Privacy Policy

1. Who we are and what this covers

ClapIn is operated by Clapback Labs, LLC, a Texas limited liability company doing business as ClapIn ("ClapIn," "we," "us"). This Privacy Policy explains how we handle personal information through the ClapIn platform: the ClapIn Studio app that event Organizers use, the ClapIn Pass app that Attendees use, the web versions of those apps, and getclapin.com (together, the "Service"). Words like "Organizer," "Attendee" and "Event" mean what they mean in our Terms of Use.

This policy doesn't cover websites or services run by others, including an Organizer's own website, a sponsor's website you open from an Event, or Google and Apple when you use them to sign in.

2. Organizers and ClapIn

ClapIn is a platform that many organizations use to run their own events. That affects who is responsible for your information:

• Information about you as an Attendee of an Event (for example, the registration list an Organizer imports, your check-in, your Event wallet, and messages you send to the Event's staff) is collected for and controlled by the Organizer. We process it on the Organizer's behalf, under our agreement with them. The Organizer's own privacy policy governs how it uses that information. If you have questions about it or want to exercise a right over it, contact the Organizer. If you contact us, we'll pass your request on to them and help them respond.
• Information about your ClapIn account and how you use ClapIn itself (for example, your sign-in details, settings, feedback you send us, and information from getclapin.com) is controlled by ClapIn and covered directly by this policy.

3. Information we collect

Information you give us

• Account and profile: your name; an email address or phone number you choose to add; your password if you sign in with email (stored only in hashed form by our authentication provider); and for Organizers, your organization's name and your role. If you sign in with Google we receive your email address, and if you sign in with Apple we receive your name and email (or an Apple relay address, if you choose to hide your email).
• Profile preferences: settings such as notification, haptics and Face ID or fingerprint preferences, saved Events, and any dietary preferences you choose to share with an Event.
• Messages and posts: messages you send to an Event's staff, posts in an Event's community channels, and announcements staff send.
• Feedback and requests: what you send through Send feedback in the app or to hello@getclapin.com, and upgrade or sales inquiries from Organizers.
• Early-access requests on getclapin.com: your name, your organization and event, and your email address.

Information Organizers give us

• Attendee rosters: Organizers can import a registration list with each registrant's name, email address and registration ID. Some roster files include a date of birth. ClapIn Studio uses it on the Organizer's own device only to help match records, and it is never uploaded to our servers.
• Walk-up registrations: names, and email addresses where given, of people registered at the door.
• Event content: schedules, venue maps, logos, sponsor details, and speaker names, titles, bios and photos. This content is published to everyone who opens the Event, and images Organizers upload for an Event can be viewed by anyone who has their link.
• Event documents: PDFs, such as a printed program, that an Organizer uploads so ClapIn can draft the Event from them.
• Staff and team members: the email addresses and roles of people an Organizer invites.

Information created when you use the Service

• Event activity: the Events you join, your entrance ticket and check-in records (time, method and the staff member who checked you in), session check-ins, and your Event wallet balance and its transactions at Event vendors.
• Legal acceptance records: when you agree to our terms, we record the time, which versions you accepted, and where you accepted them.
• Device and technical information: a push-notification token and your device platform if you allow notifications; an anonymous account identifier created when you first open ClapIn Pass; and, on iOS and Android, crash reports that include your device model, operating-system version, app version and technical details of the error. Crash reports are not linked to your name or email.
• Information stored on your device: ClapIn Pass keeps a copy of your profile and settings on your device so it works with a poor connection.

What we don't collect: we don't collect your precise location, your contacts, your microphone or your browsing activity on other sites. We don't use advertising identifiers, and there are no advertising or analytics trackers on getclapin.com or in the apps. We don't receive your Face ID or fingerprint data (see Section 6). ClapIn doesn't process payments, so we don't collect card or bank details.

4. How we use information

We use personal information to:

• provide the Service, including showing you an Event, checking you in, running Event wallets, delivering messages and announcements, and letting Organizers manage their Events, rosters and staff;
• create and secure accounts, including detecting fraud, abuse and unauthorized access, and enforcing our Terms of Use;
• draft an Event from a document an Organizer uploads (see "AI processing" in Section 5);
• send push notifications you've allowed, and service messages such as password resets;
• respond to support requests, feedback and early-access requests, and contact Organizers about their accounts;
• fix bugs and improve the Service, using crash reports and feedback;
• keep records of legal acceptance and comply with the law, legal process and lawful requests; and
• protect the rights, safety and property of our users, the public and ClapIn.

We don't sell personal information, use it for targeted advertising, or build advertising profiles. We don't use Attendee information that Organizers control for our own marketing.

If you're in a place that requires a legal basis for processing, such as the European Economic Area or the United Kingdom, we rely on performing our contract with you, our legitimate interests in running and securing the Service, your consent (for example, for push notifications), and compliance with legal obligations.

5. How information is shared

With Organizers and their staff

When you join an Event, its Organizer and the staff it authorizes can see information about you for that Event, including your name and email from the roster, whether you've claimed your ticket and checked in, your Event wallet balance and transactions, and messages you send to staff. Organizers can export their Event's registration and check-in records. Organizers only see information for their own Events.

With other Attendees

Posts you make in an Event's community channels show your name and are visible to that Event's other Attendees and staff. Messages you send to staff are not visible to other Attendees.

With our service providers

We use these providers to run the Service. They may process personal information only on our instructions and to provide their services to us:

AI processing. When an Organizer uploads an Event document to ClapIn Studio, we send it to Google's Vertex AI service to extract a draft schedule, venue details and FAQs, which the Organizer then reviews. Documents may contain names of speakers or other people mentioned in them. Under Google's terms for this service, it does not use the content to train its models. We don't send Attendee rosters, messages or account information to any AI service.

For legal reasons and business transfers

We may disclose information if we believe in good faith it's required by law, subpoena or other legal process, or necessary to protect someone's safety, investigate fraud or abuse, or enforce our terms. If ClapIn is involved in a merger, acquisition, financing, reorganization or sale of assets, information may be transferred as part of that deal, subject to this policy's protections.

With your direction

We share information in other ways when you ask us to or agree to it.

6. Device permissions

• Camera: used to scan QR codes for check-in. We don't store photos or video from the scanner.
• Face ID and fingerprint: optionally used to lock your Event wallet. The check runs entirely on your device through your operating system. ClapIn never receives your biometric data, only whether the check succeeded.
• Notifications: used to deliver Event announcements and messages if you allow them.
• Photos and files: Organizers can choose images and documents to upload. ClapIn only accesses the files you pick.

You can turn these permissions off at any time in your device settings. Some features won't work without them.

7. Retention and deletion

We keep personal information for as long as we need it for the purposes in this policy:

• Account information is kept while your account is open, and deleted after you ask us to delete your account, except for what we must keep to meet legal obligations, resolve disputes or enforce our agreements (such as legal acceptance records).
• Event information controlled by an Organizer is kept for as long as the Organizer keeps the Event, and deleted or returned when the Organizer asks or closes its account, as our Terms of Use describe.
• Early-access requests are kept until early access ends or until you ask us to remove them, whichever comes first.
• Crash reports are kept for the period our crash-reporting provider sets, currently 90 days.

To delete your account, go to Settings in ClapIn Pass, or Settings → My Profile in ClapIn Studio, and choose Delete account. You can also email hello@getclapin.com from the address on your account. If you are the only owner of an organization, you'll need to make someone else an owner first, or ask us to help. When you delete your account, your name is removed from messages you sent in an Event, and records an Organizer keeps for its Event, such as check-ins, stay with that Organizer without a link to your account. Deleted information may remain in backups for a limited time before it's overwritten.

8. Security

We protect information with measures appropriate to its sensitivity, including encryption in transit and at rest provided by our cloud infrastructure, access rules that keep each Organizer's data separated from every other Organizer's, signed and time-limited check-in codes, expiring staff links, and limiting who at ClapIn can access production data. No system is perfectly secure. If we learn of a security incident affecting your personal information, we'll notify you, the affected Organizers and the authorities as the law requires. You can report a security concern to hello@getclapin.com.

9. Children and teens

The Service is not directed to children under 13, and we don't knowingly collect personal information from children under 13. Organizers agree not to use ClapIn to collect personal information from children under 13. Teens aged 13 to 17 may use ClapIn Pass only for an Event its Organizer has opened to them, with a parent's or guardian's permission, and Organizers are responsible for any consent the law requires. If you believe a child under 13 has given us personal information, contact us at hello@getclapin.com and we'll delete it.

10. Your choices and rights

Wherever you live, you can ask us to:

• tell you what personal information we have about you and give you a copy;
• correct information that's inaccurate;
• delete your information; and
• stop processing you've consented to, such as push notifications.

Depending on where you live, including California, other U.S. states, the European Economic Area and the United Kingdom, you may have additional rights under local law, such as the right to data portability, to object to or restrict processing, and to appeal our decision on your request. We won't discriminate against you for exercising your rights.

To make a request, email hello@getclapin.com. We'll verify your request by confirming it from the email address on your account, and respond within the time the law requires (and within 45 days at most). An authorized agent can make a request for you with your written permission. If your request concerns information an Organizer controls, we'll refer it to the Organizer and help them respond. If you're in the EEA or UK and aren't satisfied with our response, you can complain to your local data protection authority.

Sale and sharing. We don't sell personal information or share it for cross-context behavioral advertising, as those terms are defined under California law, and we haven't done so in the past 12 months. Because we don't, there is nothing to opt out of. We also don't use sensitive personal information to infer characteristics about you.

Do Not Track. Our website and apps don't track you across other sites or apps, so they respond the same way whether or not your browser sends a Do Not Track or Global Privacy Control signal.

Notifications and emails. You can turn off push notifications in your device settings or in ClapIn Pass. We send early-access emails only to people who asked for them, and service emails only as needed to run your account.

11. Where information is stored

ClapIn is based in the United States, and we store and process information in the United States using Google Cloud. If you use the Service from outside the U.S., your information will be transferred to, stored and processed in the U.S., where data protection laws may differ from those where you live. Where the law requires, we rely on appropriate safeguards for these transfers, such as the standard contractual clauses our providers offer.

12. Changes to this policy

We'll update this policy when our practices change. We'll post the new version here with a new date, and if the change is material, we'll tell you in advance in the app or by email.

13. Contact us

Clapback Labs, LLC, doing business as ClapIn
Texas, United States
Email: hello@getclapin.com (subject line "Privacy")

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