Legal preview

apvanta Privacy Policy

Effective date: [DATE]

This Privacy Policy explains how [LEGAL ENTITY: confirm exact Apvanta legal entity] ("Company," "we," "us," or "our") collects, uses, discloses, and protects personal information in connection with the apvanta platform, websites, applications, events, streams, recordings, uploads, and related services (the "Service").

This Policy applies to customers, account administrators, event hosts, speakers, moderators, attendees, viewers, and other users. For business customer events, the customer may also be an independent controller or business responsible for its own privacy notices and legal obligations.

1. Information we collect

We collect information you provide directly, including:

• account information, such as name, email address, password, organization, role, and contact details;
• billing information, such as plan, billing address, tax information, payment status, and transaction identifiers;
• event information, such as event title, description, schedule, settings, speaker information, registration fields, access controls, and branding;
• Customer Content, such as live streams, uploaded videos, recordings, captions, chat, Q&A, polls, messages, comments, images, documents, and metadata;
• support and communications, such as messages, troubleshooting details, feedback, and legal requests.

Payment card details are processed by Stripe or another payment processor. We generally do not store full payment card numbers.

We collect information automatically, including:

• device and usage information, such as IP address, browser, operating system, device identifiers, referring pages, pages viewed, features used, and timestamps;
• streaming and playback information, such as stream health, encoder connection data, playback events, buffering, bandwidth, errors, viewer session data, and delivery logs;
• security logs, such as authentication events, access tokens, failed logins, suspicious activity, and abuse signals;
• cookies and similar technologies used for authentication, security, preferences, analytics, and service operation.

Public events are designed for anonymous viewing. For public event viewers, we seek to avoid collecting viewer identity or enabling interactive features, though we may still process limited technical data needed to deliver, secure, and measure the stream.

Gated/private events may involve registration, identity, access controls, interactive features, chat, Q&A, rooms, polls, and other participation data depending on the customer's configuration.

2. How we use information

We use personal information to:

• provide, operate, secure, maintain, and improve the Service;
• create accounts, authenticate users, manage subscriptions, process payments, and provide support;
• create, stream, record, upload, transcode, store, deliver, and play back events and content;
• enable gated/private event access, registration, participation, chat, Q&A, rooms, moderation, and related features;
• monitor stream health, troubleshoot incidents, prevent abuse, and protect infrastructure;
• communicate about accounts, events, billing, support, security, policy changes, and service updates;
• comply with law, enforce terms, respond to legal requests, and protect rights and safety;
• develop new features and analyze usage, subject to applicable law and customer instructions.

3. How we disclose information

We may disclose personal information to:

• service providers and subprocessors that help us provide hosting, streaming, content delivery, payments, identity, analytics, support, communications, AI-assisted features, and security;
• customers and event hosts, where information relates to their account, event, attendees, viewers, registrations, recordings, chat, Q&A, analytics, or support;
• other event participants, when you choose to participate in interactive features such as chat, Q&A, rooms, or attendee-visible functions;
• payment processors, tax providers, banks, and fraud prevention providers;
• professional advisers, auditors, insurers, and legal counsel;
• authorities, courts, rights holders, and other parties when required by law or when we believe disclosure is necessary to protect rights, safety, security, or the Service;
• parties involved in a merger, acquisition, financing, reorganization, bankruptcy, or sale of assets.

Unless stated in a separate cookie notice or consent flow, we do not sell personal information or share personal information for cross-context behavioral advertising. If we later use advertising pixels or similar technologies in a way that constitutes a "sale" or "sharing" under California law, we will update this Policy and provide required opt-out choices.

4. Customer-controlled data

Customers control many aspects of events, including registration fields, access settings, whether events are recorded, whether recordings are published, interactive features, moderation, retention settings, and who can access content.

If you participate in an event hosted by one of our customers, that customer may receive and control information about your registration, attendance, participation, questions, chat, watch time, and other event activity. Contact the event host for questions about its privacy practices.

5. Cookies and analytics

We use cookies and similar technologies for sign-in, security, preferences, service operation, analytics, and troubleshooting. You can control cookies through your browser settings, but disabling some cookies may prevent the Service from working properly.

6. Retention

We retain personal information for as long as needed to provide the Service, comply with legal obligations, resolve disputes, enforce agreements, prevent abuse, maintain security, and meet legitimate business needs.

Customer Content, recordings, logs, and event data may be retained or deleted according to plan limits, customer settings, account status, legal requirements, backup cycles, and operational needs. Customers should keep independent copies of important recordings and uploaded materials.

7. Security

We use reasonable administrative, technical, and organizational measures designed to protect personal information. No system is perfectly secure, and we cannot guarantee that unauthorized access, loss, misuse, or disclosure will never occur.

8. International users

The Service is operated from the United States. If you access the Service from outside the United States, your information may be processed in the United States and other countries where we or our service providers operate.

9. California privacy rights

California residents may have rights to know, access, correct, delete, opt out of certain sharing, limit use of sensitive personal information, and not be discriminated against for exercising privacy rights, subject to legal limitations.

To submit a request, contact [PRIVACY EMAIL]. We may need to verify your identity and authority before fulfilling a request.

For personal information we process on behalf of a business customer, we may direct your request to that customer or process it according to the customer's instructions.

10. Other privacy rights

Depending on where you live, you may have rights to access, correct, delete, port, restrict, object to processing, withdraw consent, or appeal a privacy decision. To exercise rights, contact [PRIVACY EMAIL].

11. Children's privacy

The Service is not directed to children under 13. We do not knowingly collect personal information from children under 13 unless legally permitted and properly authorized. If you believe a child under 13 has provided personal information without required consent, contact [PRIVACY EMAIL].

Customers hosting events involving children are responsible for required notices, parental consents, school or guardian authorizations, and applicable legal obligations.

12. Changes to this Policy

We may update this Policy from time to time. We will post the updated Policy and update the effective date. If changes are material, we will provide additional notice where reasonable.

13. Contact

Privacy contact: [PRIVACY EMAIL]

Mailing address: [MAILING ADDRESS]