Ekklesia Co (“Ekklesia Co”, “Company”, “We“, “Us“, or “Our“) is committed to protecting Your privacy and the Personal Data that You share while using Our Services.
Ekklesia Co is a virtual events management company which provides services that enables You to execute virtual events.
This Privacy Notice is applicable to Ekklesia Co and its affiliates and subsidiaries and is incorporated into and subject to Our Terms of Service (“Terms”) and shall be read harmoniously and in conjunction with the Terms. Unless specifically defined herein, all capitalised terms used herein but not defined in this Privacy Notice shall have the meaning ascribed to them under the Terms.
This Privacy Notice specifies the manner in which Your Personal Data is collected, received, stored, disclosed, transferred, dealt with, or otherwise processed by the Company through Your use of Our Services. This Privacy Notice does not apply to information that You provide to, or that is collected by, any Third Party Service Providers and any Third Party Sites that You access during the organisation and execution of the event or use in connection with the Services offered by Ekklesia Co, including the Event Platform which will be used to execute events. “Event Platform” under this Privacy Notice is defined as the platform which will be used to host events organised by Us.
Please read the Privacy Notice carefully prior to engaging with Our Services. By allowing Us to host Your virtual event, You accept and agree to be bound by the terms and conditions of this Privacy Notice and consent to the Company collecting, storing, processing, transferring, sharing and using Your information including Your Personal Data in accordance with this Privacy Notice. Please note that the term “You” under this Privacy Notice, shall mean the Client and Participants individually and collectively, when the context requires.
In case You are a Client engaging Ekklesia Co Services as a representative of and on behalf of a legal entity or organisation, (i) You represent and warrant that You have the full authority to represent the legal entity and have power to bind them; and (ii) You understand that the Privacy Notice, upon acceptance by You, is applicable to and binds all other persons co-organising an Event and using the Services on behalf of the same legal entity or organisation for this purpose.
As a Client, You agree that You are solely responsible for Event Content displayed or uploaded by You in using the Services and for complying with all applicable laws pertaining to such Event Content, including, but not limited to, laws requiring You to obtain consent or permission of any third party to use any such content or portion thereof and to provide appropriate notices of third party rights including in respect of any name, identity, likeness or voice, submitted by You during an Event. You further represent and warrant that You have the right to upload or share such Event Content and that such use or reproduction thereof, does not violate or infringe on any rights of any third party, including intellectual property rights.
Further, in case You are a minor as per the laws of the territory/country from where You are engaging Our Services, You (i) accept and acknowledge that You are engaging Our Services through a parent or a legal guardian who is of a legal age to form a binding contract in accordance with applicable laws of such territory/country and such person has accepted this Privacy Notice on Your behalf to bind You, and also hereby undertake that You are permitted to lawfully engage Our Services from the territory/country from which You are accessing it; and (ii) hereby acknowledge that You are engaging Our Services under the supervision of Your parent or legal guardian and have their express permission to use the Services. Please note that there are certain specific provisions of the Privacy Notice which may be applicable to You in case You are a minor. If You believe Your minor is accessing the Services without Your consent, please contact Us.
We are not in the business of selling Personal Data collected by Us from You. We use Your Personal Data to provide Services to You, service Your requests, process payments for the Services, and communicate with You regarding the Services, to enhance and customise Your overall experience with Ekklesia Co.
“Personal Data” means any information about an individual/natural person from which that person can be identified, directly or indirectly, and also includes information referred to as “personally identifiable information” or “personal information” under applicable data privacy laws, rules, or regulations. It does not include data where the identity has been removed or anonymous data and this Privacy Notice does not apply to such anonymised data or de-identified or aggregated data.
We collect Personal Data about You by different methods including through:
Information You voluntarily provide Us or to the Client employing Our Services before, during or after the event You attended and/or organised.
This comprises of the Personal Data You provide directly to Us while organising and/or attending an event with Us, providing Payment Details, or while providing feedback or by contacting Us;
Information automatically collected.
Certain Personal Data about You is automatically collected by Our systems, in connection with Your use of Our Services and/or visit to Our Website through cookies, third – party tools, server logs and other similar technologies.
We collect the following data about You:
This includes Your complete name, billing address, pin code, city, country, contact details including mobile/telephone numbers and email address, title or designation and name of the organisation.
This includes Your company’s complete name, billing address, pin code, city, country, contact details including mobile/telephone numbers and email address, logo and marketing materials, if applicable, and any other information required for the provision of Services.
This includes Payment Details and other information regarding payments You make available to Us while engaging Our Services. We do not store card details on Our servers. Credit and debit card payments are processed by Third Party Service Providers engaged by Us, including payment aggregators or gateways on their secure payment server and all card details are fully encrypted and stored by them.
This includes Your internet protocol (IP) address, third party tools, browser type and version, software and hardware attributes and information, time zone setting and location, browser plug-in types and versions, internet service provider, cookie information, type of camera, microphone or speakers, device information, operating system and website, browser actions and patterns and other technology on the devices You use accessing Our website and during the event.
Information collected from Third Parties
We may obtain information from other sources and combine that with information We collect through the Services. For example, if You create or log into Your account on the Event Platform, We will have access to Your email address, in accordance with the authorisation procedures determined by such third-party sites.
If applicable, any information provided on our Website or within the Event Platform through the chat function, and/or when asking questions and participating in live chats. Pre-recorded videos, photographs and other Event Content provided and/or displayed by You as well as Your correspondence with Us, emails, testimonials, feedback, survey responses, etc are included.
Our primary purpose in collecting Personal Data is to provide You with a secure, smooth, efficient, and customised experience of Our Services. In general, We process Your Personal Data and non-Personal Data to create, develop, operate, deliver, and improve the Services. We shall use this information in the following ways:
We will not collect additional categories of Personal Data or use the Personal Data collected by Us for materially different, unrelated, or incompatible purposes without seeking Your express consent.
Further, We may send You emails regarding Your use of the Services. If You do not wish to receive communications from Us, please indicate Your preference by emailing Us at firstname.lastname@example.org. You will not be able to opt-out of receiving administrative messages, customer service responses or other transactional communications. Also, We may receive a confirmation when You open an email from Us, which helps Us improve Our Services.
Ekklesia Co may disclose Your Personal Data to third party vendors and service providers including payment aggregators, processors or gateways (“Third Party Service Providers”), to facilitate the provision of Services (or any part thereof) such as auditing, data analysis, and to prevent, detect, mitigate, and investigate fraudulent or illegal activities related to Our Services. Ekklesia Co may also disclose Personal Data of Clients to Third Party Service Providers for seeking their assistance with delivery of relevant marketing messages and advertisements to Clients. Ekklesia Co contractually mandates these Third Party Service Providers to keep such Personal Data confidential and use it only for the purposes for which Ekklesia Co discloses it to them.
Ekklesia Co may share or disclose Participant’s complete name, email address, designation, organisation, country, and city and other information that may be required by the Client, whose event the Participant wishes to attend. If You are a Participant, You expressly consent to the disclosure of Your aforementioned Personal Data to the relevant Client whose event You wish to attend. Further, Ekklesia Co may also share participation related details (including in the booths in the arena) of the Participants with the Client who may be event organisers from time to time. Such participation related details may include the number of Participants who joined an event, number of visits by the Participants to a booth in the arena on the Platform, number of new registrants for an event, number of repeat registrants for an Event, etc. Please note that Ekklesia Co is not liable for the treatment of such information thereafter by the Client.
Please note that any Event Content or Personal Data that You share or upload during an event, either as a Participant or as Client such as Your name, profile picture, designation, organisation, city and country, accessing any of the interactive features on the Platform, including turning on Your video camera or audio feature on the Platform or a message or a chat sent by You or content shared by You, can be viewed by Ekklesia Co and other Users participating in that event.
Ekklesia Co may need to disclose Your Personal Data, if required to do so by law or in the good faith belief that such disclosure is reasonably necessary inter-alia to: (a) comply with a legal obligation or legal process; (b) protect and defend the legal rights or property of the Company, including to enforce Our agreements, policies, this Privacy Notice, and Terms; (c) protect the safety of the Company, including its employees, representatives, agents, Users, or any person, in an emergency. In such an event, the Company shall be under no obligation to inform You or seek Your approval or consent.
We may share aggregated anonymized (and de-identified) information about You with third parties, at Our discretion.
Ekklesia Co may disclose or transfer Your information (personal or otherwise) to third parties (including during negotiation) to whom Ekklesia Co may choose to sell, transfer, merge or divest all or a portion of its business or assets or in connection with any financing, acquisition, bankruptcy, dissolution, transaction, or proceeding. Alternatively, Ekklesia Co may seek to acquire other businesses or merge with them. In such cases, the third party shall be contractually bound to comply with the terms of this Privacy Notice, in relation to any Personal Data disclosed to them.
Ekklesia Co may store information that You provide at data centres or servers, whether owned, leased, licensed, or used by Ekklesia Co, at a jurisdiction different to where You reside. By engaging Our Services or providing Personal Data for any of the purposes stated in this Privacy Notice, You consent to the transfer to and storage of Your Personal Data to any third party jurisdiction. We may store Your Personal Data (or any portion thereof) locally in order to comply with requirements under specific local laws and regulations which may be applicable to Us.
Ekklesia Co takes reasonable steps to help protect Your rights of privacy and Your Personal Data in an effort to prevent loss, misuse, unauthorised access, disclosure, alteration, or destruction of such information, in compliance with applicable laws.
When Payment Details and other payment card account information is being transmitted on or through Our Website and/or the Event platform, it will be protected by encryption technology. You expressly consent to the collection and sharing of Your information including Personal Data with Third Party Service Providers to process payments and manage payment card information. Ekklesia Co does not itself store Your payment or payment card information and does not have direct control over or responsibility for Your payment or payment card information. Ekklesia Co assumes no liability or responsibility for disclosure of Your information including Personal Data due to errors in transmission, unauthorised third party access, or other causes beyond its reasonable control.
Your acknowledgement: All information disclosed by You shall be deemed to be disclosed willingly and without any coercion. No liability pertaining to the authenticity/ genuineness/ misrepresentation/ fraud/ negligence, etc. of the information disclosed by You shall lie on Ekklesia Co, nor will Ekklesia Co in any way be responsible to verify any information obtained from You.
You shall ensure and confirm that any information provided by You is complete, accurate and up to date. If You provide any data that is untrue, inaccurate, not current or incomplete (or becomes untrue, inaccurate, not current or incomplete), or if Ekklesia Co has reasonable grounds to suspect that such data is untrue, inaccurate, not current or incomplete, Ekklesia Co has the right to suspend or terminate Your engagement with Us and refuse any and all current or future provision of Services at its discretion, in addition to any right that Ekklesia Co may have against You at law or in equity, for any misrepresentation of information provided by You.
You may choose to withdraw Your consent to this Privacy Notice at any point in time. Such withdrawal of the consent must be notified to the Company in writing to email@example.com. In case You do not provide Your consent or later withdraw Your consent, We request You not to use Our Services and We also reserve the right to not provide You any Services. You may also opt-out of direct marketing, or profiling We carry out for direct marketing at any time by writing to firstname.lastname@example.org.
This is also known as ‘the right to be forgotten’ and, in simple terms, enables You to request the deletion or removal of Your personal information where there’s no compelling reason for Us to keep it. Such right of erasure can be exercised by writing to Us at email@example.com. This is not a general right to erasure; there are exceptions, such as when the law requires Us to retain certain personal information about You or where such retention is required for providing Our services to You, etc.
Further, Clients shall have the right to use the Event Content of the relevant event in any manner as the Client may deem fit. In case You are a Participant, You hereby grant the Client, event organisers of the relevant event, the right to record, use, reproduce, download, distribute, adapt, publish, display (including recording thereof), globally, any content submitted, displayed, posted or communicated by You while participating in that event, forming part of the Event Content, in any manner and form as may be determined by the Client, according to their privacy notices. If You do not wish to provide such right, You may refrain from using any Services provided therein.
You may also set Your browser to block all cookies, including cookies associated with Our Services, or to indicate when a cookie is being set by Us. However, it is important to remember that Our Services may not function properly if Your cookies are disabled.
The information that You provide to Us would be stored until such time as We are required to provide Services to You or till it is necessary in relation to the purposes for which such data was collected or to store the information to resolve disputes, enforce Our agreements, and as required under applicable law. For record-keeping purposes, financial transactions will be kept for 5 years. Personal data will be retained for as long as necessary for business and legal purposes as mentioned in this Privacy Notice. We may further retain information in an anonymous or aggregated form where that data would not identify You personally.
Ekklesia Co retains an unconditional right to modify or amend this Privacy Notice. You can determine when this Privacy Notice was last modified by referring to the “Last Updated” legend above.
If You have any questions, or any queries in relation to the Privacy Notice and/or Your choices and rights thereof, please free to contact Us via email at firstname.lastname@example.org.
If You are located in specific countries, including those that fall under the scope of the European General Data Protection Regulation (AKA the “GDPR”), data protection laws give You rights concerning Your personal data, subject to any exemptions provided by the law, including the rights to: