Privacy Policy
1. Who we are
Readyhall is operated by UKEDL (sole proprietorship; entity formation pending). This policy explains how we process personal data when you visit readyhall.com, create an account, or use the product.
2. Controller and processor roles
Organizers are controllers of personal data they collect about their attendees and speakers inside their events (for example registrations, agendas, messages, and check-ins for that event). UKEDL (sole proprietorship; entity formation pending) is the processor for that event data: we process it on the organizer's instructions to provide Readyhall.
For your Readyhall account (login, billing contact, support tickets with us), UKEDL (sole proprietorship; entity formation pending) is the controller.
3. Data we process
- Account profile: name, email, password hash, optional bio/affiliation/photo
- Organization and event membership roles
- Event participation: attendance, bookmarks, check-ins, messages you send
- Billing metadata via our merchant of record (not full card numbers on our servers)
- Technical logs needed to operate and secure the service (without storing secrets in logs)
- Event-assistant conversations: questions you ask the in-event assistant and the answers we generate are stored and processed by Anthropic so we can return those answers.
- Sponsor lead capture: if you scan a sponsor's code, your name and email are shared with that sponsor.
- Per-attendee payment status and reference (for example a PO number), recorded by organizers. We do not process the payment.
- CFP submissions from people without accounts: email and attachments
- Presenter-portal submissions: presenter email and uploaded files, kept per the retention line below
- Sponsor-outreach prospect contacts uploaded by organizers: name, email, organization. Used only to draft their outreach; Readyhall never emails those contacts.
4. Why we process data
To provide the service, authenticate you, enforce plans and security, send transactional email (invites, password reset, verification), improve reliability, and comply with law. We do not sell attendee data or show ads.
5. Subprocessors
We use the following subprocessors to operate Readyhall:
- Neon — PostgreSQL hosting (region: AWS us-east-1 (N. Virginia, USA))
- Render — API hosting (region: Virginia (US East), USA)
- Netlify — Web hosting (region: Global CDN, US-based provider)
- Cloudflare — Object storage (R2) (region: Western North America (WNAM))
- Resend — Transactional email (region: United States–based provider)
- Stripe — Merchant of record (payments, tax) (region: United States–based provider)
- Anthropic — AI processing for event assistant conversations and organizer AI features (drafts and answers; disclosed in-product) (region: United States–based provider)
- Sentry — Error tracking (region: United States–based provider)
- Better Stack — Uptime monitoring and status page (region: United States–based provider)
6. Cookies
We set essential cookies only: an HttpOnly session cookie for authentication and a CSRF cookie to protect state-changing requests. Because we do not set non-essential analytics or advertising cookies today, we do not show a cookie consent banner. This is a deliberate product choice. If we add analytics cookies that require consent, we will enable a banner and update this section.
7. Retention
We retain account and event data while your account or organization remains active, and for a limited period afterward for backups, dispute resolution, and legal obligations. Organizers control how long they keep event content they are responsible for.
Messages, profiles, and event participation data are retained for the life of your account and are removed or anonymized when you delete your account. Anonymized means the message body is replaced with a placeholder and detached from your identity so the thread can remain for other participants.
CFP submissions from people without accounts, presenter-portal submissions (the presenter email and uploaded files), sponsor-outreach prospect contacts, and per-attendee payment status or reference are event data the organizer controls. We keep them while the organization remains active, and for a limited period afterward for backups, dispute resolution, and legal obligations.
8. Your rights (including GDPR)
Depending on your location, you may have rights to access, correct, export, or delete personal data. Signed-in users can download a JSON export of their own account data from Account. Account deletion is live: you re-enter your email and password to request it, the account is deactivated immediately, and permanent deletion runs after a 7-day grace period. Signing in or cancelling during that window restores the account. We keep an audit trail of deletion requests, cancellations, and completions. Organizer-held lists outside Readyhall remain the organizer's responsibility.
California residents (CCPA)
If you are a California resident, we do not sell or share your personal information as those terms are defined in the CCPA. You may request access to or deletion of your personal information; we honor those rights through in-product export and account deletion, or by emailing support@readyhall.com.
9. International transfers
Infrastructure may be located in the United States or other regions used by our hosting subprocessors. Where required, we rely on appropriate transfer mechanisms offered by those providers.
10. Security
See our Security page for architecture, downloads, and product principles. No method of transmission or storage is 100% secure.
11. Children
Readyhall is not directed to children under 16. If you believe we have collected such data in error, contact support@readyhall.com.
12. Changes and contact
We may update this policy; the date above will change. Questions: support@readyhall.com (UKEDL (sole proprietorship; entity formation pending)).