IN GENERAL
We are happy to announce that Eventbuizz have implemented new functionality and features for our event organizers to comply with GDPR regulation that will be effective from 25 May 2018.

Generally, when the attendee has accepted the event organizer’s GDPR policy from the registration site or event app, the attendee information will be visible to other attendees.

Each time an event is created in the Event Center the event organizer is responsible for which of the two following options for GDPR policies to be activated in settings.

1. ENABLE GDPR
When this option and policy is enabled, and the attendee has not accepted the event organizer’s GDPR policy, the attendee will only appear with “First Name” and “Last Name”.

2. INVISIBLE VISIBLE
When this option and policy is enabled, and the attendee has not accepted the event organizer’s GDPR policy, the attendee will not appear with any information at all.

Note, that the attendee’s information will always be visible to the event organizer in the Event Center. If event organizer export data to excel, the participant list will contain information of whether or not the attendee has accepted your GDPR policy.

GDPR for Event organizer

The information that is collected within the system and the information that the organizers can export will remain the same, although for export: Attendees, sub-registration results & orders, we have added a new field to indicate, if the attendee have accepted your GDPR regulations or not. The data that is collected, exported or distributed is the organizers responsibility at all time.

GDPR disclaimer management

The content of the GDPR disclaimer is maintained on each event and can be found in Setting -> GDPR -> GDPR disclaimer.

“Subject” field contain the header text and the “Inline text” field is the description you see after the checkbox that the attendee has to select on the registration site or in the app, to accept the GDPR. In the “Inline text” field between {detail_link} and {/detail_link} all text will contain the hyper link for the GDPR description.

The GDPR disclaimer is versioned and the system is keeping log of each version. The system is also logging which version of the GDPR the attendee has accepted.

GDPR activation

The GDPR needs to be activated on each Event and can be found under Setting->GDPR->Settings

“Enable GDPR”

When this option and policy is enabled, and the attendee has not accepted the event organizer’s GDPR policy, the attendee will only appear with “First Name” and “Last Name”.

“Attendee invisible”

When this option and policy is enabled, and the attendee has not accepted the event organizer’s GDPR policy, the attendee will not appear with any information at all. Please note that it will not be possible to scan this attendee with the “Lead scanner app”.

If “Attendee invisible” feature is activated, then the attendees who have not accepted the GDPR, will have limited access to the features of the app. The attendees will not be able to use following features:

• Social wall
• image gallery
• Q&A
• Chat
• My document
• Sponsor/exhibitor reservation and contact person
• Sponsor/exhibitor contact persons will be hidden
• Speaker listing
• Request to speak
• Leads app will not be able to scan the attendee

The attendee will not be displayed/visible within:

• Program attachment
• Attendee groups
• Attendee listing

“GDPR auto selected in registration flow”

When this option and policy is enabled, the click-box for the acceptance of GDPR is by default on. Meaning that the attendee will have to click off the box to not accept the GDPR policy.

GDPR in Registration Flow

GDPR in Registration site “Edit profile”

GDPR in App “Edit profile”

When the attendee log on the app and the GDPR has not been accepted earlier, a popup window will be displayed, with the option to accept the GDPR. The attendee has the possibility to skip this screen.

Please note that the native app update will be released on 24. May 2018.

Attendee GDPR accepted and not-accepted log

The organizer will have a full overview off when the attendee has accepted GDPR and when they made changes to it. The log can be found in Setting->GDPR->GDPR disclaimer->Attendee GDPR log

GDPR – Delete data flow

Below is listed different types of data deletion options:

• Event deleted by the organizer
• Event attendees deleted by the organizer
• Event sub-registration results deleted by the organizer
• Event poll results deleted by the organizer
• Event survey deleted by the organizer
• We have automated DB backups midnight and we retain backups for 35 days

Event deleted by the organizer

Organizers who deletes an event, will always be “soft” deleted, meaning that Eventbuizz will be able to undo the deletion. After 30 days the system will automatically “hard” delete all data, meaning that Eventbuizz will not be able to undo the deletion.

Event attendees deleted by the organizer

Attendee deleted in the event by the organizer will be “soft” deleted and “hard” deleted after 30 days of the event end date. Please note “hard” deleted data cannot be restored at any time.

Event sub-registration results deleted by the organizer

Sub-registration results deleted in the event by the organizer will be “soft” deleted and “hard” deleted after 30 days of the event end date. Please note “hard” deleted data cannot be restored at any time.

Event poll results deleted by the organizer

Poll results deleted in the event by the organizer will be “soft” deleted and “hard” deleted after 30 days of the event end date. Please note “hard” deleted data cannot be restored at any time.

Event survey results deleted by the organizer

Survey results deleted in the event by the organizer will be “soft” deleted and “hard” deleted after 30 days of the event end date. Please note “hard” deleted data cannot be restored at any time.