Privacy policy

Controller

The controller within the meaning of the GDPR is Marvin Kaes & Georg Schaal GbR, Christian-Schult-Str. 7, 50823 Köln, Germany, represented by Marvin Kaes and Georg Schaal, email: contact@eventguide.ai (see legal notice).

What data we process

We process: (1) server/access logs (e.g. IP address, timestamp, page requested, user agent) to keep the service secure and running reliably; (2) on registration and login: your email address and a hashed password; (3) on newsletter sign-up: your email address; (4) when you submit an event via our form: the event and contact details you provide; (5) when you use "Ask Eventguide" (our AI chat): your input, in order to generate a reply (see the "AI chat" section); (6) when you report a correction to an event: the details you provide, an optionally supplied email address, and temporarily a per-day hash of your IP address (see the "Event correction reports" section). The legal bases are performance of a contract or pre-contractual measures (Art. 6 (1) (b) GDPR), our legitimate interest in a secure, functioning service (Art. 6 (1) (f) GDPR), and — for the newsletter and AI chat — your consent through active use of the respective feature (Art. 6 (1) (a) GDPR).

Hosting (Vercel)

Our website is hosted by Vercel Inc., 340 S Lemon Ave #4133, Walnut, CA 91789, USA. Vercel processes access data as our processor. As a US company, this may involve a transfer of data to the USA (a third country), which is safeguarded through EU Standard Contractual Clauses (Art. 46 GDPR).

Database (Neon)

Our database (PostgreSQL) is operated by Neon Inc. in a region within the EU (Frankfurt). Neon processes the data stored there as our processor.

To send our newsletter we process your email address. Sign-up uses a double-opt-in process: after entering your address we send you a confirmation email; only after you click the confirmation link do we add you to the list. The legal basis is your consent (Art. 6 (1) (a) GDPR). You can unsubscribe at any time via the link in every email or by writing to contact@eventguide.ai.

Event correction reports

The "Report a correction" form on every event page lets you flag incorrect details without signing up. We process the detail you report, an optional source URL, an optional note and — only if you choose to provide it — your email address. We use that address solely to reply about this one report; it does not add you to the newsletter list. To protect against bulk or automated reports we temporarily store a per-calendar-day salted hash of your IP address that is created exclusively for this form. We do not store the IP address itself; the hash is technically separated from other usage analytics and is deleted by the next nightly maintenance run after the calendar day ends. We retain submitted corrections without that hash so that any resulting change to an event stays traceable. The legal bases are our legitimate interest in the accuracy of published data and in preventing abuse (Art. 6 (1) (f) GDPR) and — for the optional email address — your consent (Art. 6 (1) (a) GDPR). You can request deletion of your report at any time by writing to contact@eventguide.ai.

Transactional email (Resend)

To send transactional emails (e.g. email confirmation, team invitations, password reset) we use the service Resend, operated by Resend, Inc., San Francisco, USA. Resend processes the data needed for each message (email address, message content) as our processor; this may involve a transfer to the USA (a third country), safeguarded through EU Standard Contractual Clauses. The legal basis is performance of our contract with you (Art. 6 (1) (b) GDPR).

Analytics

To analyze how our website is used, we employ Vercel Web Analytics and Vercel Speed Insights. These services work without cookies and do not build personal profiles. Only aggregated metrics such as page views and load times are collected. The legal basis is our legitimate interest in a needs-based design of the website (Art. 6 (1) (f) GDPR).

Improving search

When you use search, we retain the normalized search term (limited to 120 characters), applied filters, result count, technical duration, and opened results with their positions for no more than 90 days. Email addresses, phone-like values, and long digit sequences are replaced automatically before storage; free text can nevertheless contain personal information. We store neither a user ID nor the raw IP address or user agent. To measure reach, a secret key may be used to derive a pseudonym from the IP address and user agent that changes daily; the raw values are not stored for this purpose. In the admin area, search terms are shown only in aggregates representing at least three distinct daily pseudonyms. The data helps us improve zero-result searches and result ordering. The legal basis is our legitimate interest in providing a needs-based and functional search experience (Art. 6 (1) (f) GDPR). You may object to this processing by contacting contact@eventguide.ai.

AI chat ("Ask Eventguide")

Our "Ask Eventguide" feature answers your questions about events using language models from OpenAI, which we access via the Vercel AI Gateway. Your input is sent to OpenAI, OpenAI L.L.C., San Francisco, USA, for this purpose; this may involve a transfer to the USA (a third country), safeguarded through EU Standard Contractual Clauses. The legal basis is your consent through active use of the chat (Art. 6 (1) (a) GDPR).

Cookies

We use only technically necessary cookies: a cookie to remember your selected city (eg_city), a cookie for the invitation/onboarding process (eg_onboarding_token, 24 hours), and a login session cookie (30 days). We do not use marketing or tracking cookies. The legal basis is § 25 (2) TTDSG (technically necessary) in conjunction with Art. 6 (1) (b) and (f) GDPR. Because only technically necessary cookies are used, no cookie consent banner is currently required.

Your rights

You have the right to access, rectification, erasure, restriction of processing, objection and data portability, as well as the right to lodge a complaint with a supervisory authority.

Contact for privacy requests

For all privacy requests, contact contact@eventguide.ai.