Privacy policy

Last updated: [[NEEDS LEGAL REVIEW: effective date of this document]]

Who this notice is for

Evento is a mobile app and API that helps organisations run member rosters, publish events, take attendance, and collect membership or event fees.

This notice describes personal data the Evento backend and mobile app actually store or send, based on the current codebase.

[[NEEDS LEGAL REVIEW: legal entity name (e.g. CodeRealm Pvt Ltd), registered address, and role as Data Fiduciary under the DPDP Act 2023]]

Data collected

We store the categories below when you create an account, join an organisation, register for an event, pay a fee, upload a file, or use related features. Organisations may also store their own contact and verification details on Evento.

Account and profile: name, username, email, optional phone and phone-verified flag, hashed password (when you set one), Google account id (when you use Google Sign-In), profile photo URL, bio, date of birth, gender, home location (city, state, country, postal code), website and social links, notification preferences, and account status (including suspension reason if suspended).
Sign-in and security: one-time passwords (email or phone), OTP try counts and expiry, and session tokens (access and refresh).
Devices: push device tokens, platform (iOS or Android), optional device id, and last-seen time.
In-app notifications: title, body, type, related ids in a data map, and read state.
Organisation membership: your user id linked to an organisation, role ids, approval and membership status, locked fee amounts, payment status and payment references, refund amounts, billing period and expiry, invite code and referrer user id when used.
Event registration and check-in: your user id linked to an event, registration and payment status, payment references, locked fee and refund amounts, check-in time, check-in method (roster or QR), and who checked you in.
Organisation and event records you help create: organisation contact details, addresses and map coordinates, logos and images, optional tax or registration numbers and verification document URLs; event titles, descriptions, venues, schedules, fees, and cover images. Public share pages may show event or organisation summaries without signing in.
Money movement ledger (per organisation): collection, refund, platform-fee, and payout amounts, currency (default INR), source type, source id, and payment reference. Ledger rows are not keyed by user id.
Other links to your user id that may remain after account deletion unless separately cleaned: event registrations, saved searches, organisation follows, reports you filed, organisation invites you created, and organisation audit-log actor ids.
Uploaded files: image and document bytes stored in AWS S3 under keys that include your user id; the app stores the resulting public URL on your profile or organisation or event records.
Optional analytics and crash reports in the mobile app: Firebase Analytics events (parameters that look like email, phone, or name are stripped before send) and Firebase Crashlytics with your user id only.
[[NEEDS LEGAL REVIEW: whether any special-category / sensitive personal data is intentionally collected beyond date of birth and gender; confirm SMS production provider once phone OTP leaves mock mode]]

Purpose

We use this data to create and secure your account, run organisations and events, send transactional email and push notifications, process membership and event fees, support refunds and ledgers, geocode venues, store uploads, and keep the mobile app reliable (crash and product analytics).

We do not sell your personal data. Background jobs expire memberships, send payment reminders, and advance event lifecycle — they do not define a general data-deletion schedule.

[[NEEDS LEGAL REVIEW: lawful bases / consent language under DPDP Act 2023, purpose limitation wording, and whether any marketing use will ever apply]]

Third parties

Evento currently sends data to the services below. Each row is taken from the product code; a lawyer must still confirm purposes, contracts, and where processing happens.

[[NEEDS LEGAL REVIEW: confirm each processor and DPA; add hosting (MongoDB Atlas, Redis, Render) and any production SMS provider; confirm Nominatim/OpenStreetMap fallback for geocoding]]

Razorpay (payment checkout and refunds)
Firebase Cloud Messaging (push notifications)
Firebase Analytics and Crashlytics (mobile app)
AWS S3 (uploaded files)
Google Maps Geocoding API (addresses and map pins)
Google Sign-In (optional login)
Gmail via Nodemailer (transactional email)

What each processor receives

Razorpay receives order amount, currency, a short receipt id, and notes that include organisation id, membership or registration id, user id, and fee purpose. Refunds call Razorpay with the stored payment id and amount. Card or UPI details are entered on Razorpay’s checkout, not stored as full card numbers in Evento.

Firebase Cloud Messaging receives device tokens plus notification title, body, and string data payloads used to open the right screen.

AWS S3 receives the file bytes you upload (presigned PUT) and stores them under a key that includes context and your user id.

Google Maps Geocoding receives address or coordinate queries when an organisation or event location is resolved. If the Google Maps API key is unset, the server may fall back to Nominatim (OpenStreetMap) for the same queries.

Google Sign-In: the server verifies your Google ID token and reads Google subject id, email, name, and profile picture URL to create or sign in your Evento account.

Gmail (Nodemailer): password-reset and other transactional messages are sent to your email address using the configured mail account.

Firebase Analytics and Crashlytics run in the mobile app: Analytics gets event names and sanitised parameters; Crashlytics gets crash reports tied to your user id.

Retention

One-time passwords are removed automatically when their otpExpires time passes (MongoDB TTL).

Auth session tokens are removed automatically after the configured refresh-token lifetime (default seven days unless JWT_REFRESH_EXPIRE is changed).

There is no coded retention period for user profiles, memberships, event registrations, notifications, device tokens, organisation or event records, ledger entries, audit logs, reports, saved searches, follows, invites, Razorpay records, S3 objects, or database backups.

[[NEEDS LEGAL REVIEW: retention periods per category, including backups, logs, payment and ledger records, and any tax or RBI record-keeping duties]]

Your rights

Under the Digital Personal Data Protection Act, 2023, you are a Data Principal. Signed-in users can download a copy of profile, membership summary, recent notifications, and device-session count from the app (GET /users/me/export), and can delete their account (see the account-deletion page).

[[NEEDS LEGAL REVIEW: how to request access, correction, erasure, or withdrawal of consent without the app; identity verification; response timelines; and grievance-redressal procedure text]]

Contact

[[NEEDS LEGAL REVIEW: privacy contact email and postal address for data-protection requests]]

[[NEEDS LEGAL REVIEW: Grievance Officer name, email, and postal address under the DPDP Act 2023 (leave blank until appointed)]]

Jurisdiction

Evento is operated for use in India. This draft is written with the Digital Personal Data Protection Act, 2023 in mind.

[[NEEDS LEGAL REVIEW: confirm governing law, courts or arbitration venue, and country of establishment once the contracting entity is named]]