Privacy Policy

1. Data controller

Cloud Ninja Consulting ApS
Apeldoorn Allé 20, 2791 Dragør, Denmark
VAT number: DK46044118
Eventphoto.io is the data controller for the processing of personal data collected through the service.
Contact: support@eventphoto.io

This policy covers Eventcam.dk, Eventphoto.io, Eventcam.se, Eventkamera.de, Eventphoto.fr, Eventcamera.es and Eventfoto.it, which are the same service under one operator.

2. What information do we collect?

• Host and event details: host email address, event name, event code, private host token, selected language, opening time, plan, expiry date, and any optional guest PIN.
• Host account and organisation data (dashboard users): login email, account language, and, for organisations, the organisation name, optional brand name, logo and colour, and the event-credit balance and purchase log.
• Uploaded content: photos, videos, optional cover image selections, and metadata such as file type, size, upload time, and optional guest name.
• Guestbook messages: the message text, the optional guest name, and the time it was written, when a host has enabled the guestbook.
• Guest session identifiers: an anonymous session id used to keep uploads and guestbook messages tied to the same guest device and to enforce plan limits.
• Event activity log: a record of actions on an event (for example uploads, deletions, downloads, upgrade started) with the time and whether the actor was the host or a guest, so hosts can see what happened to their event and we can investigate support cases.
• Payment and billing references for paid plans: Stripe session, customer, payment intent, and invoice references needed to activate and document the purchase. Stripe holds the card details and billing address; we never see full card numbers.
• Access and login data: dashboard/admin authentication sessions, event unlock cookies for PIN-protected events, and host verification cookies for download/admin actions.
• Request data: your IP address and browser identification are used in memory to rate-limit abusive requests and appear in our hosting provider's short-lived request logs. We do not build profiles from them.
• AI tagging output for paid plans: if a paid event uses AI tagging, image-derived tags are stored on the upload records.
• Feedback: if you answer the feedback email after an event, your answer and any comment are stored with the event.
• Ad-click reference: if you arrive from one of our ads in ChatGPT and analytics is on (section 8), the campaign names in the ad's link and the click reference OpenAI added to it. Your browser keeps them for 30 days. A free event you create in that time stores them until the event is deleted, and a checkout you start stores them with the payment record.

3. Purposes and legal basis

The General Data Protection Regulation (GDPR) requires a legal basis for each purpose:

• Creating and operating the event (guest uploads, guestbook, gallery access, QR sharing, host login, downloads, cover management, transactional emails such as confirmations, login links, download codes, receipts, first-upload notifications and expiry reminders): performance of the contract with the host, Art. 6(1)(b). For guests, our legitimate interest in delivering the service the host asked for, Art. 6(1)(f).
• Payment, activation and bookkeeping: performance of the contract, Art. 6(1)(b), and our legal obligation to keep accounting records under the Danish Bookkeeping Act, Art. 6(1)(c).
• Security and abuse prevention (rate limits, PIN protection, host verification, activity log, request logs): our legitimate interest in keeping the service and its users safe, Art. 6(1)(f).
• AI image tagging on paid events: performance of the contract with the host, Art. 6(1)(b). Tagging produces descriptive keywords for search; it is not used to identify people and does not use face recognition.
• Website analytics (Google Analytics 4): your analytics consent, Art. 6(1)(a), which is on by default for visitors in the Americas on our English pages (section 8) and otherwise given in the cookie banner; you can switch it off at any time via Cookie settings in the footer.
• Measuring our ads in ChatGPT (section 5): your analytics consent, Art. 6(1)(a), which is on by default for visitors in the Americas on our English pages (section 8). Switching analytics off under Cookie settings stops it and deletes the ad-click entry in your browser; a reference already stored with an event stays until the event is deleted.
• Web performance measurement (Vercel Speed Insights): our legitimate interest in keeping the site fast, Art. 6(1)(f). It sends page-load timings and the page URL to Vercel; it sets no cookies and stores no identifier on your device.
• Product feedback (the feedback email after an event): our legitimate interest in improving the service, Art. 6(1)(f). Answering is voluntary.
• Review invitations (paid events only): about a week after the feedback email, Trustpilot sends the host one invitation to review us. Every paid host gets it at the same point, however the event went. Our legitimate interest in collecting genuine customer reviews, Art. 6(1)(f). Writing a review is voluntary, and you can object at any time.

4. Retention and deletion

Event expiry follows the selected plan:

• Free plan: the event expires 14 days after creation.
• Paid plan: the event expires 365 days after creation.

When an event has expired, uploads stop and the gallery closes. An automatic job then permanently deletes the event, its photos and videos, guestbook messages, cover images, download archives, activity log and the event record itself; only a technical record of download-archive builds (event code, sizes, timings) and the credit log of an organisation may keep the event code. It runs once a day, so deletion happens the day after the expiry date, normally within 48 hours of expiry. Hosts can also delete an event or individual files at any time from the dashboard, and we can delete on request. Deleted content cannot be restored, so download what you need before the expiry date. We send reminder emails before expiry.

Other categories are kept for as long as stated here:

• Host account and organisation data: until you ask us to delete the account.
• Payment and invoice records: 5 years from the end of the financial year of the purchase, as required by the Danish Bookkeeping Act. Stripe keeps its own records under its own policy.
• Support correspondence: up to 2 years after the case is closed.
• Feedback answers: up to 2 years.
• Request logs at our hosting provider: a short period, currently a few days.
• Analytics data: Google Analytics 4 keeps event-level data for 14 months.

5. Processors and transfers outside the EU

We do not sell or share your information with third parties except the following processors, who act on our instructions under data-processing agreements:

• Supabase Inc. – database, authentication and file storage. Our project runs in Supabase's London region (United Kingdom). The UK is covered by an EU adequacy decision, so no further safeguard is needed.
• Vercel Inc. (USA) – application hosting, delivery and Speed Insights. Our server functions run in Frankfurt; Vercel's edge network and support systems are global. Transfers rely on Vercel's certification under the EU-US Data Privacy Framework and the EU Standard Contractual Clauses.
• Brevo (Sendinblue SAS, France) – transactional emails such as confirmations, login links, reminders and notifications. Processing in the EU.
• Stripe (Stripe Payments Europe Ltd., Ireland, and Stripe Inc., USA) – payment processing, invoices, tax calculation and payment-related metadata for paid plans. Transfers to the USA rely on Stripe's Data Privacy Framework certification and Standard Contractual Clauses.
• OpenAI (OpenAI Ireland Ltd. and OpenAI, L.L.C., USA) – AI image tagging on paid events. Photos are sent as reduced-size thumbnails via short-lived links; OpenAI processes them to return keywords and does not use API data to train its models. Transfers rely on OpenAI's Data Privacy Framework certification and Standard Contractual Clauses.
• Trustpilot A/S (Denmark) – review invitations to hosts of paid events. It receives a copy of the feedback email sent after the event, including the host's email address and the event name. A review you choose to write is handled under Trustpilot's own privacy policy.
• Google (Google Ireland Ltd. and Google LLC, USA) – consent-based website analytics through Google Analytics 4. Transfers rely on Google's Data Privacy Framework certification and Standard Contractual Clauses. Google Analytics 4 does not log or store IP addresses.

If you arrive from an ad shown in ChatGPT and analytics is on, we tell OpenAI (OpenAI, L.L.C., USA) that the ad led to a free event, a checkout or a purchase, so we can measure the ad. We send the ad-click reference OpenAI added to the link, our own ID for that step (the Stripe payment reference for a checkout or a purchase, a code derived from the click reference for a free event), the order value and currency, the address of the page (never an event or account page) and the time. We do not send your name, email address, IP address or any other contact details. Transfers rely on OpenAI's Data Privacy Framework certification and Standard Contractual Clauses.

We may also disclose data where the law requires it, for example to tax authorities or on a valid legal order.

6. Guests and other people in the photos

Guests upload content on the host's invitation. We only use guest content to run the host's event: showing it in the event gallery, making it available to the host for download and, on paid events, tagging it for search. We never publish it, use it for marketing, or share it with anyone but the host and the guests of that event. The host is responsible for telling guests that photos are being collected and for obtaining any permissions the event requires.

7. Your rights

Under the GDPR you have the right to:

• access the personal data we hold about you and receive a copy;
• rectification of inaccurate data;
• erasure ("right to be forgotten"), for example of a photo of you that a guest uploaded;
• restriction of processing while a request is being handled or a dispute is open;
• data portability of the data you gave us, in a machine-readable format;
• object to processing based on our legitimate interests, including the activity log and performance measurement;
• withdraw consent at any time where processing is based on consent (analytics cookies), without affecting processing done before the withdrawal.

Write to support@eventphoto.io to exercise any of these rights. We answer within one month. If you are a guest and want a photo removed, tell us the event code and which file; the host can also remove it directly.

You may also lodge a complaint with the Danish Data Protection Agency, Datatilsynet, Carl Jacobsens Vej 35, 2500 Valby, Denmark, or with the supervisory authority in the EU country where you live.

8. Cookies and browser storage

We use necessary cookies and related browser storage needed for login, event unlocking, host verification, language choice, guest session continuity and remembering your cookie choice. Analytics is optional: Google Analytics 4 for traffic measurement and, if you came from one of our ads in ChatGPT, a 30-day memory of that ad click in your browser (section 5). On our English pages, visitors in the Americas (going by the time zone set on the device) have analytics on by default, with no banner; everyone else gets it only after pressing Accept. Anyone can switch it off under Cookie settings. We do not use advertising cookies or marketing pixels. The full list is in the Cookie Policy.

9. Security

Data is encrypted in transit (TLS) and at rest at our storage provider. Event galleries are reachable only through the event code and, if the host sets one, a guest PIN; host actions require a signed host link or a login. Access to production systems is limited to the operator. No method of transmission or storage is completely secure, so we cannot guarantee absolute security.

10. Changes to this policy

We update this policy when the service or the law changes and show the date of the last update at the top. Material changes to how we use host data are announced by email to hosts with active events.