Privacy notice
Last updated 22 October 2026 · Version 3
Who is responsible
EventKiln is operated by Fullworks Digital Ltd, a company registered in England and Wales (company number 07720957), registered office Station House, Station Approach, East Horsley, Leatherhead, England, KT24 6QX, postal address 14 Lovelace Drive, Woking, GU22 8QU, United Kingdom. We are registered with the UK Information Commissioner’s Office (registration number Z3366485). For anything about your personal data, email privacy@eventkiln.com.
Our role and the organiser’s role
- We are the controller for EventKiln accounts (including organisers’ team members), access requests, business verification, organisers’ billing and fee invoices, and the security logs, fraud prevention and error reporting that protect the service.
- The organiser is the controller for the details of people who book their events (buyers and attendees). We process those details on the organiser’s behalf, under our organiser data processing terms. When you book, your details are shared with the organiser, and their own privacy notice also applies.
What we collect
- Account: name, email, password hash, optional two-factor secret.
- Orders: buyer name and email, optional attendee names and emails, tickets, amounts, check-ins, the buyer’s marketing choice (with time and notice version), and a one-way hash of the IP address used to limit how many tickets one connection can hold. The hash can still identify a connection, so we treat it as personal data and remove it within a day of checkout ending.
- Access requests (while sign-up is invite-only): name, email, organisation, website and a description of your events, used only to review the request and contact you about it.
- Business verification (organisers who sell paid tickets or pay for a plan): business name, country, address, VAT or registration number, and the EU VIES check results. For sole traders these can be personal data.
- Payments: card payments are made on Stripe’s pages and processed by Stripe. We never see or store full card numbers.
- Visits to our public pages: when you are not signed in, we count visits to our home, pricing, information, request access and event listing pages with Umami, analytics software that we run ourselves on our server at Hetzner in Germany, with backups in Finland. It records the page address (without anything after a “?” or “#”, except campaign tags starting “utm_” that say which link or campaign brought you there), the referring site, your browser, operating system, device type, screen size, language, and your approximate location (country, region and city). The location is worked out from your IP address when you visit, and the IP address itself is not stored. Umami uses no cookies and stores nothing on your device, so it cannot follow you to other websites. Visits are grouped by a code that changes regularly, so it cannot recognise you over a long period. We use it only to see which pages are useful, and only Fullworks can see the results. We do not count visits inside accounts, checkout, order or ticket pages, or on ticket widgets on organisers’ websites.
- Security: IP addresses in audit logs of account and organiser actions, check-in scan logs, and web server logs that record each request’s IP address and page path (never query strings).
Why we use it (lawful bases)
As controller, we rely on these bases for our own purposes:
| Our purpose | Lawful basis |
|---|---|
| Creating and running the account of the person who signs up an organisation | Contract with that person or their business |
| Accounts of team members an organiser invites | Legitimate interests (letting the organiser give its staff access) |
| Accounts that buyers create to keep their tickets together | Contract with the buyer |
| Keeping fee invoices and the evidence that an organiser is a business established in a particular country, which UK VAT law requires for the reverse charge and UK VAT | Legal obligation |
| Checking that organisers act as businesses, because we only offer paid features to businesses | Legitimate interests (applying our business-only policy) |
| Billing organisers for plans | Contract with the organiser |
| Security and audit logs, web server logs, preventing fraud and abuse (including the IP hash), and error reporting | Legitimate interests (keeping the service and its users safe) |
| Counting visits to our public pages | Legitimate interests (understanding which pages are useful so we can improve them) |
| Reviewing access requests | Legitimate interests (deciding who can use the service while sign-up is invite-only) |
When we process your booking (taking the order, issuing and emailing tickets, check-in, and passing your details and marketing choice to the organiser), we do it for the organiser, who decides the lawful basis. Your contract for the ticket is with the organiser, and marketing from the organiser relies on the consent you give the organiser at checkout.
Your right to object: where we rely on legitimate interests, you can object at any time by emailing privacy@eventkiln.com. We will stop unless we have compelling grounds to continue, such as keeping the service secure.
What you must give us
- To book: the buyer’s name and email are required so the organiser can sell you a ticket and we can send it. Attendee names are asked for only if the organiser needs them, and the marketing box is optional.
- To create an account: name, email and password. Two-factor sign-in is optional.
- To sell paid tickets or pay for a plan: business details. Without them, an organiser can still run free events.
Emails we send
We send only transactional emails: tickets, receipts, password resets, access-request replies and notifications to organisers about their account and sales. We do not send marketing emails to ticket buyers.
The checkbox at checkout asking to hear about future events is consent given to the organiser, not to EventKiln. The organiser can export the list of buyers who agreed and contact them with their own tools. To unsubscribe, use the link in the organiser’s email or contact the organiser.
Payments
Ticket payments are made through Stripe on the organiser’s own Stripe account. The organiser is the seller, and Stripe processes card details under its own privacy policy. When an organiser pays us for a plan, Stripe processes that payment on our own Stripe account. We receive payment status and amounts from Stripe, never full card numbers.
Who we share data with
- Organisers: when you book, your name, email, attendee details and marketing choice go to the organiser of that event.
- Service providers: the services below. Hetzner, Cloudflare and Amazon Web Services act as our processors. Stripe and Google act as our processors for some activities and as controllers for others, such as Stripe’s own fraud prevention and legal obligations; see their privacy notices. Our own error reporting (which receives no personal data) and deployment tools run on our server at Hetzner.
- Authorities: only where the law requires it, for example HMRC for tax records.
| Service | What it does | Where | Transfer safeguard |
|---|---|---|---|
| Hetzner Online GmbH | Hosting: the application server, database and cache, and the server running our own error reporting, deployment and visitor analytics tools (Nuremberg); event images and logos (Nuremberg); encrypted database backups (Helsinki) | Germany and Finland | UK adequacy regulations (EEA) |
| Cloudflare, Inc. | DNS, content delivery and the secure connection to our server. Every request passes through it; we do not keep Cloudflare request logs | Global network; US company | US: UK–US data bridge. Other countries: UK Addendum to the EU Standard Contractual Clauses |
| Amazon Web Services (Amazon SES) | Sending transactional emails: tickets, receipts, password resets, access requests and organiser notifications | London, United Kingdom; US parent company | Processed in the UK. Any access from the US: UK–US data bridge |
| Stripe | Ticket payments: Stripe processes card details for the organiser under the organiser’s own agreement with Stripe. Plan payments: Stripe processes our organisers’ billing details for us | UK, EEA and US | US: UK–US data bridge |
| Google Workspace | Our own mailboxes, used when you email us | EEA and US | US: UK–US data bridge |
We do not use advertising services or third-party analytics, and we do not sell personal data. Our visit counting runs on our own server.
International transfers
Our servers and backups are in Germany and Finland, which the UK treats as adequate. Some providers are US companies or run global networks, so data can leave the UK and EEA:
- To the United States: we rely on the UK–US data bridge (the UK Extension to the EU–US Data Privacy Framework). Cloudflare, Amazon Web Services, Stripe and Google are certified under it; you can check on the Data Privacy Framework list.
- To other countries, such as Cloudflare data centres outside the UK, EEA and US: we rely on the UK Addendum to the EU Standard Contractual Clauses in the provider’s data processing terms.
The providers’ terms are published: Cloudflare, Amazon Web Services, Stripe and Google Workspace. Email us for a copy of the safeguards that apply to your data.
How long we keep it
- Personal data on abandoned (unpaid) orders: deleted after 30 days.
- Access requests: kept until decided, then deleted 90 days later.
- Payment webhook payloads: redacted after 90 days.
- Visit counts from our public pages: 24 months, then deleted. Backup copies are removed within a further 14 days.
- Check-in and audit logs: 365 days. Web server logs: no more than 14 days.
- Accounts: until you delete your account. Deleting it removes your name, email, password and two-factor details, and the personal details on orders you placed while signed in; the amounts stay in the organiser’s sales records.
- Attendee details on orders (attendee names and emails, check-ins and the marketing choice): 2 years after the event ends, then erased automatically. The organiser needs them to run and follow up events, and can erase them sooner.
- The buyer’s name and email and the amounts on completed orders: until 6 years after the end of the calendar year in which the event ended, as evidence of who paid, for refunds, chargebacks and the organiser’s and our tax records. Then the buyer’s details are erased automatically and only the amounts are kept. The organiser can erase them sooner, and when an organiser leaves EventKiln it chooses whether we return the data and then delete it, or simply delete it, as our data processing terms say.
- Business verification checks and the customer details on booking-fee invoices: 6 years after the end of the calendar year they relate to, then deleted automatically (invoice amounts are kept). An organisation’s business details are deleted once it has not traded with us for that long.
- Database backups: daily copies are kept for 14 days and monthly copies for 183 days. Backups are encrypted and locked so that nobody can change or delete them early. They are used only to recover from a disaster and only one named person at Fullworks holds the key to open them. If we erase your data, it stays in backups until they expire, beyond any ordinary use. If we ever restore a backup, we repeat every erasure made since it was taken before the service is used again.
Your rights
You have the right to access your personal data, to have it corrected or erased, to restrict how we use it, to object to it (see above), and to receive it in a portable format. Where we rely on consent, you can withdraw it at any time. Some rights have limits: for example, we cannot erase records we must keep for tax or accounting, or that we need to establish or defend legal claims, until their retention period ends. If we refuse a request, we will tell you why.
Signed-in users can download their data and delete their account from Account settings. For anything else, email privacy@eventkiln.com. If you booked a ticket, the organiser controls your booking details: you can ask them directly, or ask us and we will pass your request on.
You can complain to the UK Information Commissioner’s Office (ico.org.uk), or to the data protection authority where you live. We would appreciate the chance to put things right first.
Cookies and embedded checkout
We use only strictly necessary cookies. See the cookie notice. When an organiser embeds EventKiln’s ticket widget or checkout on their own website, the widget and checkout set no cookies and use no browser storage. Payment opens in a new tab on Stripe, which sets its own cookies.