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Privacy Policy

Last updated: December 2025

1. Introduction

HostMic ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our event communication platform.

By using HostMic, you agree to the collection and use of information in accordance with this policy.

2. Information We Collect

2.1 For Event Hosts

When you register as an event host, we collect:

  • Email address and name (via Auth0 authentication)
  • Organization information (if applicable)
  • Event details you create
  • Messages you send through our platform

2.2 For Event Attendees

When you register for an event by scanning a QR code, we collect:

  • Phone number (required for SMS/WhatsApp messaging)
  • Name (optional, if provided during registration)
  • Email address (optional, if provided during registration)

2.3 Automatically Collected Information

We automatically collect certain information when you use our service:

  • IP address and browser type
  • Device information
  • Usage data and analytics

3. How We Use Your Information

We use the collected information to:

  • Provide and maintain our service
  • Send event-related communications via SMS and WhatsApp
  • Process event registrations
  • Authenticate users and secure accounts
  • Analyze usage to improve our service
  • Comply with legal obligations

4. Data Security

We implement industry-standard security measures to protect your data:

  • Phone numbers are encrypted at rest using AES-256-GCM encryption
  • All data transmission is encrypted using TLS/SSL
  • Authentication is handled by Auth0, a leading identity provider
  • Our infrastructure runs on secure, SOC 2 compliant platforms
  • Access to data is restricted based on role and need

5. Third-Party Services

We use the following third-party services to operate our platform:

  • Auth0: For user authentication and identity management
  • Twilio: For sending SMS and WhatsApp messages
  • Fly.io: For hosting our application infrastructure

These services have their own privacy policies governing the use of your information.

6. Your Rights

6.1 Opt-Out

You can opt out of receiving messages at any time by replying "STOP" to any SMS or WhatsApp message you receive. You will be immediately removed from the event's communication list.

6.2 Access and Deletion

You have the right to:

  • Request access to your personal data
  • Request correction of inaccurate data
  • Request deletion of your data
  • Request a copy of your data in a portable format

To exercise these rights, contact us at privacy@hostmic.com.

7. Data Retention

We retain your information for as long as necessary to provide our services:

  • Attendee data is retained for 12 months after the event date
  • Message history is retained for 24 months
  • Host accounts are retained until deletion is requested
  • Audit logs are retained for 7 years for compliance purposes

8. Cookies and Tracking

We use essential cookies to maintain your session and preferences. We do not use third-party advertising cookies or sell your data to advertisers.

9. International Data Transfers

Our servers are located in Australia. If you access our service from outside Australia, your information may be transferred to, stored, and processed in Australia where our servers are located.

10. Children's Privacy

Our service is not intended for children under 16 years of age. We do not knowingly collect personal information from children under 16. If you believe we have collected information from a child, please contact us.

11. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any changes by posting the new policy on this page and updating the "Last updated" date.

12. Contact Us

If you have any questions about this Privacy Policy, please contact us: