1Organizer accounts
When you create an organizer account on eventroladex.com, we collect:
- Name and work email. Your email is how you log in and how we reach you about your event.
- Username, if your account has one. Accounts made before October 2026 could pick a username to log in with. New organizer accounts log in with email only.
- Password. Your password is hashed before it is stored. We never store it in plain text, we can't see it, and it is never included in the sign-up details we save about your event.
- Event details you give us: your role, conference name, event link, expected attendance, dates, city, website and notes. Walkthrough requests collect your name, work email, conference name and expected attendance.
- Your event's setup: branding, program, sponsors, vendors, team members and announcements you add in the dashboard.
2Attendee profiles
Attendees join through their event's own link and create an account with an email and password (hashed the same way). To build a badge they can add:
Everything except name is optional. We also store what attendees do in the app so it works: who they want to meet or put off radar, Card Swaps, coffee invites, chat messages, agenda picks, room check-ins, booth and sponsor stamps, blocks and safety reports.
Private to you: meeting notes, selfies, follow-ups and contacts you save from outside the event belong to your account and only you can see them.
3Who can see an attendee profile
Only signed-in attendees of the same event. A badge made for one conference is never shown at another, and it is never public on the web.
- Other attendees of that event see your badge, unless one of you has put the other off radar or blocked them.
- The event's organizer and their team can see who joined their event, plus activity they need to run it and keep it safe (for example safety reports, and sponsor leads when you collect a sponsor's stamp).
- Vendors only see how many people stamped at their booth. A booth stamp doesn't share any of your details with the vendor.
- Event Rolodex site admins can see accounts and events to provide support and keep the service running.
4Off radar
You're in control of who finds you:
- Off radar a person: swipe someone "Off radar" and you stop seeing each other in suggestions, room lists and agenda lists.
- Hide me from the radar: one switch in your settings drops you out of suggestions entirely. You can still browse the room, and you come back whenever you switch it off.
- Block and report: block anyone at any time, and report someone to the organizer's safety team.
5How we use data
- To run the app: show badges, make matches, book coffees, deliver messages and announcements.
- To set up and support organizers, send account emails, and follow up about the event you told us about.
- To keep events safe: handle reports, blocks and removals.
- To share event results with organizers as totals (matches, coffees booked, attendees), which don't identify anyone.
Data is hosted with our infrastructure provider, Netlify, which processes it on our behalf. Photos load from our own storage, and the site uses Google Fonts for its typefaces.
6We don't sell data
We do not sell, rent or trade organizer or attendee data. We don't run ads, and we don't share your data with advertisers or data brokers.
We only share data with the service providers that help us run Event Rolodex, when the law requires it, or with your permission.
7How long we keep it
| Data | Kept for |
|---|---|
| Attendee profiles, photos and activity | 12 months after the event's last day, so people can still use their Rolodex to follow up. Then we delete it or strip anything that identifies a person. |
| Organizer accounts | While your account is open. If you close it, within 30 days, except what we must keep for billing and legal records. |
| Billing records | As long as tax and accounting law requires. |
| Anything you delete yourself | Removed from the app straight away, and from backups on their normal cycle. |
8Deleting your data
You can ask us to see, correct or delete your data at any time. Email info@eventroladex.com from the address on your account and tell us which event (or events) it's about. We'll confirm it's you and take care of it within 30 days.
Attendees can also ask their event's organizer, who will pass the request to us.
9Security
Connections to Event Rolodex are encrypted with HTTPS, passwords are hashed, and each event's data is kept separate from every other event. No system is perfect, so if we ever learn of a breach that affects you, we'll tell you promptly.
Event Rolodex is built for professionals and isn't meant for anyone under 18.
10Contact
Privacy questions and requests: info@eventroladex.com.
If we change this policy in a way that matters, we'll update the date at the top and let organizers know by email.