Privacy Policy

Effective date: July 17, 2025

Privacy Policy

Brightwood Digital B.V. ("Brightwood", "we" or "us") provides a platform to enable location and event hosts and organizers ("Brightwood Customers", "organisers", "platform users" or "clients") to develop and manage mobile event apps ("event", "app"), as well as to allow end-users who attend or seek information about such events ("End Users" or "users") and/or events to download and/or view one or more events within our applications.

This is the privacy policy that governs how we, in compliance with the requirements laid down in the General Data Protection Regulation (GDPR), use Personal Information (as defined below) that we collect, receive and store about individuals and/or companies in connection with the use of: (i) the Brightwood event management platform (cms), (ii) the website brightwood.nl, and any other website that we operate (each, together with its sub-domains, content and services); and (ii) the Brightwood or custom-branded web and mobile software applications, and any other software application, that we license. The Brightwood event management platform, sites and the applications are individually and collectively referred to herein as the "Services".

When we make a material update to this policy, we will post a notice visible upon your first usage of the Services after the update becomes effective, and may also send an email if we believe the circumstances of update warrant it.

Roles

Brightwood is both data controller and data processor. For personal data of our customers, users who decide to create an account on one of our services and visitors, Brightwood is a data controller. For personal data provided by our customers for usage within our event management system and services (e.g. attendee lists), Brightwood is a data processor.

Data we collect

The following information is collected through our services where we act as data controller:

Brightwood Customers

• If you are a Brightwood Customer, you may provide Personal Information when you register with us through the platform to create and manage events and or Apps, such as your name, company name, email address, and "Payment Information" such as billing address and credit card information.

End Users

• When you download or use Brightwood services, any event published there or elsewhere, and/or use an Event through the Site, you may choose to provide Personal Information for your registration and/or profile as follows:
  • Name, email, photo/profile image, Company, Position/Title, biography, website and/or other profile details ("Profile Information").
  • Linked social media accounts such as Facebook, Twitter and LinkedIn ("Social Information").
• If, when you create an account with us, you may choose to login using certain social media accounts (Facebook, LinkedIn, Twitter, etc). In this case, we collect the login identifier from this account ("Social Logins").
• We collect a self-generated Mobile ID when you download the Brightwood Apps
• We may optionally collect, but don't store, your location data.
• You may send messages to other End Users or connect with them, in which case we will collect records and data reflecting your interactions with the other users.
• You may be asked, but not required, to complete surveys, polls, questions in a Q&A and other interactive features in Brightwood Apps. Note that this information is treated like Profile Information for purposes of this policy.

Visitors

This Section describes the information that we may collect from Visitors. To the extent you are a Brightwood Customer or an End User and visit the Site, Platform or use a Brightwood App, this Section will apply to you as well:

• If you contact us by email or by filling-out a registration form, we may keep a record of information you provide, such as contact information and correspondence.
• We will collect Usage Data reflecting your behaviour on our services.
• We may use session and persistent cookies, both first-party and third-party, to collect information about your visits to the Site.

The following information is collected through our services where we act as data processor:

Brightwood Customers

• As a Brightwood Customer you might provide personal information of your attendees or other relations like: names, email addresses, company names, job titles and other relevant information. Some of this information might also be included in other content you upload to our event management system. The customer must have consent to provide this information to Brightwood. If you are an end-user and believe your information was provided without consent, please email privacy@brightwood.nl to notify us.

How we use this data

This is what we do with the data collected from all our users.

Brightwood Customers

• We use your data to create and send out invoices
• Your data is used within the cms to identify yourself and your adjustments in our cms.
• We might send you email messages in order to help you set up your Event App.
• We sometimes send out an email newsletter with updates and new features of our platform.
• Your provided personal information of others will be used for your self-created event App.

End Users

• We show your name and other profile information in the list of attendees, on your public profile and when communication with others within our services. We never share your email address publicly.
• If provided, we use your location data to sort events when you are exploring a public events list. We don't store the location data.
• We sometimes send out messages by email with relevant transactional notifications. These might be: notifications of replies to public messages of you, a summary of your activity within the app (new followers, new chat messages, etc). You can control your preferences and disable these notifications within the App.
• We use your email address or social media identifier to authenticate you in our services.
• We use your mobile ID to log your usage and behaviour within our Apps with our own, but also third-party tools. Anonymous and aggregated statistics of all event app users made available to the organiser of the event.
• We might send out a newsletter with updates to our app.

Visitors

• We use the information you provide in a contact form to get in touch with you and to help us resolve your request.
• Usage data collected on our services is used for our internal analysis, support and for anonymous usage statistics for event organisers.
• Cookies are used for statistical analysis, (re-)marketing and for authentication purposes.

Who do we share this data with

With event organisers:

• Data that you provide as an end-user, including your email address, is shared with the event organiser of the event you are subscribing to in our services.

With our service providers:

• We engage third parties, such as accountants, hosting companies, security auditors, or analytics providers, to help us run, analyse and improve our Services. Through this such vendors may have access to your personal Information. We always minimise the data exposed and only provide the limited personal information that is necessary for that purpose. We research, sign data processing agreements with such vendors and require them to agree to maintain the confidentiality of all of our confidential and/or proprietary business information, including your Personal Information, and to use such information solely for the purpose of providing services to us.

With authorities

• When required by law or in case of fraudulent use of our services we may provide your personal data to the appropriate authorities.

With others as the Result of a Change in Control or Sale of Brightwood Digital B.V.

• We may also disclose your personal information and other information you provide to another third party as part of a sale of the assets of Brightwood Digital B.V., a subsidiary or division, or as the result of a change in control of the company. Any third party to which Brightwood transfers or sells Brightwood's assets will have the right to continue to use the personal and other information that you provide to us.

How we store and secure the data

Brightwood is very concerned with safeguarding your information. We employ commercially reasonable administrative, physical and electronic measures designed to protect your information from unauthorised access. Unfortunately, no transmission of information over the Internet can be guaranteed to be 100% secure, and we cannot ensure or warrant the security of any information you provide to us.

All our data is hosted within the European Union. We encrypt transmissions through our Services, including transmission of Personal Information, with Transport Layer Security (TLS), a cryptographic protocol recognised in the software industry as a reasonable secure method of internet transmission. In addition, our cloud service providers implement industry standard security measures to protect your Personal Information when in storage and/or at rest.

Please note that emails, instant messaging, and similar means of communication within our services are not encrypted, and we strongly advise you not to communicate any confidential information through these means.

Our employees are provided with context-specific access to our systems and your Personal Information, and are subject to contractual obligations to access and use your Personal Information only as required to deliver Services to you.

We do not store, view or process any credit card information. Our renowned third-party payment processor handles all payment information securely.

Rights concerning your Information

Your personal information is yours. You can always view, update and delete your own account within our services by logging in. If you want to view, update, delete or export any other personal information available within our services, please e-mail us at privacy@brightwood.nl. We will as soon as practicable oblige with your request. When removing your information from our systems, some backup copies may remain for a short period of time thereafter.

Child Policy

We do not knowingly collect, maintain, or use Personal Information from children under 16 years of age, and no part of the Service is directed to children under the age of 16. If you learn that your child has provided us with Personal Information without your consent, you may alert us at privacy@brightwood.nl. If we learn that we have collected any Personal Information from children under 16, we will promptly take steps to delete such information and terminate the child's account.

Third Party Sites

Our services may contain links to websites owned or controlled by a third party. If you choose to visit one of these websites, you will be directed to that third party's website. The fact that we link to a website is not an endorsement, authorisation or representation of our affiliation with that third party, nor is it an endorsement of their privacy or information security policies or practices. We do not exercise control over third party websites. These other websites may place their own cookies or other files on your computer, collect data or solicit Personal Information from you. Other websites follow different rules regarding the use or disclosure of the Personal Information you submit to them. We encourage you to read the privacy policies or statements of the other websites you visit.

Changes to this policy

We may update this Privacy Policy at any time, with or without advance notice. In the event there are significant changes in the way we treat your personally identifiable information, or in the Privacy Policy document itself, we will display a notice and ask for your consent on our services or send you an email. As always, if you object to any of the changes to our policies, and you no longer wish to use Brightwood, you may close your account.

How to contact us