Because no automated removal operated before it is first activated, Events that ended more than one year earlier receive the same notice and 30-day export window and are removed after it. The data is not used for any other purpose during that window, and the Organizer may instruct earlier deletion. Current implementation: deleting an individual attendee in the dashboard is a soft delete, which does not itself erase identifying fields, and an automated attendee anonymization job has not yet been implemented. Full erasure requires separate handling of a verified instruction; contact the Organizer or events@checkinos.com to arrange it and obtain confirmation. Apart from the notice and export window described above, these limitations do not extend agreed retention deadlines or release CheckInOS from existing obligations.
Feedback Form data (processor role): Feedback Forms normally close 30 days after the first campaign is queued. Text answers, individual submissions, attendee-response links, invitations, reminder opt-outs, and recipient-level delivery records must be deleted no later than one year after the Event end date. We may retain only non-identifying aggregates for rating and choice questions. Current implementation: a scheduled daily worker selects feedback records for cleanup once their one-year deadline has been reached. Daily execution can lag that deadline; this is separate from attendee anonymization and does not extend our retention obligations. The Organizer may instruct earlier deletion through available controls. We retain only the minimum campaign-attestation audit record for longer where the Organizer instructs us to do so or where reasonably necessary for legal claims, accountability, or compliance; the exact period may depend on applicable law and qualified legal advice.
Free-resource requests: If you do not opt in to marketing, we keep nothing about you beyond a pseudonymous marker (a one-way hash of your email address) that prevents duplicate sends and expires after two days. If you opt in, we keep your answers and a record of your consent (the wording, where and when you gave it) as a sales lead until you unsubscribe or ask us to delete them. After you unsubscribe we keep a note that you withdrew consent, so that we do not email you again; a pseudonymous marker of the withdrawal is kept for up to five years. You can ask us to erase the lead record entirely via /data-deletion.
Backup copies may persist until rotated. Terms acceptance logs may be retained for audit purposes even after account deletion where permitted by law.
In Short: We aim to protect your personal information through a system of organizational and technical security measures.
Measures include password hashing, secure sessions (including logout-all-devices), OAuth options, organization- and team-scoped customer-facing access, signed expiring tokens for newly generated attendee QR codes, signed ticket-access links, expiring Feedback Form tokens with one-response redemption controls, branding-image validation and preprocessing, Stripe webhook verification, and EU-oriented hosting where configured. Legacy check-in QR formats remain supported; expiry is not uniform across all ticket or QR formats. Branding images are publicly retrievable by URL as explained in Section 3, rather than private attendee storage.
Authorized CheckInOS personnel may access data necessary to operate, secure, maintain, and support the Services, subject to confidentiality and, where we act as processor, the Organizer's documented instructions. Operational access may use privileged administrative tools and is separate from customer-facing team permissions. Selected account-administration action records do not constitute a comprehensive audit of every operational read or support action. Details for processor processing are in our DPA.
No method of transmission or storage is 100% secure. Use the Services in a secure environment and protect your credentials.
In Short: We do not knowingly collect data from or market to children under 18 years of age.
We do not knowingly collect data from children under 18, consistent with our Terms of Service. By using the Services, you represent that you are at least 18. If we learn that data from a user under 18 was collected, we will take reasonable steps to delete it. Contact us at events@checkinos.com.
In Short: In some regions, such as the European Economic Area (EEA), United Kingdom (UK), and Switzerland, you have rights that allow you greater access to and control over your personal information. You can review, change, or terminate your account at any time, depending on your country, province, or state of residence.
In some regions (like the EEA, UK, and Switzerland), you have certain rights under applicable data protection laws. These rights include the right (i) to request access and obtain a copy of your personal information, (ii) to request rectification or erasure; (iii) to restrict the processing of your personal information; (iv) if applicable, to data portability; and (v) not to be subject to automated decision-making. In certain circumstances, you also have the right to object to the processing of your personal information. You can make such a request by contacting us by using the contact details provided in the section HOW CAN YOU CONTACT US ABOUT THIS NOTICE? below.
We will consider and act upon any request in accordance with applicable data protection laws.
CheckInOS is established in the Netherlands and does not currently have a UK establishment. We have not appointed a UK representative under UK GDPR Article 27; if that becomes required, we will update this notice. UK residents may contact us at events@checkinos.com or complain to the ICO.
If you are located in the EEA or UK and you believe we are unlawfully processing your personal information, you also have the right to complain to your Member State data protection authority or UK data protection authority.
If you are located in Switzerland, you can contact the Federal Data Protection and Information Commissioner.
Withdrawing your consent: If we are relying on your consent to process your personal information, you have the right to withdraw your consent at any time. You can withdraw your consent at any time by contacting us by using the contact details provided in the section HOW CAN YOU CONTACT US ABOUT THIS NOTICE? below or updating your preferences. For marketing email, use the unsubscribe link in any message we send.
However, please note that this will not affect the lawfulness of the processing before its withdrawal nor, will it affect the processing of your personal information conducted in reliance on lawful processing grounds other than consent.
If you would at any time like to review or change the information in your account or terminate your account, you can:
Upon a verified request to terminate your account, we will process deletion within a reasonable period (see Section 8). Some information may be retained where required for fraud prevention, legal compliance, billing records, or terms acceptance audit logs.
Cookies and similar technologies: Most Web browsers are set to accept cookies by default. If you prefer, you can usually choose to set your browser to remove cookies and to reject cookies. If you choose to remove cookies or reject cookies, this could affect certain features or services of our Services.
If you have questions or comments about your privacy rights, you can email us at events@checkinos.com.
Most web browsers and some mobile operating systems and mobile applications include a Do-Not-Track ("DNT") feature or setting you can activate to signal your privacy preference not to have data about your online browsing activities monitored and collected. At this stage, no uniform technology standard for recognizing and implementing DNT signals has been finalized. As such, we do not currently respond to DNT browser signals or any other mechanism that automatically communicates your choice not to be tracked online. If a standard for online tracking is adopted that we must follow in the future, we will inform you about that practice in a revised version of this Privacy Notice.
In Short: Yes, we will update this notice as necessary to stay compliant with relevant laws.
We will update this Privacy Notice from time to time. The updated version will be indicated by an updated "Last updated" date at the top of this page. If we make material changes to this Privacy Notice, we will notify you either by prominently posting a notice of such changes or by directly sending you a notification. We encourage you to review this Privacy Notice frequently to be informed of how we are protecting your information.
If you have questions or comments about this notice, you can email us at events@checkinos.com or contact us by post at:
CheckInOS V.O.F
KvK: 42067930
Nieuwe Emmasingel 111
5611AM Eindhoven
Netherlands
If you are a resident in the European Economic Area, we are the "data controller" of your personal information. You can contact us directly regarding our processing of your information, by email at events@checkinos.com, or by post to:
CheckInOS V.O.F
KvK: 42067930
Nieuwe Emmasingel 111
5611AM Eindhoven
Netherlands
You have the right to request access to the personal information we collect from you, details about how we have processed it, correct inaccuracies, or delete your personal information. You also have the right to withdraw your consent to our processing of your personal information where applicable. These rights can be limited in some circumstances by applicable law. To request to review, update, or delete your personal information, use our data deletion form or email events@checkinos.com. Attendees should also contact the event organizer for event-specific data.