EventSync Privacy Policy

Lots of Love Events, through its EventSync platform (“EventSync,” “we,” “us,” or “our”), respects the privacy of its clients, prospective clients, employees, coordinators, guests, and other individuals whose personal data may be processed through the system.

This Privacy Policy explains how personal data is collected, used, stored, accessed, disclosed, retained, and protected through EventSync.

EventSync processes personal data in accordance with Republic Act No. 10173, or the Data Privacy Act of 2012, its Implementing Rules and Regulations, and applicable issuances of the National Privacy Commission (NPC) of the Philippines.

1. Scope of this Privacy Policy

This Privacy Policy applies to personal data processed through EventSync, including its:

• Public website and inquiry forms;
• User accounts and authentication;
• Inquiries and bookings;
• Client and event records;
• Planning and event workbooks;
• Tasks and reminders;
• Calendar and scheduling;
• Meetings;
• Documents and file uploads;
• Coordinator assignments;
• Supplier records;
• Guest lists;
• Event programs and timelines;
• Venue layouts and planning tools;
• Payment records;
• Client feedback;
• Messaging and notifications;
• Agentic AI-assisted features;
• Audit logs and activity records; and
• Other administrative and event-management functions.

The policy applies to users such as the Owner, IT Administrator, Admin, Assistant Admin, Sales Employee, Coordinator, Client, and other persons whose information is legitimately entered into EventSync.

2. Personal Data We May Collect

EventSync collects only information that is reasonably necessary for event planning, coordination, communication, system administration, and related business operations.

A. Account and Contact Information

This may include:

• Full name;
• Email address;
• Mobile or telephone number;
• Username or account identifier;
• User role;
• Account status; and
• Other information necessary to establish or administer an account.

B. Inquiry and Booking Information

When a prospective client submits an inquiry or proceeds with a booking, EventSync may process:

• Client name and contact information;
• Type of event;
• Preferred or confirmed event date;
• Venue or preferred location;
• Package or service preferences;
• Inquiry details;
• Consultation information;
• Quotation information;
• Booking status; and
• Other information voluntarily provided during the inquiry or booking process.

3. Event Planning and Coordination Data

For confirmed events, EventSync may process information necessary to plan and coordinate the event, including:

• Event details;
• Client preferences;
• Wedding or event requirements;
• Event schedules;
• Supplier information;
• Tasks and assignments;
• Coordinator assignments;
• Meetings and meeting notes;
• Programs and event flow;
• Activity timelines;
• Guest lists and RSVP information;
• Crew-meal information;
• Documents and endorsements;
• Venue and floor-plan information;
• Client feedback; and
• Other event-related records.

Some documents voluntarily uploaded to the platform may contain personal or sensitive personal information. Users should avoid uploading information that is not reasonably necessary for the event.

4. Payment and Financial Information

EventSync may record information relating to an event’s financial status, including:

• Amounts due;
• Amounts paid;
• Payment schedules;
• Payment status;
• Transaction references;
• Receipts; and
• Outstanding balances.

Where an external online payment provider is enabled, payment credentials may be processed directly by the payment provider.

EventSync is not intended to directly store complete credit card numbers, CVV codes, online banking passwords, or similar financial authentication credentials.

5. Technical and System Information

To operate and secure the platform, EventSync may process technical information such as:

• IP address;
• Browser or device information;
• Login activity;
• Session information;
• Date and time of access;
• System activity;
• Error and security logs;
• Audit logs; and
• Actions performed through a user account.

This information may be used for security monitoring, troubleshooting, system administration, and investigation of unauthorized activity.

6. Purposes of Processing

EventSync processes personal data for legitimate and specific purposes, including:

• Responding to event inquiries;
• Preparing quotations and booking information;
• Creating and managing client accounts;
• Planning and coordinating events;
• Managing schedules, meetings, tasks, and reminders;
• Assigning authorized coordinators;
• Managing event documents;
• Maintaining guest lists;
• Monitoring payments and financial records;
• Providing notifications and event-related communications;
• Facilitating communication between authorized users;
• Generating planning assistance through authorized AI features;
• Preparing operational reports and Business Intelligence dashboards;
• Maintaining system and account security;
• Recording activities for accountability and audit purposes;
• Providing technical and administrative support;
• Improving EventSync features and operations; and
• Complying with applicable legal and regulatory requirements.

Personal data will not be processed for purposes that are incompatible with the reason for which it was originally collected unless another lawful basis applies.

7. Legal Basis for Processing

Depending on the type of personal data and the circumstances, Lots of Love Events may process personal data based on one or more lawful criteria recognized under the Data Privacy Act of 2012, including:

• The consent of the data subject, when consent is required;
• Processing necessary to fulfill or take steps relating to an event coordination or service agreement;
• Compliance with a legal obligation;
• Protection of legitimate interests, provided these do not override the fundamental rights and freedoms of the data subject; and
• Other lawful grounds permitted under Sections 12 and 13 of the Data Privacy Act, as applicable.

8. Role-Based Access to Personal Data

EventSync uses role-based access to limit the information available to different users. Access is provided according to a user’s responsibilities within Lots of Love Events.

For example:

• The Owner may access management, event, financial, operational, and administrative information necessary to manage the business.
• The IT Administrator may access system administration, security, account, integration, and technical information where necessary for system management.
• Admins and Assistant Admins may access information necessary to manage inquiries, bookings, planning activities, meetings, documents, suppliers, tasks, and other assigned operations.
• Sales Employees may access information required for sales, promotions, payment follow-ups, and authorized client transactions.
• Coordinators are intended to access only the events to which they are assigned and the information necessary to perform their coordination responsibilities.
• Clients are intended to access only information associated with their own account and event.

Users must not attempt to access information outside the scope of their authorization.

9. Agentic AI-Assisted Features

EventSync may provide Agentic AI-assisted functions to help authorized users with routine event-planning activities. These functions may assist with tasks such as:

• Preparing initial quotation drafts;
• Suggesting suppliers or services;
• Preparing schedules;
• Preparing checklists;
• Organizing planning information; and
• Assisting with routine inquiries.

AI-generated information is intended to assist authorized users and does not automatically replace human judgment or approval. Authorized personnel remain responsible for reviewing AI-generated content before it is relied upon or communicated to clients.

Only information reasonably necessary for a requested AI function should be submitted for AI processing. Where an external AI service provider is used, necessary information may be transmitted to that provider for the purpose of generating the requested output, subject to applicable privacy and security requirements.

10. Business Intelligence and Analytics

EventSync may use operational information to generate Business Intelligence dashboards, statistics, and reports concerning matters such as:

• Number of inquiries;
• Booking conversion;
• Events by type or period;
• Revenue information;
• Outstanding payments;
• Task completion;
• Supplier utilization;
• Employee workload;
• Event activity; and
• Other operational indicators.

Access to Business Intelligence information is limited to authorized users. Where practicable, aggregated information may be used instead of directly identifiable personal information.

11. Sharing and Disclosure of Personal Data

Lots of Love Events does not sell personal information.

Personal data may be disclosed only when reasonably necessary and authorized, including to:

A. Authorized Personnel

Personal data may be accessed by authorized employees and coordinators of Lots of Love Events according to their roles and assigned responsibilities.

B. Event Suppliers and Service Providers

Limited information may be shared with suppliers or other event-related service providers when reasonably necessary to coordinate or perform an event and when such disclosure is authorized or otherwise lawful. Only information necessary for the relevant purpose should be disclosed.

C. Technology Service Providers

EventSync may rely on third-party technology providers for functions such as:

• Application and database hosting;
• Domain, network, and web security services;
• Email delivery;
• Online payment processing;
• Online meetings;
• AI-assisted functionality; and
• File or infrastructure services.

These providers may process information only to the extent necessary to provide the relevant service and subject to applicable contractual, privacy, and security requirements.

D. Government and Legal Authorities

Information may be disclosed where reasonably necessary to comply with a valid legal obligation, court order, subpoena, regulatory request, or other requirement permitted by Philippine law.

12. Coordinators and Employees

Employees, coordinators, and other personnel accessing EventSync on behalf of Lots of Love Events are not permitted to use client or event information for unrelated personal purposes.

They must:

• Access only information necessary for their assigned responsibilities;
• Protect their login credentials;
• Avoid sharing accounts;
• Maintain the confidentiality of client and event information;
• Avoid unauthorized copying or distribution of information;
• Properly protect downloaded or exported information; and
• Promptly report suspected unauthorized access, disclosure, or loss of information.

13. Documents, Messages, and Uploaded Content

Users may upload documents, images, contracts, event plans, floor plans, receipts, and other event-related materials.

Users are responsible for ensuring that information they upload is relevant to the event and that they have the appropriate authority or permission to provide such information.

Private messages, event documents, and other restricted information may only be accessed by users authorized to view them.

14. Cookies and Session Information

EventSync may use necessary cookies, session identifiers, or similar technologies to:

• Maintain logged-in sessions;
• Authenticate users;
• Protect accounts;
• Remember necessary preferences; and
• Maintain basic system functionality.

EventSync does not use such technologies to sell personal information. If non-essential analytics or advertising cookies are introduced in the future, appropriate notices or consent mechanisms will be implemented where required.

15. Security of Personal Data

Lots of Love Events implements reasonable and appropriate organizational, physical, and technical safeguards designed to protect personal data processed through EventSync.

Depending on the system component, safeguards may include:

• Role-based access controls;
• Individual user accounts;
• Authentication controls;
• Access restrictions;
• Secure web connections;
• Session management;
• Audit logging;
• Account status and access management;
• Restrictions on access to assigned events;
• Secure hosting infrastructure;
• Database access controls;
• System monitoring; and
• Appropriate backup and recovery procedures.

No information system can guarantee absolute security. EventSync therefore continuously aims to reduce reasonably foreseeable risks involving unauthorized access, disclosure, alteration, loss, or destruction of personal data.

16. Personal Data Breaches and Security Incidents

Suspected security incidents involving personal data will be assessed and handled in accordance with applicable Philippine data privacy requirements.

Where notification is legally required, Lots of Love Events will notify the National Privacy Commission and affected data subjects within the period prescribed by applicable NPC rules.

For personal data breaches that meet the requirements for mandatory notification, applicable NPC rules generally require notification within seventy-two (72) hours from knowledge of, or reasonable belief that, a qualifying personal data breach has occurred.

17. Data Retention

Personal data will be retained only for as long as reasonably necessary for:

• Event planning and execution;
• Post-event administration;
• Account administration;
• Client relationship management;
• Accounting and financial records;
• Resolution of disputes;
• System security and audit requirements; and
• Compliance with applicable legal obligations.

Different categories of information may have different retention periods. When information is no longer reasonably necessary and there is no lawful reason to retain it, it will be securely deleted, anonymized, or otherwise disposed of using appropriate methods.

18. Data Subject Rights

Subject to the requirements and limitations provided under Philippine law, a data subject may exercise the following rights:

• Right to be Informed — to know whether and how personal data is being processed.
• Right to Access — to request reasonable access to personal data concerning the individual.
• Right to Rectification — to request correction of inaccurate or incomplete information.
• Right to Object — to object to certain types of processing where permitted by law.
• Right to Erasure or Blocking — to request deletion, removal, blocking, or suspension of personal data when the legal requirements are satisfied.
• Right to Data Portability — to obtain applicable personal data in an electronic or structured format when the requirements for portability apply.
• Right to Damages — to seek indemnification where legally justified.
• Right to File a Complaint — to lodge a complaint with the National Privacy Commission.

Requests may be subject to reasonable verification of the requesting individual’s identity.

19. Account Deactivation and Deletion Requests

Users may request account deactivation or deletion of eligible personal information.

Deletion is not necessarily immediate or absolute where retention is necessary for:

• Existing event obligations;
• Valid contracts;
• Financial or accounting requirements;
• Legal claims;
• Security investigations;
• Audit requirements; or
• Other obligations imposed or permitted by law.

Where information cannot yet be deleted, access may be restricted where appropriate.

20. Changes to this Privacy Policy

This Privacy Policy may be updated when:

• EventSync introduces new features;
• Business processes change;
• Third-party integrations change;
• Security or privacy practices change; or
• Applicable laws or regulatory requirements change.

The updated version will indicate its latest revision date.

Material changes may be communicated to affected users through the system, email, or another appropriate method.

21. Privacy Contact

For questions regarding personal data, requests to exercise data-subject rights, or reports of suspected privacy incidents, contact:

Data subjects may also contact or file an appropriate complaint with the National Privacy Commission of the Philippines through its official channels at privacy.gov.ph.