This policy explains what personal data ePlan Systems, S.R.L. (“ePlan”, “we”) processes when you use the ePlan mobile app, the https://eplan.do website and the organizer dashboard, what we use it for, who we share it with and what rights you have. It applies to attendees and to people who visit the site.
1. Who is responsible for your data
The data controller is ePlan Systems, S.R.L., located in Santo Domingo, Dominican Republic. You can write to us at [email protected] about any privacy matter.
When you buy a ticket or book at an event, that event's organizer also receives your booking data and is responsible for what they do with it to run their event. ePlan acts as their technology provider for that purpose.
2. What data we process
Data you give us
- Account and profile: first and last name, email address, username, phone number, profile photo and, where the event requires it, identity document number, gender, professional specialty and participant type.
- Purchases and bookings: event, ticket type or plan, lodging dates, amount, payment status, cancellations and their reasons.
- Payments: your card details are sent encrypted to the payment processor. ePlan does not store the full card number or the security code; we keep the transaction reference, the card brand and the last four digits.
- Content: likes, comments, photos you upload to an event, organizers you follow, favorites and the messages you exchange with organizers.
- Preferences: language, theme and notification settings.
- Communications with support.
Data generated when you use the service
- Device and session: installation identifier, platform (iOS, Android or web), version, IP address, and the date and time of sign-in and of last activity.
- Usage: events you open, invitation links that are opened, and attendance (check-in) records when your QR code is scanned.
- Approximate location: only if you allow it on your phone, to show you the distance to events. You can withdraw the permission at any time in your device settings.
- Push notification token, if you turn notifications on.
Device permissions
The app may ask for access to the camera and your photos (for your profile photo and event photos), your calendar (to add an event you choose), your approximate location and notifications. Every permission is optional and the app works without them.
3. Where we get your data
- From you, when you create your account, complete your profile, buy, comment, upload photos or write to us.
- From an event's organizer, when they register you as a participant or guest of their event (for example, a conference your institution or a sponsor signs you up for). In that case the organizer gives us your name, contact details, document and participant type.
- From your device and your use of the service, automatically, as described above.
- From the payment processor, which confirms whether a charge was approved or declined.
If someone registered you for an event and you do not recognise that registration, write to us at [email protected].
4. Summary by type of data
| Data | What for | Who sees it | Retention |
|---|---|---|---|
| Account and profile | Identifying you, issuing tickets in your name | ePlan; organizers of the events you take part in | While the account is active |
| Identity document | Issuing the named ticket and verifying your identity at the door | ePlan (encrypted); the event's organizer | While the account is active or as the law requires |
| Purchases, bookings and payments | Managing your ticket, invoicing and handling claims | ePlan; the organizer; the payment processor | Up to 10 years (tax and commercial obligation) |
| Messages with organizers | Answering your questions | You and the organizer's team | While the account is active |
| Comments, photos, likes | The social features of events | Public within that event | Until you delete them or close the account |
| Device, IP and sessions | Security and fraud prevention | ePlan | Up to 12 months |
| Approximate location | Showing the distance to events | ePlan | No history is kept |
5. What we use your data for, and on what basis
- Providing the service: creating and maintaining your account, showing you events, processing your purchases, issuing your ticket with its QR code and letting you into the event (performance of a contract).
- Working out your price based on your participant type when an event has differentiated rates (performance of a contract).
- Communicating with you: confirmations, payment notices, event changes or cancellations and messages from the organizer (performance of a contract). Offers and news only if you have them turned on (consent).
- Security and fraud prevention: protecting your account, signing and verifying every request, limiting sign-in attempts and detecting misuse (legitimate interest).
- Complying with legal, tax and consumer-protection obligations (legal obligation).
- Improving the service with aggregate statistics, such as views and likes per event (legitimate interest).
We do not sell your personal data or use it to show you third-party advertising. We do not make automated decisions that produce legal effects on you.
6. Who we share it with
- Event organizers: they receive the data of people who buy or book at their events (name, contact details, ticket type, payment status and attendance) and the messages you send them.
- Service providers: hosting and infrastructure, image storage, email and notification delivery, and payment processing. They access only the data they need and are bound by confidentiality obligations.
- Other users: your name, profile photo, comments and the photos you upload to an event are visible to people who view that event.
- Authorities, when a law or a valid order requires it, or to defend legal rights.
- In a merger, acquisition or reorganization, the successor entity, which will be bound by this policy.
7. How long we keep it
We keep your account data while your account is active. If you ask for deletion, we erase or anonymize your data within 30 days at most, except what we must keep by law: purchase receipts, invoices and payments (up to 10 years, under tax and commercial obligations) and the information needed to handle claims or prevent fraud.
Session records are kept for up to 12 months. Sessions expire after 30 days.
8. Your rights
Under Dominican Republic Law No. 172-13 on the protection of personal data, and any equivalent rules that protect you, you may:
- Access the data we hold about you and obtain a copy.
- Correct inaccurate data (much of it you can edit yourself under Profile).
- Ask for your data and your account to be cancelled or deleted.
- Object to certain uses or ask us to restrict them.
- Withdraw your consent at any time (for example by turning off notifications or the location permission).
To exercise them, write to [email protected] from your account's email address. We reply within 10 business days at most. To delete your account you can also follow the steps on this site's “Delete my account” page. If you believe we have not handled your request, you may turn to the competent authority.
9. How we protect your data
Communications travel encrypted (TLS). Session credentials are kept in the phone's secure store and, on the web, in an encrypted cookie the browser cannot read. Every request from the app is signed and expires within seconds, so an intercepted session cannot be reused. Message content is stored encrypted. You can review and end your sessions under Profile › Security.
No system is infallible. If we detect an incident affecting your data we will notify you as the law requires.
10. Cookies and similar technologies
This site uses only the cookies it needs to work: the sign-in cookie, the language cookie and one with your first name to greet you. We do not use advertising or third-party analytics cookies. See the Cookie policy for details.
11. Children
ePlan is not directed to children under 13 and we do not knowingly collect their data. People under 18 may use the service only with the authorization of a parent or guardian. If you believe a minor gave us data without that authorization, write to us and we will delete it.
12. International transfers
Some providers may process data outside the Dominican Republic. In those cases we require contractual safeguards equivalent to the protections in this policy.
13. Communications and notifications
We send you service messages that you cannot turn off while you have the account, because they are part of the service: purchase confirmations, payment notices, changes to or cancellations of an event, verification codes and security alerts.
Notifications for messages, reminders, offers and news can be switched on or off one by one under Profile › Notifications, and push notifications also from your phone's settings. We do not send you third-party advertising.
14. If you are an organizer or use the dashboard
When a company uses ePlan to run its events, that company decides what data it collects from its participants and why: it is the controller of that data and ePlan processes it on its behalf, following its instructions and applying security measures. If you are a participant in an event and want to exercise your rights over the data the organizer holds about you, you may contact them or us, and we will pass your request on.
For dashboard users we process their account data, their activity inside the dashboard (for audit and security purposes) and their company's billing details.
15. Security incidents
If an incident compromises your personal data and poses a risk to you, we will tell you without undue delay by email or in the app: what happened, what data was affected and what steps we took and recommend you take. We will also notify the authorities where the law requires it.
16. If you use us from another country
ePlan operates from the Dominican Republic. If you live in the European Economic Area, the United Kingdom or another jurisdiction with its own data-protection rules, we also recognise the rights those rules give you, including data portability and the right to complain to your supervisory authority. If you live in California, we do not sell or “share” your personal information within the meaning of that state's law.
17. Third-party sites and services
The service contains links to third-party sites (maps, app stores, organizers' pages). We do not control those sites and are not responsible for their privacy practices; check their policies before giving them your data.
18. Changes to this policy
We may update this policy. We will publish the current version on this page with its date and, if the change is significant, notify you in the app or by email before it takes effect.
19. Contact
ePlan Systems, S.R.L. · Santo Domingo, Dominican Republic · Privacy: [email protected] · Support: [email protected]
Questions about this document?
Write to us at [email protected]