eventelio
Guest information template
Appendix D of the data processing agreement. These texts are templates : the organizer, who is responsible for their guests' data, adapts them to their situation (the items in square brackets are to be completed) then passes them on to the people concerned, for example with the “Find my seat” link or the invitation message.
1. Guest information notice
Your data for the organization of (You: event name)
Who is responsible? (You: name of the organization, address, contact e-mail).
Why? To organize the event: guest list, replies, seating, check-in on the day, meals and, if you give them to us, your allergies or diet.
On what basis? Our legitimate interest in organizing the event for (You: the couple / our client). For your allergies and diet, which may reveal information about your health or beliefs: your explicit consent, which you can withdraw at any time.
What data? First name, surname, guest group, adult or child, reply to the invitation, table, arrival on the day, and possibly allergies, diet and a short note.
Where does it come from? (You: from yourself / from the couple / from our client).
Who has access? (You: our team), (the couple / our client), and the event’s vendors for what concerns them (for example the caterer for allergies and diets). Our data is hosted in France by our provider Eventelio (a service published by Kévin Moniaux EI, trading as Le Bon Contact), which acts on our behalf.
“Find my seat” if you receive this link, anyone who has it can find a guest’s table by typing their name. Only the first name, the initial of the surname, the table and the table neighbours are shown, never allergies, diets or age. The link is deactivated 30 days after the event.
Check-in on the day (You: delete if not applicable) your arrival may be recorded by scanning a personal QR code.
Photos (You: delete if not applicable) the event’s photos may be shared in a gallery hosted by (You: Google Drive / other service). Before displaying them, the page warns you that they are loaded from this service. The gallery page is deactivated one year after the event.
AI assistant (You: choose one sentence) “We do not use an artificial intelligence assistant linked to this data.” / “We or our clients may link our own artificial intelligence assistant (for example ChatGPT, Claude or Le Chat) to prepare the event. It can access the list of guests, tables and the floor plan, but not your allergies, your diet or the notes concerning you (You: delete this end of sentence if you have included this data). Some of these services are established outside the European Union, notably in the United States. It cannot write to you itself: every message is reviewed and sent by a person.”
For how long? Your allergies and diet are deleted automatically six months after the event. The other data is kept (You: duration), then deleted.
Your rights: access, rectification, erasure, restriction, objection, and withdrawal of your consent for allergies and diet, by writing to (You: e-mail). You can lodge a complaint with the CNIL (www.cnil.fr).
2. Collecting consent for allergies and dietary requirements
To be placed next to the question on allergies, in a separate box, never pre-ticked:
I agree that my allergies, intolerances and dietary requirements are recorded and passed on to the caterer and the event organizer, solely to prepare my meal. This information will be deleted six months after the event. I can withdraw my consent at any time by writing to (You: e-mail); my other replies are not affected.
For a child:
As the parent or holder of parental authority of (first name), I agree that their allergies and diet are recorded under the same conditions.
This template does not replace legal advice. Eventelio does not complete it or distribute it on your behalf.