User Privacy Policy

This notice describes how PARTY HUB S.R.L., which offers the service under the “PartyHub” brand (“PartyHub”), processes the personal data of users of the website and the apps (the “Platform”) under Articles 13 and 14 of Regulation (EU) 2016/679 (the “GDPR”).

Main changes in this version: in-app payments for tables and drinks, sold by venues through Stripe Connect; internal statistical analysis; aggregated and anonymous reports, which may also be transferred to third parties; two new optional consents (improvement of the recommendation models and disclosure of data to commercial partners); a description of chat, social features, attendance history and activity indicators; the booking reliability indicator and the handling of reports; the roles of PartyHub and of venues; specific retention periods.

1. Who this notice applies to

Users who discover events, create an account, make bookings, buy tables or drinks in the app, or use guest lists, tables, QR codes, chat, social features, support, notifications, location, AI chat or the Match feature. Managers and organisers should also read the Manager Privacy Policy.

2. Data processed

• Account: email, username, display name, date of birth, optional gender, avatar, credentials managed by the authentication provider and, if you provide it for the channels that require it, phone number.
• Bookings: event, guest list or table, guests and tags, PR code, price applied and the reason for any complimentary entry.
• In-app orders and payments: tables and drinks purchased, seller, amounts, payment status, refunds and disputes, transaction identifier. Full card details are processed exclusively by Stripe and are neither known to nor stored by PartyHub.
• Entries and collections: opaque QR token, status and date/time of the scan or collection, event and authorised operator.
• Attendance history: attendances, no-shows, late cancellations, refusals and re-admissions relating to bookings, and the resulting reliability indicator.
• Activity: searches, favourites, views, interactions with event suggestions, bookings and preferences.
• Activity indicators and badges (for example the Rave score), calculated on the basis of activity on the Platform.
• Social features: people you follow and who follow you, tags, visibility settings for your attendance.
• Messages: content of chats with other users and with organisers, participants and date/time.
• Match feature, if enabled: preferences, compatibility questionnaire, like/pass interactions, matches and crushes.
• Phone number, if you choose to verify it in the settings: it is stored in encrypted form (hash) and is used for verification by SMS and for the features that require it.
• Address book contacts, only if you allow access: they are read from the device and compared with existing accounts to show you which of your contacts are already on PartyHub. They are not stored on our systems.
• Invitations: when you invite a person who is not registered to an event, their number is stored in encrypted form (hash) to manage the invitation and to link it to their account if they later sign up.
• Device and security: sessions, push tokens, installation identifier used for app updates, IP address, user agent, technical logs and anti-abuse signals.
• Location, only when requested by the user, or a city chosen manually.
• AI chat: prompts, outputs, reports and technical metadata.
• Requests and decisions: support requests, exercise of rights, DSA notices, reports concerning you and the related moderation decisions, legal decisions and versioned consents.

3. Where the data come from

Most of the data are provided by you or generated by your use of the Platform. Some data come from other sources:

• users who tag you as a guest or invite you to a table;
• venues, organisers, their staff and PRs: PR codes, outcome of the scan at the entrance, recording of attendances, no-shows and refusals, delivery of drinks;
• other users, venues and organisers who report content or behaviour;
• Stripe: outcome of payments, refunds and disputes;
• the device’s operating system: push token and, if authorised, location.

4. Mandatory and optional data

Email, username, date of birth and credentials are necessary to create the account: without them it is not possible to register or to verify that you are of age. Booking, order and payment data are necessary to provide the service requested. The following are optional: gender, avatar, precise location (as an alternative you can choose the city manually), social features, the Match feature and all processing based on consent. Not providing them, or withdrawing consent, does not prevent you from using the main features. Gender is necessary only to access promotions that require it.

5. Purposes and legal bases

Right to object

You may object at any time to processing based on legitimate interest (purposes 5, 6, 13, 14 and 18), on grounds relating to your particular situation, from the app’s privacy settings or by writing to info@partyhubofficial.com. For internal statistical analysis (13) and anonymisation for reports (14), your objection is accepted without the need to give reasons. You may object at any time, without giving reasons, to direct marketing and withdraw each consent from the settings, without affecting the lawfulness of processing carried out before the withdrawal.

6. Gender and “free entry for women” promotions

Gender is declared by the user and is not inferred. When an event includes a promotion configured by the organiser, the system may record the declared gender, the price applied of zero and the reason for the complimentary entry. An identity document is not requested by default. The data are shown or exported only to the roles authorised to manage the event. They are not used for marketing or to infer characteristics of the user, and they are not included in the reports transferred to third parties or in the data disclosed to partners.

Declared gender is also used, in aggregated form only, for the statistics that organisers see about their own events (for example the percentage of attendees by gender). The statistics are shown only above minimum registration thresholds; identities other than man and woman are grouped under “other or not declared”. Organisers do not see your gender next to your name, except for the promotions mentioned above, and cannot use it to decide on admission.

7. Tagging friends and people who are not registered

PartyHub limits tagging to existing accounts, uses a pending, accepted or declined status, and does not create shadow profiles. The consent of the person who invites does not count as consent given by the friend.

Address book. If you allow access to your address book, contacts are read on your device and compared with existing accounts for the sole purpose of showing you which of your contacts are already on PartyHub. The comparison takes place without storing the address book data on our systems. You can withdraw the permission at any time from your device settings.

Invitations to people who are not registered. If you invite to an event a person who does not have an account, we store their phone number in encrypted form (hash) to manage the invitation, avoid duplicate invitations and, if that person signs up later, link the invitation to their account. We do not create a profile for them and we do not use the number for any other purpose, in particular not for marketing. The data remain linked to the invitation in your account and are deleted together with the account of the person who sent the invitation or when the invitation itself is removed.

8. Chat, social features and AI systems

Chat. Messages with other users and with organisers are visible to the participants in the conversation. They are used to enable the conversation and, where necessary, to examine reports, ensure security or comply with legal obligations. They are not used for marketing or included in reports or disclosures to third parties.

Social features. The people you follow and who follow you can see your attendance at events only according to the visibility settings you choose, which are disabled by default. You can change them at any time.

AI chat. The interface indicates that you are interacting with an AI system, asks you not to enter sensitive data and allows you to report outputs. The chat does not decide on access to events and does not produce decisions with legal or similarly significant effects. Messages and the necessary context are sent to the OpenAI APIs to generate the reply. Outputs may be inaccurate. Please read the Artificial intelligence notice.

9. In-app payments for tables and drinks

When a venue or organiser enables them, you can buy table bookings and drinks from the app.

• The seller is the venue or organiser shown on the payment screen. The purchase contract is concluded with them, and your rights relating to the purchase apply against them.
• PartyHub provides the platform that enables ordering and payment and processes the order data as controller, to manage in-app orders and payments, support, disputes, security, fraud prevention and legal obligations. It discloses them to the seller, who processes them as an independent controller for sale, delivery, refunds and tax compliance.
• Payment is processed by Stripe through Stripe Connect and is credited directly to the seller. Card details are entered and processed by Stripe: PartyHub receives only the outcome, the amount and the transaction identifier. For some purposes of its own, such as fraud prevention and anti-money laundering obligations, Stripe processes the data as an independent controller, according to its own privacy notice.
• Alcoholic drinks: purchase is restricted to persons aged 18 or over. The venue may check age on delivery, including by asking for an identity document; PartyHub does not collect the document.
• Order data are disclosed to the seller and its authorised operators to the extent necessary for delivery.

10. Organisers, PRs and privacy roles

PartyHub is the controller of the data you provide and of the data generated by your use of the Platform: account, guest list and table bookings, guests, QR codes, check-ins, attendances, orders, messages and the reliability indicator. This also applies when you reach an event through a PR’s link or sign up on a PR’s guest list: in that case the PR and the organiser see your name and the status of the booking on that list, and the PR code is used only to attribute the booking.

Venues and organisers receive the data necessary to manage their own events, such as display name, booking status, guests, check-in outcome, reliability indicator and order data, and process them as independent controllers for entry, management of the night, delivery of purchases and legal obligations. They do not receive your contact details, unless you choose to share them with a specific organiser (§12), nor data from the Match feature or your location. An agreement with PartyHub prohibits them from using these data for marketing without your consent, from transferring them and from exchanging exclusion lists or judgements about you with other venues. They are responsible for any further use and provide you with their own privacy notice.

Data entered by organisers. For data that a venue, organiser or PR enters or uploads to the Platform and that do not come from you, and for sending the organiser’s promotional communications to which you have consented, the controller is the organiser and PartyHub acts as processor under Article 28 GDPR. For such data you can contact the organiser or PartyHub, which will forward the request.

11. Profiling, scores and automated decisions

• Personalised recommendations (only with consent): the events and venues suggested take into account searches, views, favourites and bookings. Precise location, if authorised, is used only to show you nearby events and is not added to the profile. Recommendations do not affect access to events. Without consent you see a non-personalised ordering and can continue to use the basic AI chat.
• Match feature data: they are used only for the Match feature. They are not used for recommendations, model training, statistics, reports or disclosures to partners.
• Reliability indicator: the venues where you ask to book see the number of no-shows (confirmed bookings, not cancelled and without check-in) and of cancellations made less than 3 hours before the start of the event, recorded in the last 12 months at all venues on the Platform. The indicator contains only these objective data, with no judgement. You can also see it in your profile and can dispute any entry: a member of our team checks it and, if it is wrong, corrects it. The decision to admit you is always taken by a person at the venue and is not based solely on automated processing (Article 22 GDPR). As provided for in the Terms of Service, after 4 no-shows in 12 months the ability to book is suspended for 30 days.
• Limits after a refusal: the Platform may automatically limit new requests for the same event after a refusal.
• Reports and suspensions: venues may report serious behaviour to PartyHub, such as violence, harassment or damage. Every report is assessed by a member of our team. If it is well-founded, the account may be restricted or suspended by a reasoned decision, which you can challenge. PartyHub records the established breach of the Terms and does not share the content of reports with other venues.
• Activity indicators and badges: they are calculated on attendance and activity on the Platform and do not decide access to events.

12. Anonymous reports, partners and sharing with organisers

Anonymous aggregated reports. PartyHub produces aggregated statistics on trends, such as attendance by area and time slot, the most popular music genres and types of event, and age brackets. It may transfer or sell them to third parties, for example companies in the drinks, events and entertainment sectors. The reports do not make it possible to identify you or individual venues. Anyone who objects to this purpose is excluded before aggregation. To guarantee this we apply minimum group thresholds and exclude events with few attendees, precise locations, exact times and any identifier, including in encrypted or hashed form. They do not include gender, data from the Match feature, chat content or attendance at individual events. Buyers undertake contractually not to attempt to identify individuals.

Disclosure to commercial partners (only with consent). Only if you give the specific optional consent may PartyHub disclose the following data to partners in the categories drinks, events and entertainment, fashion and lifestyle, tourism and hospitality: display name, email, age bracket, city, favourite music genres and types of event. Partners process them as independent controllers for their own marketing purposes and provide you with their own privacy notice. PartyHub may receive a fee from partners. The up-to-date list of partners is available in the Legal and privacy centre.

The following are never disclosed to partners: gender, full date of birth, precise location, data from the Match feature, content of chats and of the AI chat, attendance at individual events. The consent is not necessary to use PartyHub and is not pre-selected. You can withdraw it at any time: withdrawal prevents new disclosures; for data already disclosed you can contact the partner directly.

Sharing your contact details with an organiser (only with consent). On a venue’s page or during a booking you can choose to share with that specific organiser your display name, email, age bracket, city and the history of your bookings for its events, so that it can contact you directly with its own promotional communications. The organiser processes them as an independent controller according to its own privacy notice, which we show you before you consent, and must respect any objection you make. PartyHub may receive a fee from the organiser. The consent is optional, separate for each organiser and can be withdrawn: withdrawal prevents new disclosures and is passed on to the organiser, who must stop sending communications.

13. Recipients, suppliers and transfers

Data may be disclosed to venues and organisers, who process them as independent controllers to the extent necessary for events and orders (§10); to commercial partners and to organisers with whom you choose to share your contact details, only with consent (§12); to the authorities, where required by law; and to the following suppliers, who act as processors except as stated for Stripe:

You can obtain a copy of the safeguards adopted for transfers by writing to info@partyhubofficial.com. The anonymous reports referred to in §12 contain no personal data and do not constitute a disclosure of data.

14. Retention

Retention necessary for legal obligations or pending legal proceedings is not affected. Backup copies follow the supplier’s technical cycle and deletions are reapplied in the event of a restore. Data disclosed with your consent to partners and organisers are kept by them in accordance with their respective privacy notices.

15. Rights and control

• access, rectification, erasure, restriction, objection and portability, where applicable;
• granular withdrawal of each consent from the settings, without affecting prior processing;
• account export and deletion from the settings, with the outcome of any partial errors;
• complaint to the Italian Data Protection Authority (Garante per la protezione dei dati personali).

You can use the Legal and privacy centre or write to info@partyhubofficial.com. PartyHub normally replies within one month. If a DPO is appointed, their contact details will be published in this notice.

16. Age

The service is reserved for persons aged 18 or over, applies a self-declaration check of being 18 and requires the date of birth. Checking identity documents remains the responsibility of the venue where necessary, including for the delivery of alcoholic drinks; PartyHub does not collect documents by default. If PartyHub becomes aware that a minor is using the service, it restricts the account and handles its deletion in accordance with the applicable obligations.

17. Cookies, tracking and changes

Please read the notice “Cookies and tracking technologies”: third-party analytics and tracking tools are activated only with prior consent. Material changes to this notice are communicated by email or by a notice in the app before they take effect. New consent is requested when necessary for new purposes or legal bases.