Privacy Policy

EventFlowHub.io ("the platform") is a SaaS product of BTL INFOS. This Privacy Policy explains how we collect, use, store, and protect data when workspace owners and their authorized users operate the platform. It is designed to align with the Information Technology Act, 2000, the Digital Personal Data Protection Act, 2023 (DPDP) of India, and recognized international privacy principles including the EU GDPR and California CCPA/CPRA.

The platform collects only the information required to operate your workspace and deliver the operational outcomes the platform is built for. Data is grouped into the following categories:

• Account data — name, email, role, authentication identifiers, and login activity.
• Workspace data — company profile, branding assets, billing entity, and team membership.
• Event and project data — briefs, proposals, approvals, schedules, and execution records.
• Vendor and client data — contacts, rate cards, agreements, and coordination history.
• Uploaded documents — proposals, purchase orders, invoices, references, and attachments.
• Communication logs — metadata about WhatsApp, email, and in-app messages delivered through the platform.
• Billing metadata — invoices, payment status, and subscription history.
• Operational logs — workflow events, audit trail entries, and system telemetry.

Customer data is processed strictly to power EventFlowHub.io workflows and to maintain the operational integrity of the workspace.

• Workflow execution — moving briefs, estimates, and events through their lifecycle.
• Proposal approvals — generating, sharing, and tracking client approvals.
• Vendor coordination — purchase orders, confirmations, and procurement updates.
• Billing and procurement — subscription, invoice generation, and reconciliation.
• Notifications — operational alerts via email, in-app, and WhatsApp where enabled.
• Analytics — aggregated performance and operational health for the workspace.
• Security — fraud prevention, abuse detection, and audit obligations.

Processing is performed on the basis of (a) the contract between the workspace owner and BTL INFOS, (b) the legitimate operational interests of the workspace, (c) compliance with applicable legal obligations, and (d) the consent of the data principal where required under the DPDP Act, 2023 or comparable laws.

Security is designed into the platform at the architectural layer, not bolted on afterwards. Every workspace operates inside a strict isolation boundary.

• Tenant isolation across every data domain.
• Row Level Security (RLS) enforcement at the database layer.
• Encrypted transmission for all API and client traffic.
• Secure authentication with session, password, and OAuth controls.
• Comprehensive audit logging for sensitive operations.
• Continuous operational monitoring of platform infrastructure.
• Reasonable security practices aligned with the IT (Reasonable Security Practices) Rules, 2011.

Data is shared only with subprocessors strictly necessary to deliver the service (hosting, authentication, communication infrastructure, payment processing), and only under contractual confidentiality and security obligations. Disclosure may be required by lawful authority under applicable law.

Where enabled, the platform may use WhatsApp Business and email for proposal approvals, vendor coordination, and operational notifications. Communication metadata may be retained as part of the workspace audit trail. Workspace owners control which channels are active for their team and are responsible for obtaining appropriate consents from recipients.

The platform uses essential cookies to maintain authenticated sessions and a limited set of first-party analytics to monitor performance, reliability, and product usage. No third-party advertising trackers are embedded into the EventFlowHub.io application. See the Cookie Policy for the full list of cookie categories.

Workspace data is retained for as long as the subscription is active and for a defined grace period after termination, to allow for export and recovery. Audit logs and billing records may be retained for longer where required by financial or compliance obligations under Indian and applicable foreign law.

Data may be processed in cloud regions selected for performance, reliability, and compliance. Where data crosses jurisdictions, BTL INFOS relies on appropriate contractual safeguards with its subprocessors to maintain a comparable standard of protection.

Subject to applicable law, you may request to:

• Access the personal data held about you.
• Correct inaccurate or incomplete personal data.
• Erase personal data, subject to legal retention obligations.
• Withdraw consent where processing is based on consent.
• Receive a portable copy of your personal data in a structured format.
• Nominate a representative under the DPDP Act, 2023 where applicable.

Requests are subject to verification of identity and to the contractual relationship between the data principal and the workspace owner (who acts as the data fiduciary for workspace content).

For privacy inquiries, data access requests, deletion requests, or grievances under the Information Technology Act, 2000 and the DPDP Act, 2023, contact the EventFlowHub.io team directly. We endeavor to acknowledge requests within a reasonable period and respond within the timelines required by applicable law.