Legal
Privacy policy
RSVPgate is invitation and check-in software for invite-only events, provided by Utenx Technologies Private Limited(“we”, “us”). Event organisers use it to invite guests, collect RSVPs and check guests in at the door. This policy explains what personal data RSVPgate handles, why, and the choices you have.
Who is responsible for your data
For the accounts of organisers and their team members, we decide how data is used and are responsible for it. For guest lists, the organiser who invited you decides what data to upload and how it is used; we process it on their behalf and only to run their event. If you are a guest, the organiser is your first point of contact, and we will help them answer any request.
What we collect
- Organiser accounts: name, email address, organisation name, team roles, and sign-in credentials (passwords are stored only as secure hashes).
- Guest lists provided by organisers: names, phone numbers, email addresses and, where the organiser adds them, company, notes, tags, VIP status and party size.
- RSVP responses: attendance, plus-one names, meal and dietary preferences and answers to any questions the organiser asks.
- Event records: invitation delivery status, check-in and re-entry times, and the gate or device that scanned a code.
- Technical data: standard server logs (such as IP address and browser type) kept by our hosting providers for security and reliability.
Each guest's QR code is a signed random token. It contains no name, phone number or other personal information.
How we use it
- to create and deliver invitations, reminders and entry passes by email or WhatsApp;
- to record RSVPs and check guests in at the event;
- to give organisers live arrival figures and post-event reports;
- to provide support, keep the service secure and prevent misuse;
- to meet legal obligations.
We do not sell personal data and we do not use guest data for advertising.
WhatsApp and email messages
When an organiser sends invitations by WhatsApp, the guest's phone number and the message are processed through the WhatsApp Business Platform operated by Meta Platforms, Inc. and its affiliates, under WhatsApp's own terms and privacy policy. Emails are delivered through our email provider. Guests who no longer want messages about an event can reply to say so or contact the organiser, and we will stop sending to them.
Service providers
We use carefully selected providers to run RSVPgate: Cloudflare (hosting, content delivery and file storage), Convex (database and application backend), Resend (email delivery), Meta Platforms (WhatsApp messaging) and Hetzner (server infrastructure). They process data only on our instructions and may do so in countries other than your own, with appropriate safeguards.
How long we keep it
Organiser account data is kept while the account is active. Guest and event data is kept for as long as the organiser keeps the event in RSVPgate. Organisers can delete or anonymise guests at any time, and we remove deleted data from our active systems within 30 days of a deletion request.
Security
Data is encrypted in transit, access is limited by organisation and team role, QR codes are cryptographically signed, and key actions are recorded in an audit log. Scanner devices keep an encrypted copy of the guest list only for offline check-in.
Your rights
Depending on where you live, including under India's Digital Personal Data Protection Act, 2023 and the UAE's Personal Data Protection Law, you may ask to access, correct or delete your personal data, or withdraw consent. Guests should contact the organiser who invited them; you can also contact us at our contact page and we will respond or pass your request to the organiser.
Children
RSVPgate is intended for adults and is not directed at children under 18.
Changes
We may update this policy. The date at the top shows the latest revision, and material changes will be notified to organisers.
Contact
Utenx Technologies Private Limited · CIN U73100UT2025PTC019834
C/O Prem Singh Bhandari, Badonwala, Arkediagrant, Dehradun, Uttarakhand 248007, India
our contact page