Privacy Notice
This notice explains, in plain language, what personal information PLANORA EventGuard 360 processes on the web, in the Android app and through its event devices, why, who can see it, how long it is kept, and how you can exercise your rights under the Philippine Data Privacy Act of 2012 (Republic Act No. 10173).
PLANORA does not sell personal information, does not show advertising, does not load analytics or tracking tools, and does not send marketing messages.
1. Who operates PLANORA
PLANORA EventGuard 360 is operated by [Owner input required: legal name of the PLANORA operator], [Owner input required: operator business address] (the "operator"). The operator decides how the shared PLANORA service works and is the personal information controller for account, security and platform records.
Organizers who run events on PLANORA decide what they collect for their own events (for example registration questions, fees and attendance rules) and are responsible for that processing. Suppliers are responsible for how they use the client and event details they receive for a quotation or booking.
Privacy contact / Data Protection Officer: [Owner input required: Data Protection Officer name or office], [Owner input required: privacy / Data Protection Officer contact].
2. Who this notice covers
Everyone who uses PLANORA: Attendees, Guests/Clients who plan events, Organizers and their event team members, Suppliers (including venues), Admin users, and people named in an event (for example invited guests without an account).
3. Information we process
| Information | From whom | Why | Required? |
|---|---|---|---|
| Name, e-mail, phone, account ID, password (stored only as a one-way hash), role | Everyone with an account | Create and secure the account, contact you about your events | Required (phone optional for some roles) |
| Google account ID, name and e-mail | Users who choose "Continue with Google" | Sign you in with Google | Optional |
| E-mail verification and sign-in codes; a "trusted device" record | Everyone signing in | Confirm it is you and prevent account takeover | Required (trusted device optional) |
| Profile photo | Users who upload one | Show your photo in your workspace and app | Optional |
| School, student ID, department, course, year level, section, gender | Attendees who fill these in | Event eligibility and organizer reports where an event requires them | Optional unless an event requires them |
| Organizer profile: business name, description, services, service area, address, verification details | Organizers | Organizer verification and the public organizer profile | Required for Organizers |
| Supplier profile: business name, category, service area, packages and prices, portfolio images, verification documents; optional public business e-mail and phone | Suppliers (added by PLANORA Admin) | Supplier directory, quotations and verification | Required for Suppliers; public contact optional |
| Event plans: event name, type, date and time, location text (and an optional map pin), guest count, budget range, services, notes, attendance method | Guests/Clients | Plan the event with your chosen Organizer and Suppliers | Required to plan an event |
| Quotations, bookings, booking numbers, payment amounts, payment references, payment-proof files, receipts, refunds | Guests/Clients, Organizers, Suppliers | Prepare quotations, confirm bookings, record and verify payments | Required for bookings |
| Event registrations, tickets, approval and payment status, digital pass | Attendees | Register you and admit you to the event | Required to attend |
| Registration without an account: name, e-mail, optional phone, the versions of the event policy and this notice you accepted, and a one-seat Invitation Pass | Visitors of a free public event that offers this option | Send you your pass by e-mail, admit you, and give the event Organizer the attendance list; the Organizer may see a "possible duplicate" hint when your e-mail matches another pass or registration for the same event. No account is created and nothing is linked to one | Required to use this option |
| Attendance: check-in/out time, method (QR, RFID or manual), device, direction | Attendees | Record attendance and prevent duplicate entry | Required at events that record attendance |
| Messages, notifications | Users who message each other in PLANORA | Let event participants communicate; tell you about updates | Optional (messages) |
| Immediate Assistance requests: category, urgency, location at the venue, description, contact preference, optional phone, optional device location | Attendees, Guests, event staff, Suppliers | Get the event team to help you and track the request | Optional |
| Event-day presence (inside/outside the venue) from shared device location | Attendees who share location in the app | Event safety and crowd awareness during the event | Optional |
| Lost-and-found reports and claims, incident reports | Users who submit them | Return items and handle incidents | Optional |
| NORA Assistant conversations | Users who use NORA | Answer your questions about PLANORA and your events | Optional |
| Security and audit logs (actions, times, and technical details such as IP-derived rate-limit data) | Everyone | Protect accounts, investigate misuse, keep an audit trail | Required |
PLANORA asks only for what each feature needs. Optional fields stay optional.
4. Sensitive personal information
Under the Data Privacy Act, information about a person's health and education is sensitive personal information. PLANORA may process:
- Health-related information in Immediate Assistance requests (for example a first-aid category or a short description). Please give only what helpers need, such as "needs first aid near the stage"; do not include diagnoses or medical history. Only the event's Organizer, the assigned helper and Admin can see a request's contact details.
- Education information (school, course, year level) when you provide it for events that require it.
Immediate Assistance coordinates help from the event team. It is not an emergency service: for life-threatening emergencies, call local emergency services first.
5. EventGuard 360 devices, QR and RFID
- QR passes contain a random pass code linked to one registration. They do not contain your name or contact details. Your QR is shown only after you sign in; PLANORA does not e-mail the QR code.
- RFID cards are linked to your account by an Admin. PLANORA stores only a one-way hash of the card number, never the readable number on public pages, and a card alone never admits anyone: the server checks your registration for that event.
- Check-in devices record the result, time, device and method of each scan. Device replies show only a result message, never your name or e-mail.
- Occupancy, temperature and humidity readings are counts and environment values for the venue; they do not identify people.
- Device GPS (when fitted) locates the kiosk itself for event operations and SOS. It does not track attendees.
6. NORA Assistant
NORA answers questions about PLANORA and your own records using only data your account may see. Your NORA conversation history is saved to your account so you can continue it. Only your latest 80 messages are kept, and you can clear them at any time with "Clear history".
By default NORA uses PLANORA's built-in guide and sends nothing outside PLANORA. The operator may enable an external AI service; when enabled, your question and the minimum context needed to answer it are sent to that provider. [Owner input required: name of the AI provider if enabled, and its data-use terms]
NORA is not a lawyer, doctor, financial adviser or emergency responder. NORA never changes your records without your confirmation.
7. Payments
Online registration payments are handled on PayMongo's hosted checkout pages. You enter card or e-wallet details on the provider's page, not in PLANORA, and PLANORA does not store card numbers. PLANORA keeps the amount, status and the provider's payment reference.
Event-planning booking payments are recorded from the payment reference and proof you upload; your Organizer verifies them. Uploaded proofs are stored privately and shown only to you, your Organizer and Admin.
8. Why we use it and our legal bases
| Purpose | Legal basis under the Data Privacy Act |
|---|---|
| Provide your account, events, planning, quotations, bookings, registrations and passes | Necessary to provide the service you asked for (contract) |
| Record payments, receipts and refunds; keep financial records | Contract; compliance with legal obligations |
| Attendance, security logs, fraud and duplicate-entry prevention | Legitimate interests of the operator and event organizers in safe, accurate events |
| Immediate Assistance (including health-related details you choose to give) | Your consent when you submit the request; protection of life and health where necessary |
| Optional profile details, profile photo, location sharing, NORA history | Your consent (you can remove or stop these at any time) |
| Responding to lawful requests from authorities | Compliance with legal obligations |
PLANORA records your agreement to the Terms of Use and your acknowledgement of this notice (document, version, date and time) each time you accept a new version. [Legal review required: confirm the legal bases above]
9. Who can see it and who receives it
- By role: an Organizer sees only its own events, clients, attendees and the suppliers on its requests; event team members see only the events they are assigned to; a Supplier sees only its own requests, quotations and bookings (a supplier quotation copy does not include the client's e-mail or phone); a Guest sees only their own plans and payments; an Attendee sees only their own registrations and passes; Admin has administrative access for support, verification and security.
- Public profiles: approved Organizer and Supplier business profiles are visible to signed-in users. Sign-in e-mails and private phone numbers are never shown; a public business e-mail or phone appears only if the business chose to add one.
- Service providers who process data for PLANORA: the hosting provider ([Owner input required: confirm Hostinger as host and its data processing terms]), the e-mail delivery service, Google (only for "Continue with Google"), and the payment providers above. An external AI provider receives NORA questions only if enabled.
- Authorities, when the law requires it.
10. Where it is processed
PLANORA's servers and service providers may process data outside the Philippines. [Owner input required: server location and any cross-border transfer safeguards]
11. Cookies and device storage
PLANORA uses only a sign-in session cookie, an optional "trusted device" cookie, and device storage for your display preferences and offline event pages. None of them track you. See Cookies & Device Storage.
12. How long we keep it
We keep information only as long as needed for the purpose above, then delete or anonymize it. Short-lived security items expire automatically (for example password-reset links after one hour and quotation download links after five minutes). Financial and audit records may need to be kept longer for legal and accounting reasons. [Owner and legal input required: approved retention periods; see the retention schedule]
13. How we protect it
PLANORA uses role-based access checks on every page, encrypted connections (HTTPS), hashed passwords and RFID numbers, protection against cross-site request forgery, private storage for uploaded files, upload type checks, rate limits on sign-in, per-device keys for event devices, and audit logs. No system can promise perfect security; if we learn of a personal data breach that must be reported, we will notify the National Privacy Commission and affected people as the law requires.
14. Your rights and how to use them
Subject to the Data Privacy Act, you have the right to be informed, to access, to correct, to object, to erasure or blocking, to data portability, to withdraw consent where consent is the basis, to claim damages, and to file a complaint with the National Privacy Commission.
- See and correct most of your information in your profile.
- Delete your account from Delete Your Account (also linked in the app).
- Other requests (a copy of your data, objection, withdrawal of consent): contact [Owner input required: privacy / Data Protection Officer contact]. We will never ask for your password. We may ask you to confirm the request from your signed-in account.
- Complaints: you may contact the National Privacy Commission (opens a new tab).
15. Children and minors
PLANORA is intended for users who can agree to these terms. Events for minors should be registered with a parent or guardian's involvement. [Owner and legal input required: minimum age and parental consent rules]
16. Changes to this notice
When this notice changes in a meaningful way, PLANORA shows the new version and records your acknowledgement. Earlier versions and your earlier acknowledgements are kept.
Buod sa Filipino
Ginagamit ng PLANORA ang iyong pangalan, e-mail, at numero para gumawa ng account at patakbuhin ang mga event at planong sinasalihan mo. Hindi namin ibinebenta ang iyong impormasyon, walang ads, at walang tracking. Ang iyong QR pass ay random na code lamang, at ang RFID card ay naka-hash. Ang Immediate Assistance ay para sa tulong ng event team at hindi kapalit ng emergency services. Maaari mong tingnan, itama, o burahin ang iyong account, at magreklamo sa National Privacy Commission.