1.Introduction

EventLoop (“EventLoop,” “we,” “our,” or “us”) is a virtual event operations agency that helps businesses plan, manage, and execute webinars, virtual events, workshops, virtual summits, and related online experiences.

This Privacy Policy explains how we collect, use, disclose, store, and otherwise process personal information when you:

• Visit our website at https://theeventloop.net;
• Contact us or request information about our services;
• Engage with us as a prospective client, client, partner, supplier, contractor, or event participant;
• Register for or participate in webinars, virtual events, meetings, or other activities we organize or support; or
• Otherwise interact with EventLoop in connection with our business.

We are committed to handling personal information responsibly, transparently, and in accordance with applicable privacy laws. Because we serve clients globally, our privacy practices are designed to support compliance with applicable United States privacy laws, the EU General Data Protection Regulation (“GDPR”), the UK GDPR, and other applicable privacy regulations where relevant.

By using our website or interacting with our services, you acknowledge that your personal information may be processed as described in this Privacy Policy.

2. Scope

This Privacy Policy applies to personal information processed through:

• Our website;
• Client engagements;
• Sales and business development activities;
• Marketing communications;
• Webinars and virtual events;
• Meetings and consultations;
• Vendor and partner relationships; and
• Other business operations conducted by EventLoop.

This Privacy Policy applies to, among others:

• Website visitors;
  Prospective clients;
• Existing clients;
• Business contacts;
• Webinar attendees;
• Event speakers;
• Vendors;
• Partners;
• Contractors; and
• Individuals who communicate with EventLoop.

This Privacy Policy does not apply to third-party websites, products, or services that may be linked from our website or used as part of our services. Those organizations maintain their own privacy policies, and we encourage you to review them before providing personal information.

3. Our Role: When We Act as a Data Controller and Data Processor

The way we handle personal information depends on the services we are providing.

When EventLoop Acts as a Data Controller

EventLoop acts as a Data Controller when we determine the purposes and means of processing personal information for our own business operations.

Examples include processing information relating to:

• Visitors to our website;
  Prospective clients;
• Marketing and business development activities;
• Client relationship management;
• Vendor and supplier management;
• Recruitment and contractor engagement;
• Billing and financial administration;
• Website analytics; and
• Security and fraud prevention.

In these situations, EventLoop determines why and how personal information is processed.

When EventLoop Acts as a Data Processor

When providing services to clients, EventLoop frequently processes personal information on behalf of those clients.

In these circumstances, our client acts as the Data Controller, while EventLoop acts as a Data Processor (or equivalent role under applicable privacy laws).

For example, we may process personal information contained within:

• Webinar registrations;
• Event attendee lists;
• Meeting registrations;
• Attendance reports;
• Poll responses;
• Survey responses;
• Chat messages;
• Questions submitted during events;
• Event recordings;
• CRM exports;
• Marketing campaign information; and
• Other event-related information supplied by our clients.

When acting as a Data Processor, we process personal information only in accordance with:

• Our client’s documented instructions;
• Our contractual obligations;
• Applicable law; and
• Appropriate security and confidentiality requirements.

Where required by applicable law or contract, EventLoop is willing to enter into a Data Processing Agreement (“DPA”) governing such processing.

4. Information We Collect

The categories of personal information we collect depend on how you interact with EventLoop.

Information You Provide Directly

You may choose to provide information such as:

• Full name;
• Business email address;
• Company name;
• Company website;
• Job title;
• Business phone number;
• Country or region;
• Messages or enquiries submitted through our website;
• Meeting requests;
• Information shared during discovery calls or consultations;
• Contractual information;
• Billing information; and
• Any other information you voluntarily provide to us.

Please avoid submitting sensitive personal information unless it is necessary for the services being provided or we specifically request it.

Information We Collect Automatically

When you access our website, we may automatically collect technical and usage information, including:

• IP address;
• Browser type and version;
• Device type;
• Operating system;
• Referral source;
• Pages visited;
• Time spent on pages;
• Navigation behaviour;
• Date and time of visits;
• Approximate geographic location derived from IP address; and
• Information collected through cookies and similar technologies.

This information helps us understand how our website is used, improve performance, maintain security, and measure the effectiveness of our marketing activities.

Information We Receive from Third Parties

We may receive personal information from third parties, including:

• Referral partners;
• Business partners;
• Clients;
• Publicly available professional sources;
• Social media platforms;
• Analytics providers;
• Marketing platforms;
• Webinar and event platforms; and
• Other service providers supporting our business operations.

Where permitted by law, we may combine information obtained from different sources to improve our services, maintain accurate records, and better understand the organizations we serve.

Information We Process on Behalf of Clients

As part of delivering our services, we may process personal information provided by or collected on behalf of our clients.

Depending on the engagement, this may include:

• Webinar registration information;
• Attendee names;
• Business email addresses;
• Company names;
• Job titles;
• Attendance records;
• Event participation metrics;
• Poll responses;
• Q&A submissions;
• Chat messages;
• Survey responses;
• Webinar recordings;
• Meeting recordings;
• Engagement reports; and
• Other information required to deliver agreed services.

When processing this information, EventLoop acts on behalf of the client and processes personal information only for the purposes specified in the applicable service agreement or other documented instructions.

5. How We Collect Information
We collect personal information through a variety of methods depending on how you interact with us.
These include:
Directly from you
For example, when you:
Complete a contact form;
Request information;
Schedule a meeting;
Register for an event;
Enter into a contract;
Communicate with us by email or other channels; or
Participate in surveys or feedback requests.
Automatically
Through cookies, analytics tools, server logs, advertising technologies, and similar technologies used on our website.
From Clients
When clients engage EventLoop to manage webinars, virtual events, or related services, they may provide us with personal information necessary to perform those services.
From Third Parties
We may receive information from trusted business partners, publicly available sources, marketing platforms, webinar platforms, analytics providers, communication platforms, and other third-party service providers supporting our operations.
6. Lawful Bases for Processing (GDPR)
Where the GDPR, UK GDPR, or similar privacy laws apply, EventLoop processes personal information only where an appropriate lawful basis exists.
Depending on the circumstances, our lawful bases may include:
Performance of a Contract
We process personal information where necessary to:
Deliver our services;
Respond to service requests;
Manage client engagements;
Administer contracts;
Process payments; and
Fulfil our contractual obligations.
Legitimate Interests
We process personal information where it is necessary for our legitimate business interests, provided those interests are not overridden by the rights and freedoms of the individual.
Examples include:
Responding to business enquiries;
Conducting B2B marketing and business development;
Improving our website and services;
Maintaining client relationships;
Preventing fraud;
Protecting our systems;
Managing business operations;
Conducting analytics;
Maintaining records;
Enforcing legal rights; and
Ensuring information security.
Where we rely on legitimate interests, we consider the potential impact on individuals and implement appropriate safeguards.
Consent
We rely on consent where required by applicable law, including for certain marketing activities or the placement of non-essential cookies.
Individuals may withdraw consent at any time, although doing so will not affect processing that occurred before consent was withdrawn.
Legal Obligations
We may process personal information where necessary to comply with legal or regulatory obligations, including tax, accounting, regulatory, and law enforcement requirements.
Protection of Legal Claims
Where necessary, we may process personal information to establish, exercise, or defend legal claims or to protect the rights, property, and safety of EventLoop, our clients, or others.
7. How We Use Personal Information
We use personal information for legitimate business purposes, including to:
Respond to enquiries and requests;
Provide and manage our services;
Plan and deliver webinars, virtual events, workshops, and related services;
Coordinate with clients, speakers, attendees, partners, and vendors;
Manage client relationships;
Process contracts and invoices;
Conduct business development activities;
Send service-related communications;
Send marketing communications where permitted by applicable law;
Improve our website and services;
Analyse website usage and marketing performance;
Maintain the security of our systems;
Prevent fraud and unauthorized access;
Comply with legal obligations;
Resolve disputes;
Exercise or defend legal rights; and
Support other legitimate business activities consistent with this Privacy Policy.
We do not sell personal information or use personal information for purposes that are materially inconsistent with those described in this Privacy Policy without an appropriate legal basis.
8. Artificial Intelligence (AI) Tools
EventLoop may use artificial intelligence (“AI”) technologies to support certain internal business operations and enhance the efficiency of our services.
Examples of activities that may involve AI tools include:
Drafting and editing content;
Summarizing meetings;
Preparing documentation;
Organizing project information;
Research assistance;
Data analysis;
Workflow automation; and
Internal operational support.
Examples of AI service providers may include ChatGPT, Claude, Fireflies, Otter, and similar technologies.
Where AI tools are used in connection with client engagements, we implement reasonable measures designed to protect confidential and personal information. These measures may include limiting the information shared with AI services, using enterprise or business accounts where appropriate, removing or minimizing identifying information where practical, and applying human review before important business decisions or deliverables are finalized.
Unless authorized by the client or necessary to provide the requested services, EventLoop does not intentionally submit client confidential information to public AI services for the purpose of training publicly available AI models.
AI-generated content may contain inaccuracies or incomplete information. Important decisions, client deliverables, and operational activities remain subject to appropriate human oversight.
9. Webinar Recordings and Meeting Recordings
As part of providing our services, EventLoop may record webinars, virtual events, workshops, meetings, training sessions, and other online interactions.
Where recordings are made, participants will generally be informed before recording begins through meeting invitations, registration pages, platform notifications, verbal announcements, or other appropriate notice.
Recordings may be created for purposes including:
Delivering agreed client services;
Providing recordings to attendees;
Internal quality assurance;
Event operations;
Technical troubleshooting;
Training and knowledge management;
Reporting and analytics;
Preparing event summaries;
Content repurposing where authorized by the client; and
Meeting contractual obligations.
Depending on the engagement, recordings may contain:
Audio;
Video;
Screen sharing;
Chat messages;
Poll responses;
Questions submitted by participants;
Presentation materials; and
Other event interactions.
Access to recordings is limited to individuals who require access for legitimate business purposes, including authorized EventLoop personnel, approved contractors, the applicable client, technology providers supporting the service, and others authorized by the client.
Unless otherwise agreed with a client or required by law, recordings are retained only for as long as reasonably necessary to fulfil the purposes described in this Privacy Policy and applicable contractual obligations.
10. Event Attendee Information
In connection with webinars, virtual events, workshops, and similar services, EventLoop may collect, receive, download, store, and process attendee information on behalf of clients.
Depending on the services provided, attendee information may include:
Registration details;
Names;
Business email addresses;
Company names;
Job titles;
Attendance records;
Session participation;
Poll responses;
Questions submitted during events;
Chat activity;
Survey responses;
Engagement metrics;
Event analytics; and
Other information generated through participation in an event.
This information may be processed to:
Deliver event services;
Produce client reports;
Generate attendance and engagement analytics;
Support CRM integration;
Facilitate post-event follow-up by the client;
Improve event operations;
Meet contractual obligations; and
Deliver other agreed services.
Where EventLoop processes attendee information on behalf of a client, such processing is carried out only in accordance with the client’s instructions and applicable contractual obligations.
11. Marketing Communications
EventLoop may communicate with individuals regarding our services, educational resources, webinars, events, industry insights, newsletters, and other business-related information.
Marketing communications may be sent:
Where an individual has requested or subscribed to receive them;
Where an existing business relationship exists;
Where applicable law permits legitimate B2B marketing communications; or
Where another lawful basis applies.
As part of our business development activities, EventLoop may contact business professionals regarding services that we believe may be relevant to their organization. We strive to ensure such communications are targeted, relevant, and consistent with applicable laws governing business-to-business communications.
Recipients may opt out of marketing communications at any time by:
Using the unsubscribe mechanism included in marketing emails; or
Contacting us directly using the contact information provided in this Privacy Policy.
Opting out of marketing communications does not prevent us from sending service-related communications necessary to administer an existing client relationship or fulfil contractual obligations.
12. Cookies and Similar Technologies
Our website uses cookies and similar technologies to improve functionality, understand website usage, enhance user experience, measure marketing performance, and support our business operations.
Cookies are small text files stored on your device when you visit a website.
We may use the following categories of cookies.
Essential Cookies
These cookies are necessary for the operation and security of our website.
Examples include cookies that enable:
Website functionality;
Security features;
Session management; and
Form submissions.
These cookies generally cannot be disabled without affecting core website functionality.
Functional Cookies
Functional cookies help remember your preferences and improve your experience when using our website.
Examples include:
Language preferences;
User settings; and
Other personalization features.
Analytics Cookies
Analytics cookies help us understand how visitors interact with our website.
They allow us to analyze information such as:
Visitor numbers;
Website traffic;
Navigation patterns;
Popular content; and
Website performance.
We may use third-party analytics providers, including Google Analytics and similar services, to assist with these activities.
Advertising Cookies
Advertising cookies help us measure the effectiveness of our marketing activities and deliver more relevant advertising.
These cookies may be used by advertising partners such as LinkedIn, Meta, or similar providers to:
Measure advertising performance;
Build business audiences;
Limit repeated advertisements; and
Improve campaign effectiveness.
These providers may collect information in accordance with their own privacy policies.
Where required by applicable law, non-essential cookies will be used only after obtaining appropriate consent.
You can manage cookie preferences through your browser settings or available cookie management tools. Disabling certain cookies may affect website functionality.
13. Third-Party Service Providers and Subprocessors
EventLoop works with carefully selected third-party service providers that support our business operations and service delivery.
Depending on the engagement, these providers may assist with services including:
Webinar hosting;
Cloud infrastructure;
Data storage;
Customer relationship management;
Communication and collaboration;
Project management;
Scheduling;
Payment processing;
Analytics;
Marketing;
Security; and
Productivity tools.
Where these providers process personal information on our behalf, they act as our service providers or subprocessors, depending on the nature of the processing.
We seek to engage providers that maintain appropriate privacy and security standards and require them to process personal information only for authorized purposes consistent with applicable agreements and law.
A current list of significant subprocessors may be made available upon reasonable request where appropriate.

14. Contractors and Authorized Personnel
EventLoop may engage employees, contractors, consultants, and freelancers to support the delivery of our services.
Where necessary, these individuals may be granted limited access to client information or systems.
Access is provided only where reasonably necessary to perform assigned responsibilities and is managed in accordance with the principle of least privilege.
Individuals working on behalf of EventLoop are expected to:
Comply with confidentiality obligations;
Follow applicable security procedures;
Access information only as necessary to perform authorized work;
Protect client confidential information; and
Return or securely delete information when access is no longer required.
EventLoop remains responsible for managing individuals acting on its behalf in accordance with applicable contractual and legal obligations.
15. International Data Transfers
EventLoop operates internationally and may transfer or permit access to personal information across multiple jurisdictions in connection with providing our services.
Personal information may be processed by EventLoop personnel, contractors, service providers, or subprocessors located in countries outside the jurisdiction in which the information was originally collected.
Where applicable privacy laws require additional safeguards for international transfers, EventLoop seeks to implement appropriate transfer mechanisms, which may include:
Standard Contractual Clauses approved by the European Commission;
The UK International Data Transfer Addendum or other approved UK transfer mechanisms;
Adequacy decisions recognized by applicable regulators; or
Other lawful transfer mechanisms permitted under applicable law.
We take reasonable steps to ensure that international transfers are subject to appropriate contractual, technical, and organizational safeguards designed to protect personal information consistent with applicable legal requirements.
16. Information Security
EventLoop maintains reasonable administrative, technical, and organizational safeguards designed to protect personal information against unauthorized access, disclosure, alteration, loss, misuse, or destruction.
Our security measures may include:
Multi-factor authentication where appropriate;
Role-based and least-privilege access controls;
Password management practices;
Secure cloud-based systems;
Encryption in transit where supported by our service providers;
Access logging where available;
Regular review of user access permissions;
Secure backup and recovery procedures;
Vendor risk considerations when selecting key service providers; and
Confidentiality obligations for personnel and contractors.
Because no system or method of transmitting or storing information is completely secure, EventLoop cannot guarantee absolute security. We continually evaluate and improve our security practices in light of evolving risks, business requirements, and available technologies.

17. Data Breach Response

EventLoop maintains procedures for identifying, investigating, managing, and responding to suspected security incidents involving personal information.

Where a security incident affects personal information under our control or processing responsibilities, we will:

• Investigate the incident promptly;
• Take reasonable steps to contain and remediate the issue;
• Assess the potential impact on affected individuals and clients;
• Notify affected clients where contractually required or otherwise appropriate; and
• Notify regulators and affected individuals where required by applicable law.

Our response will be proportionate to the nature and severity of the incident and our legal obligations in the relevant jurisdiction.

18. Data Retention

EventLoop retain personal information only for as long as necessary to fulfill the purposes described in this Privacy Policy, comply with legal obligations, resolve disputes, enforce our agreements, and protect our legal rights.

Unless a longer retention period is required by law or agreed with a client, we generally retain information as follows:

These periods are provided as general guidance. Actual retention periods may vary depending on contractual commitments, legal requirements, client instructions, ongoing disputes, regulatory obligations, or legitimate business needs.

Where personal information is no longer required, we will securely delete, anonymize, or otherwise dispose of it using reasonable measures appropriate to the nature of the information.

We may retain information for a longer period where necessary to comply with legal obligations, resolve disputes, establish or defend legal claims, or enforce our contractual rights.

19. Your Privacy Rights

Depending on your location and applicable privacy laws, you may have certain rights regarding your personal information.

These rights may include the right to:

• Request access to your personal information;
• Request correction of inaccurate or incomplete information;
• Request deletion of personal information in certain circumstances;
• Request restriction of processing;
• Object to certain processing activities;
• Withdraw consent where processing is based on consent;
• Request data portability where applicable; and
• Lodge a complaint with an applicable supervisory authority or regulator.

These rights are not absolute and may be subject to legal or contractual limitations.

To exercise your rights, please contact us using the details provided at the end of this Privacy Policy.

Before responding to certain requests, we may ask for additional information to verify your identity and protect the privacy and security of personal information.

Where EventLoop acts solely as a Data Processor on behalf of a client, requests relating to personal information should generally be directed to the relevant client, although we will provide reasonable assistance where appropriate and permitted.

20. Data Processing Agreements

Where EventLoop processes personal information on behalf of clients as a Data Processor, we are prepared to enter into a Data Processing Agreement (“DPA”) where required by applicable law or appropriate for the services being provided.

Our DPAs are intended to address matters such as:

• Processing instructions;
• Confidentiality;
• Security measures;
• International transfers;
• Subprocessors;
• Assistance with data subject requests;
• Security incident notification;
• Return or deletion of personal information upon termination; and
• Other applicable legal requirements.

Clients requiring a DPA may contact us using the details provided below.

21. Third-Party Websites and Services

Our website, communications, or services may contain links to third-party websites, applications, or services that are not operated or controlled by EventLoop.

We are not responsible for the privacy, security, or content of third-party services. Your use of those services is governed by their own terms and privacy policies.

We encourage you to review the privacy practices of any third-party service before providing personal information.

22. Children’s Privacy

EventLoop provides services exclusively to businesses and professionals.

Our website and services are not directed toward children under the age of 16, and we do not knowingly collect personal information from children.

If we become aware that we have unintentionally collected personal information from a child in violation of applicable law, we will take reasonable steps to delete that information.

Parents or guardians who believe a child has provided personal information to EventLoop may contact us using the details below.

23. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in:

• Our services;
• Applicable laws or regulations;
• Technology;
• Business practices; or
• Other operational requirements.

When we make material changes, we will revise the “Last Updated” date at the beginning of this Privacy Policy.

Where required by applicable law, we will provide additional notice or obtain consent before the changes become effective.

Your continued use of our website or services after the updated Privacy Policy becomes effective constitutes acknowledgement of the revised Privacy Policy.

24. Contact Us

If you have questions about this Privacy Policy, our privacy practices, or wish to exercise your privacy rights, please contact us.

EventLoop
Website: https://theeventloop.net
Email: contact@theeventloop.net

If you are contacting us regarding personal information processed on behalf of one of our clients, please include the name of the relevant organization so we can process your request appropriately.