1. Overview & Scope
EVAR Connect Pvt. Ltd. ("EVAR", "we", "us", or "our") respects your privacy and is committed to protecting the personal data of all users across our digital ecosystem. This Privacy Policy applies to personal data collected through:
- The EVAR Web Platform (evar.co.in): Our event discovery, creation, community calendar, attendee ticketing/registration, digital badge pass, B2B networking directory, and 1-on-1 meeting scheduling platform.
- The EVAR Mobile Application: Our mobile tool designed for exhibitors, event professionals, and attendees to scan business cards via OCR, capture booth leads, manage interaction notes, and coordinate event participation.
- Any related web companion tools, APIs, notifications, and communications provided by EVAR Connect Pvt. Ltd.
This policy is framed in compliance with the Digital Personal Data Protection Act, 2023 ("DPDP Act"), the Information Technology Act, 2000, and the Information Technology (Reasonable Security Practices and Procedures and Sensitive Personal Data or Information) Rules, 2011 of India.
2. Roles Under the DPDP Act (Data Fiduciary vs. Data Processor)
Depending on how you interact with EVAR, our data processing roles are defined as follows:
- EVAR as Data Fiduciary: We act as the Data Fiduciary for personal data provided directly by you when creating an account, browsing public events, following community calendars, configuring user profile settings, and opting into global networking or newsletter subscriptions.
- EVAR as Data Processor: When an event host collects custom registration responses, or when an exhibitor scans visiting cards at an expo booth using the EVAR mobile app, EVAR acts as a Data Processor providing the cloud infrastructure and OCR technology. The respective event host or exhibiting business acts as the independent Data Fiduciary for the data collected in their respective event workflows.
3. Personal Data We Collect
We collect information across the following categories to deliver our web platform and mobile app services:
| Data Category | Specific Information Collected | Purpose & Service Context |
|---|---|---|
| Account & Identity | Name, email address, mobile phone number, password hash (or OTP verification tokens), avatar/profile image. | Account creation, authentication, secure sign-in, and account recovery across web and mobile. |
| B2B & Networking Profile | Company name, designation/job title, city, business sector, industry interests, expertise topics, opportunities (host, speak, sponsor, attend), social handles (LinkedIn, X, GitHub, Instagram). | Powering optional attendee directories, matchmaking recommendations, and host badge personalization. |
| Event Hosting & Calendars | Event titles, descriptions, schedules, venue addresses, virtual meeting links (Zoom/Google Meet), ticket tiers, custom registration questions, and email blast content. | Publishing public/private event pages, organizing community calendar feeds, and managing attendee communications. |
| Attendee Registration & Badges | Event RSVP status, answers to host registration questions, ticket QR keys, attendance/check-in timestamps, and group registration headcounts. | Ticketing verification, digital badge access at event check-in doors, and guest management for hosts. |
| Exhibitor Leads & OCR (Mobile App) | Scanned visiting card images, optical character recognition (OCR) extracted text (names, company, designation, phone, email, address), interaction notes, and lead tags. | Enabling exhibitors to capture, organize, and export business leads during trade shows and expos. |
| 1-on-1 Meeting Scheduling | Available meeting time slots, meeting requests, acceptance/decline statuses, and location/virtual room coordinates. | Facilitating confirmed business matchmaking meetings between verified event attendees. |
| Technical & Usage Telemetry | Coarse hashed IP/day visitor buckets, device type, browser/app version, session duration, and opt-out preferences. | Security auditing, fraud prevention, service reliability, and privacy-first page view analytics. |
4. How We Use Your Personal Data
We process personal data strictly for legitimate and specified purposes, including:
- Operating the Event Platform: Enabling users to discover upcoming events, RSVP/register, receive event tickets and QR badges, and access venue details.
- Powering Mobile Lead Capture: Processing visiting card images with OCR algorithms to accurately transcribe contact info for exhibitors.
- B2B Matchmaking & Networking: Displaying networking profiles and facilitating 1-on-1 meeting requests strictly when attendees opt in.
- Transactional Communications: Sending one-time sign-in codes (OTP), registration confirmations, ticket passes, event reminders (24h/1h before start), and important host updates.
- Organizer Tools & Check-in: Providing organizers with guest-list administration, door check-in QR scanning, and attendee analytics.
- Security & Abuse Prevention: Guarding against unauthorized access, spamming, fraudulent registrations, and brute-force attacks.
5. Data Sharing & Disclosure
We do not sell, rent, or trade your personal data or captured lead databases to third parties. We share information only in the specific circumstances outlined below:
- With Event Hosts: When you register for an event, your name, email, registered mobile number, and answers to custom registration questions are shared with that event's organizer and designated co-hosts for event administration.
- With Fellow Event Attendees (Opt-In Only): Your networking profile (company, title, social links) and meeting availability are visible to other attendees of an event only if you explicitly choose to join the event's Networking Hub.
- With Exhibitors (Voluntary Exchange): When you voluntarily hand your business card to an exhibitor at an event booth for scanning, that exhibitor receives the contact details extracted from your card.
- With Essential Infrastructure Sub-processors: Trusted cloud and communication providers who assist in operating EVAR under strict data protection agreements (AWS for hosting, Cloudflare for asset delivery, Neon for database storage, Amazon SES/Resend for transactional emails, and MSG91 for SMS/WhatsApp verification).
- Legal & Regulatory Compliance: When required by applicable Indian law, court order, or governmental authority.
6. Data Security & Protection
We maintain industry-standard technical and organizational security measures to protect your personal data, including:
- End-to-end TLS/HTTPS encryption for all data in transit across our web services and mobile applications.
- AES-256 encryption for database storage and object backups at rest.
- HMAC cryptographic hashing for sign-in tokens and verification codes (passwords are hashed with modern salted algorithms).
- Privacy-preserving QR codes that encode unique secure reference keys rather than unencrypted raw personal information.
- Strict role-based access controls limiting internal system access to authorized personnel only.
7. Data Retention & Account Deletion
We retain personal data only for as long as necessary to fulfill the purposes described in this Privacy Policy:
- Active Accounts: We maintain your profile, calendars, past event registrations, and captured leads while your account remains active.
- Immediate Deactivation: When you initiate account deletion, your profile is immediately locked, sessions are terminated, and public visibility is removed.
- 30-Day Backup Purge: Complete purging of user records and associated lead data across distributed database backups occurs within 30 days.
- Statutory Exceptions: Minimal transaction logs and tax records may be retained where required by Indian statutory laws (e.g., GST, IT Act).
You can permanently delete your account at any time either directly inside the EVAR mobile app (Settings → YOU → Delete Account) or by visiting our dedicated Delete Account Page.
8. Your Rights Under the DPDP Act
As a data principal under Indian law, you have the following enforceable rights regarding your personal data:
- Right to Access: Request a summary of the personal data we hold about you and the processing activities undertaken.
- Right to Correction & Erasure: Update inaccurate profile details or request the permanent erasure of your personal data.
- Right to Withdraw Consent: Opt out of marketing emails, disable event reminder notifications, or withdraw from event networking directories at any time.
- Right to Nominate: Nominate another individual to exercise your rights in the event of incapacity.
9. Grievance Redressal & Contact Information
If you have questions, concerns, or grievances regarding the processing of your personal data or wish to exercise your rights, please contact our designated Grievance Officer:
EVAR Connect Pvt. Ltd.
Attention: Privacy & Grievance Redressal Officer
Email: hello@evar.co.in
Website: evar.co.in
We will acknowledge your grievance within 48 hours and resolve it in accordance with the timelines prescribed under the DPDP Act.