1. Introduction
Event Copilot (“we,” “us,” “our”) is a product of TurnoutNow, LLC. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our AI-powered event assistant platform and related services, including our SMS/text messaging services.
By using Event Copilot, you consent to the data practices described in this policy. If you do not agree with the terms of this Privacy Policy, please do not access or use our services.
2. Information We Collect
Information You Provide Directly
When you register for an event or use Event Copilot services, we may collect:
- Contact Information: Name, email address, phone number
- Event Registration Data: Event preferences, session selections
- Communication Data: Messages you send to our AI assistant, feedback, and survey responses
- Professional Information: Job title, company name, industry (when provided for networking features)
Information Collected Automatically
When you interact with Event Copilot, we automatically collect:
- Device Information: Device type, operating system, unique device identifiers
- Usage Data: Features used, interaction timestamps, response patterns
- Analytics Data: Aggregated usage statistics to improve our services
3. How We Use Your Information
We use the information we collect to:
- Provide AI-powered event assistance and support
- Send SMS/text messages related to events you’ve registered for
- Deliver event reminders, schedule updates, and venue information
- Facilitate networking and matchmaking between attendees
- Respond to your questions about event logistics, speakers, and schedules
- Comply with legal obligations and enforce our terms of service
4. SMS/Text Messaging Terms
This section describes our SMS messaging program and your rights as a subscriber.
4.1 Program Description
Event Copilot provides SMS-based event assistance for registered event attendees. Our AI-powered assistant helps you with:
- Event reminders and countdown notifications
- Real-time schedule changes and updates
- Venue information, maps, and directions
- Speaker and session details
- Networking opportunities and meeting coordination
- Answers to your event-related questions
4.2 Message Types and Examples
| Message Type | Example |
|---|---|
| Event Reminder | “Event Copilot: Hi Sarah, your keynote starts in 30 mins at Main Hall. Reply HELP for info, STOP to opt out.” |
| Schedule Update | “Event Copilot: Schedule change – The AI Panel has moved to 2:15 PM in Room 204. Reply STOP to unsubscribe.” |
| Venue Info | “Event Copilot: Parking is available at Lot B. Enter via Gate 2. Maps: eventcopilot.ai/venue” |
| AI Response | “Event Copilot: The networking lunch is 12-1pm in Grand Ballroom. Vegetarian options available. More questions? Just text us!” |
4.3 Consent and Opt-In
Event Copilot uses a double opt-in process to ensure you have full control over SMS communications.
How Our Opt-In Process Works:
| Step | What Happens |
|---|---|
| Step 1 | You register for an event and provide your phone number |
| Step 2 | Event Copilot sends you a one-time opt-in request via SMS |
| Step 3 | You reply YES to confirm you want to receive event updates |
| Step 4 | Only after your confirmation, you begin receiving event notifications |
Opt-In Request Message:
When you register for an event, you will receive an opt-in request:
“Event Copilot: Hi [Name], reply YES to receive SMS updates for [Event Name]. Reply STOP to decline. Msg&Data rates may apply. Terms: eventcopilot.ai/privacy-policy”
Confirmation Message:
After you reply YES, you will receive a confirmation:
“Event Copilot: You’re all set! You’ll receive event updates for [Event Name]. Reply HELP for help, STOP to opt out anytime. Msg&Data rates may apply.”
Important:
- You will NOT receive event notifications unless you reply YES to the opt-in request
- You are not required to consent to SMS messaging as a condition of event registration
- You can opt out at any time by replying STOP to any message
4.4 Message Frequency
Message frequency varies based on event activity:
- Typical: 3-10 messages per event
- AI Conversations: Additional messages if you initiate conversations with our assistant
- Maximum: Frequency depends on event duration and your interactions
4.5 Opt-Out Instructions
You can opt out of SMS messages at any time.
| Method | How To |
|---|---|
| Text Keyword | Reply STOP, CANCEL, END, QUIT, or UNSUBSCRIBE to any message |
| Send request to [email protected] with your phone number |
Confirmation Message:
After opting out, you will receive one final message:
“You’ve been unsubscribed from Event Copilot. You will not receive any more messages. Reply START to re-subscribe.”
4.6 Help and Support
| Method | How To |
|---|---|
| Text Keyword | Reply HELP or INFO to any message |
| [email protected] | |
| Website | Contact Us |
Help Response:
“Event Copilot: For support, visit eventcopilot.ai or email [email protected]. Reply STOP to unsubscribe. Msg&Data rates may apply.”
4.7 Message and Data Rates
Message and data rates may apply. Please consult your wireless carrier for details about your messaging plan. Event Copilot does not charge additional fees for SMS messages beyond standard carrier rates.
4.8 Supported Carriers
Our SMS service is compatible with all major U.S. carriers, including:
- AT&T
- Verizon Wireless
- T-Mobile
- Sprint / T-Mobile
- U.S. Cellular
- And most regional carriers
Carrier Liability: Carriers are not liable for delayed or undelivered messages.
5. Data Sharing and Disclosure
We Do NOT Sell Your Data
We do not sell, rent, or trade your personal information, including your phone number, to third parties for marketing purposes.
Mobile Information Disclosure
No mobile information collected as part of our SMS messaging program will be shared with third parties or affiliates for marketing or promotional purposes. We will not sell, rent, or share your mobile phone number or SMS opt-in data with third-party marketers, advertisers, or lead generators under any circumstances.
Service Providers
We may share your information with trusted third-party service providers who assist us in operating our platform, including:
- Twilio: For SMS message delivery
- Cloud Hosting Providers: For secure data storage
- Analytics Providers: For aggregated usage insights
These providers are contractually obligated to protect your information and use it only for the services they provide to us.
Event Organizers
When you use Event Copilot for a specific event, the event organizer may have access to:
- Your registration information
- Aggregated engagement statistics
- Feedback and survey responses (if applicable)
Event organizers are bound by their own privacy policies regarding your data.
Legal Requirements
We may disclose your information if required to do so by law or in response to valid requests by public authorities (e.g., court orders, subpoenas).
6. Data Security
We implement appropriate technical and organizational measures to protect your personal information, including:
- Encryption of data in transit and at rest
- Access controls and authentication requirements
- Regular security assessments and monitoring
- Secure data centers with physical safeguards
While we strive to protect your information, no method of transmission over the Internet or electronic storage is 100% secure.
7. Data Retention
We retain your personal information for as long as necessary to:
- Provide our services to you
- Comply with legal obligations
- Resolve disputes and enforce agreements
SMS consent records are retained for a minimum of 4 years as required by telecommunications regulations.
8. Your Rights and Choices
Depending on your location, you may have the following rights:
| Right | Description |
|---|---|
| Access | Request a copy of the personal information we hold about you |
| Correction | Request that we correct inaccurate or incomplete information |
| Deletion | Request that we delete your personal information (subject to exceptions) |
| Opt-Out of SMS | Reply STOP to any message to unsubscribe |
| Do Not Track | Our website does not currently respond to “Do Not Track” signals |
To exercise these rights, please contact us at [email protected].
9. California Privacy Rights (CCPA)
If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA):
- Right to Know: What personal information we collect, use, and disclose
- Right to Delete: Request deletion of your personal information
- Right to Opt-Out: Opt out of the sale of personal information (we do not sell your data)
- Right to Non-Discrimination: We will not discriminate against you for exercising your rights
To submit a CCPA request, email [email protected] with “CCPA Request” in the subject line.
10. Children’s Privacy
Event Copilot is not intended for children under 13 years of age. We do not knowingly collect personal information from children under 13. If you believe we have collected information from a child under 13, please contact us immediately at [email protected].
11. International Users
Event Copilot is operated from the United States. If you access our services from outside the U.S., your information may be transferred to, stored, and processed in the United States, where data protection laws may differ from those in your country.
12. Changes to This Privacy Policy
We may update this Privacy Policy from time to time. We will notify you of any changes by:
- Posting the new Privacy Policy on this page
- Updating the “Last Updated” date at the top
- Sending an email notification for material changes
We encourage you to review this Privacy Policy periodically.
13. Contact Us
If you have questions or concerns about this Privacy Policy or our data practices, please contact us:
Event Copilot by TurnoutNow, LLC
| Contact Method | Details |
|---|---|
| General Support | [email protected] |
| Privacy Inquiries | [email protected] |
| Website | https://eventcopilot.ai |
| SMS Help | Reply HELP to any message |
14. Regulatory Compliance
TCPA Compliance
Event Copilot complies with the Telephone Consumer Protection Act (TCPA). We obtain proper consent before sending any SMS communications and honor all opt-out requests promptly.
CTIA Guidelines
Our SMS program follows Cellular Telecommunications Industry Association (CTIA) best practices for commercial messaging.
SMS Service Provider
SMS messages are sent from standard 10-digit phone numbers (10DLC) registered with U.S. carriers. Messages are delivered via Twilio, a certified telecommunications provider, on behalf of TurnoutNow, LLC.