Privacy Policy for UFUQ Expo- ShowCase Battle
Last Updated: December 28, 2025
Introduction
Welcome to UFUQ Expo- ShowCase Battle ("UFUQ Expo- ShowCase Battle," "we," "our," or "us").
Your privacy is important to us. This Privacy Policy explains how we collect, use, disclose, and safeguard your personal information when you use our mobile application ("the App") and related event services for UFUQ Expo- ShowCase Battle.
By using our App, you agree to the terms described below. If you do not agree, please refrain from using the App.
Event Details:
- Event Name: UFUQ Expo- ShowCase Battle
- Event Date: December 12, 2025
- Event Location: Kozhikode
- Event Organizer: SIO Kerala
- Contact Email: [email protected]
1. Information We Collect
We collect the following categories of information to provide a personalized and secure event experience:
a. Personal and Profile Information
- Full name
- Job title or designation
- Organization or company name and description
- Professional biography
- Country or location
- Contact information (mobile number, email address)
- Profile and company photographs or logos
b. Social Media Information
- LinkedIn profile URL
- Twitter/X, Facebook, or Instagram profile URLs (if voluntarily provided)
c. Event-Specific Information
- Event registration and participation details
- Session bookmarks, preferences, and personalized agendas
- Questions and feedback submitted during sessions
- Ratings and survey responses
d. Communication and Networking Data
- In-app chat messages
- Networking connection requests and responses
- Meeting scheduling information and calendar invitations
e. Media and AI Features
- Selfie photos or images uploaded for AI-powered face recognition
- Photos and videos captured during event sessions
- Event gallery images containing attendee appearances
- AI recognition metadata used solely for identifying attendees in event photos
Note: Face data is used only to help you discover event photos in which you appear. This data is securely processed, not shared with third parties, and automatically deleted within 90 days after the event concludes.
f. Device and Technical Information
- Device type, model, and operating system version
- App version and installation details
- IP address and general location data
- Firebase Cloud Messaging (FCM) tokens for push notifications
- Usage analytics and crash reports
2. How We Use Your Information
We use your data responsibly and transparently for the following purposes:
Primary Uses
- Event Experience: Provide event information, schedules, speaker details, and venue maps for UFUQ Expo- ShowCase Battle
- Personalization: Tailor recommendations, session suggestions, and networking matches
- AI-Powered Features:
- Enable photo recognition to find your images in event galleries
- Suggest networking matches based on your interests and profile
- Provide smart recommendations using machine learning
- Communication: Send important event updates, push notifications, and announcements about UFUQ Expo- ShowCase Battle
- Networking: Allow you to discover, message, and connect with other attendees
Secondary Uses
- Analytics and Performance: Analyze usage patterns and improve user experience
- Security and Fraud Prevention: Detect, prevent, and address technical issues or unauthorized access
- Legal Compliance: Comply with laws, regulations, and event management obligations
3. Information Sharing and Disclosure
We may share data only in the following cases:
a. Service Providers
With trusted vendors that assist us in operating and improving the App:
- Firebase (Google): For push notifications, analytics, and crash reporting
- Cloud Hosting Providers: For secure data and media storage
- Chat and Messaging Services: For in-app communications
- AI Recognition Services: For face identification and personalized features
These partners operate under confidentiality agreements and are not permitted to use your data for any other purpose.
b. Event Organizers and Partners
With your consent, certain details (e.g., name, company, job title) may be shared with SIO Kerala (event organizer), event organizers, sponsors, or other attendees for professional networking.
c. Legal Compliance
We may disclose information if required by law, legal process, or to:
- Protect our legal rights and property
- Ensure user safety and prevent fraud or abuse
4. Data Retention
- Your personal information is retained only as long as necessary to provide our services.
- Face recognition data is stored for a maximum of 90 days after the event, after which it is permanently deleted.
- Other event-related data may be anonymized and retained for analytics and event improvement.
You may request deletion of your personal data at any time (see Section 8).
5. Data Security
We use industry-standard security measures such as encryption, access controls, and secure servers to protect your data.
While we take all reasonable precautions, please note that no digital transmission or storage system can guarantee absolute security.
6. Your Rights and Choices
You have full control over your data. You can:
- Update your profile information anytime in the App
- Disable push notifications in your device settings
- Request a copy of your stored personal data
- Request correction or deletion of your data
- Withdraw consent for AI recognition or networking features
To exercise any of these rights, contact us using the details in Section 11.
7. Permissions We Request
The App may request access to certain device features to function properly:
| Permission | Purpose |
|---|---|
| Camera | Take profile/selfie photos and enable AI recognition |
| Photos/Media | Upload or download event media and gallery images |
| Microphone | Record audio or video during event interactions |
| Internet Access | Fetch and sync event content |
| Storage | Save downloaded media and cached data |
| Calendar | Add event sessions to your personal calendar |
| Push Notifications | Deliver event alerts, reminders, and updates |
8. Data Retention and Deletion Requests
You can request deletion of your account and associated data at any time by contacting us.
Once deleted, your data (including face recognition data) cannot be recovered.
9. International Data Transfers
Your information may be processed in countries outside your residence.
We ensure that such transfers comply with applicable data protection laws, including the GDPR.
10. Children's Privacy
The App is not intended for children under 13 years old.
We do not knowingly collect data from minors. If you believe a child has provided us personal data, contact us immediately to delete it.
11. Contact Information
If you have any questions, requests, or concerns regarding your privacy or this policy, please contact:
Event Organizer: SIO Kerala
Email: [email protected]
Phone: +91 98957 75227
Website: https://693a62a8d980ee21bcf20320.eventhex.ai
Platform Provider: EventHex.ai
Email: [email protected]
Website: eventhex.ai
12. Legal Basis for Processing (GDPR)
We process your data under the following legal bases:
- Consent: When you voluntarily provide personal data or use optional features
- Contract Performance: To deliver event and app services
- Legitimate Interests: To improve the App and ensure a secure experience
- Legal Obligation: When required by applicable laws
13. Compliance
This Privacy Policy complies with:
- Google Play Developer Policies
- General Data Protection Regulation (GDPR)
- California Consumer Privacy Act (CCPA)
- Other relevant privacy regulations
14. Updates to This Policy
We may modify this Privacy Policy from time to time. Any changes will be posted within the App with an updated "Last Updated" date. Continued use of the App after such updates signifies your acceptance of the revised terms.