Privacy Notice
This notice explains, in plain language, what personal information the PLANORA EventGuard 360 website and its event devices process, why, who can see it, how long it is kept, and how you can exercise your rights under the Philippine Data Privacy Act of 2012 (Republic Act No. 10173). There is no PLANORA app.
PLANORA does not sell personal information, does not show advertising, does not load analytics or tracking tools, and does not send marketing messages.
1. Who operates PLANORA
PLANORA EventGuard 360 is operated by [Owner input required: legal name of the PLANORA operator], [Owner input required: operator business address] (the "operator"). The operator decides how the shared PLANORA service works and is the personal information controller for account, security and platform records.
Organizers who run events on PLANORA decide what they collect for their own events (for example participant details, fees and admission rules) and are responsible for that processing, including the supplier records they keep for their events.
Privacy contact / Data Protection Officer: [Owner input required: Data Protection Officer name or office], [Owner input required: privacy / Data Protection Officer contact].
2. Who this notice covers
CLIENT account holders who plan events; Organizers and their event team members; Admin users; event participants named on a participant list (who have no account); contact people of supplier businesses recorded by Organizers or Admin; and people whose records come from earlier versions of PLANORA (former Attendee and Supplier accounts).
3. Information we process
| Information | From whom | Why | Required? |
|---|---|---|---|
| Name, e-mail, phone, account ID, password (stored only as a one-way hash), account role | CLIENT, Organizer and Admin accounts | Create and secure the account, contact you about your events | Required (phone optional for some roles) |
| Google account ID, name and e-mail | Users who choose "Continue with Google" | Sign you in with Google | Optional |
| E-mail verification and sign-in codes; a "trusted device" record | Everyone signing in | Confirm it is you and prevent account takeover | Required (trusted device optional) |
| Profile photo | Users who upload one | Show your photo in your workspace | Optional |
| Organizer profile: business name, description, services, service area, address, verification details | Organizers | Organizer approval and the Organizer profile CLIENTs choose from | Required for Organizers |
| Event brief: event type, schedule, location text (and an optional map pin from your browser if you choose "use my location"), expected participants, services, budget disclosure choice, notes | CLIENT accounts | Invite Organizers and let them prepare proposals | Required to plan an event |
| Proposals, awards, accepted agreements, amendments, booking numbers, payment amounts and references, payment-proof files, receipts, refunds | CLIENTs and Organizers | Run the private proposal round, confirm one booking, record and verify payments | Required for bookings |
| Participant records: name, optional e-mail and phone, group or table, participant type (participant, staff, supplier worker), eligibility details an event asks for (school, department, course, year level, section, gender), approval and pass status, admission window, delivery status; for a public registration, the versions of the event policy and this notice that were accepted | Entered by the CLIENT or the Organizer (one by one or by CSV import); or by a visitor using a public event's registration form | Validate the participant list, issue one individual pass per person, deliver the pass link | Name required; other details optional unless the event requires them |
| Attendance: Entry and Exit time, device or operator, direction, result, and any manual correction with its reason | Participants admitted at events | Record attendance once, estimate how many people are inside, prevent duplicate entry | Required at events that record attendance |
| Supplier business records: business name, category, service area, contact person, business e-mail and phone; private engagement details (quotation, agreed service, cost, schedule, files) | Entered by Organizers and reviewed by Admin | Let Organizers engage suppliers for their events and govern the shared directory | Required for a supplier record |
| Messages, notifications | Account holders who message each other | Coordinate an event; tell you about updates | Optional (messages) |
| Immediate Assistance and incident records: category, urgency, location at the venue, description, contact preference, optional phone, actions taken | Organizers, event team members and Admin | Respond to and document event-day incidents | Optional |
| Lost-and-found reports and claims | Users who submit them | Return items | Optional |
| Reviews of completed work (four 1–5 ratings and comments) and moderation decisions | CLIENTs (about Organizers) and Organizers (about supplier engagements) | Verified performance summaries | Optional |
| Security and audit logs (actions, times, and technical details such as IP-derived rate-limit data) | Everyone | Protect accounts, investigate misuse, keep an audit trail | Required |
PLANORA asks only for what each feature needs. Optional fields stay optional.
4. Sensitive personal information
Under the Data Privacy Act, information about a person's health and education is sensitive personal information. PLANORA may process health-related information in Immediate Assistance and incident records (for example "needs first aid near the stage"). Give only what helpers need; do not include diagnoses or medical history. Only the event's Organizer, the assigned helper and Admin can see a request's contact details. PLANORA may also process education information (school, course, year level) when it is provided for an event that requires it, including in older registration records.
Event-day safety tools coordinate help from the event team. They are not an emergency service: for life-threatening emergencies, call local emergency services first.
5. EventGuard 360 devices and QR passes
- Pass links are private links the Organizer sends to one participant. PLANORA stores only a one-way hash of the link code. A link shows that one person's pass and the event details they need, never the participant list.
- QR passes contain a random code linked to one participant and one event. They do not contain your name or contact details. Reissuing a pass replaces the old code; attendance history is kept.
- The scanner station (GM65 QR scanner with displays, indicator lights and buzzer) records the result, time, device, direction and operator mode of each scan. Device replies show only a result message.
- Temperature and humidity readings and the fan state describe the venue; they do not identify people. Occupancy is an estimate from supervised QR Entry and Exit scans.
6. Retired features and historical records
- The PLANORA Android app is retired. It no longer signs anyone in or collects data. Event-day location sharing from the app is no longer collected; earlier location records follow the retention rules in section 12.
- RFID cards are retired as an admission method. Records created when they were used (stored as one-way hashes) are kept as historical attendance evidence.
- Attendee and Supplier accounts are retired and cannot sign in. Their registrations, attendance, engagements, payments and messages are kept and are visible only to authorized Admin, Organizer or CLIENT users connected to those records.
- The NORA assistant is switched off. Earlier conversation history stays attached to the account and can be deleted on request.
7. Payments
PLANORA does not process payments and does not receive or hold money. You pay the Organizer directly by GCash, MariBank or GoTyme transfer to the Organizer's own account shown on the payment page. The Organizer enters that account's name, number and QR image. The account number is stored encrypted. The account name and QR image are kept in private storage and are shown only to the Organizer, PLANORA Admin and a payer who has an open payment to that Organizer. PLANORA never asks for card numbers, PINs or one-time passwords.
PLANORA records the amount, the transfer reference and date you enter, the proof file you upload, the account you paid, the Organizer's verification or rejection (with the reason) and the receipt. Uploaded proofs are stored privately and shown only to you, your Organizer and Admin. Your bank or e-wallet processes the transfer under its own terms and privacy notice; PLANORA does not share your data with it.
8. Why we use it and our legal bases
| Purpose | Legal basis under the Data Privacy Act |
|---|---|
| Provide your account, event planning, proposals, bookings, participant lists and passes | Necessary to provide the service you asked for (contract) |
| Record payments, receipts and refunds; keep financial records | Contract; compliance with legal obligations |
| Attendance, security logs, fraud and duplicate-entry prevention | Legitimate interests of the operator and event organizers in safe, accurate events |
| Participant records entered by a CLIENT or Organizer | Legitimate interests of the event host in admitting the right people; the person entering the names must have a reason to share them |
| Immediate Assistance and incident records (including health-related details) | Your consent when you submit the request; protection of life and health where necessary |
| Optional profile details, profile photo, map pin | Your consent (you can remove these at any time) |
| Responding to lawful requests from authorities | Compliance with legal obligations |
PLANORA records your agreement to the Terms of Use and your acknowledgement of this notice (version, date and time) each time you accept a new version. [Legal review required: confirm the legal bases above]
9. Who can see it and who receives it
- By role: a CLIENT sees only their own requests, proposals received after the deadline, bookings, payments, participants and the supplier arrangements disclosed in their agreement; an Organizer sees its own proposals and, for events it was confirmed to manage, that event's participants, payments, supplier engagements and monitoring; event team members see only assigned events; Admin has governance access for support, verification and security, and sees the contents of a confidential proposal only through a time-limited support access that an authorized Admin grants with a recorded reason (each read is logged).
- Participants see only their own pass through their private link.
- Directory profiles: approved Organizer profiles and reviewed supplier business profiles are visible to signed-in users who need them. Sign-in e-mails and private phone numbers are never shown in search.
- Service providers who process data for PLANORA: the hosting provider ([Owner input required: name of the production host and its data processing terms]), the e-mail delivery service, and Google (only for "Continue with Google"). No payment processor receives data from PLANORA.
- Authorities, when the law requires it.
10. Where it is processed
PLANORA's servers and service providers may process data outside the Philippines. [Owner input required: server location and any cross-border transfer safeguards]
11. Cookies and device storage
PLANORA uses only a sign-in session cookie, an optional "trusted device" cookie, and browser storage for your display preferences, bookmarked events and drafts you have not sent yet. None of them track you. See Cookies & Device Storage.
12. How long we keep it
We keep information only as long as needed for the purpose above, then delete or anonymize it. Short-lived security items expire automatically (for example password-reset links after one hour). Financial and audit records may need to be kept longer for legal and accounting reasons. [Owner and legal input required: approved retention periods; see the retention schedule]
13. How we protect it
PLANORA uses role- and record-based access checks on every page, encrypted connections (HTTPS), hashed passwords and pass-link codes, protection against cross-site request forgery, private storage for uploaded files, upload type checks, rate limits on sign-in and pass links, per-device keys for event devices, and audit logs. No system can promise perfect security; if we learn of a personal data breach that must be reported, we will notify the National Privacy Commission and affected people as the law requires.
14. Your rights and how to use them
Subject to the Data Privacy Act, you have the right to be informed, to access, to correct, to object, to erasure or blocking, to data portability, to withdraw consent where consent is the basis, to claim damages, and to file a complaint with the National Privacy Commission.
- See and correct most of your information in your profile. Participants without an account can ask the event Organizer or PLANORA to correct their record.
- Delete your account from Delete Your Account.
- Other requests (a copy of your data, objection, withdrawal of consent, or a request about a participant or former account record): contact [Owner input required: privacy / Data Protection Officer contact]. We will never ask for your password. We may ask you to confirm the request from your signed-in account.
- Complaints: you may contact the National Privacy Commission (opens a new tab).
15. Children and minors
CLIENT accounts are intended for users who can agree to these terms. Participant records for minors should be entered with a parent or guardian's involvement. [Owner and legal input required: minimum age and parental consent rules]
16. Changes to this notice
When this notice changes in a meaningful way, PLANORA shows the new version and records the acknowledgement of CLIENT accounts. Earlier versions and earlier acknowledgements are kept under their own version.
Buod sa Filipino
May tatlong uri ng account ang PLANORA: CLIENT, Organizer at Admin. Ang mga dadalo sa event ay walang account; tumatanggap sila ng sariling pass link mula sa Organizer. Ginagamit namin ang iyong impormasyon para patakbuhin ang mga event at booking. Hindi namin ibinebenta ang iyong impormasyon, walang ads, at walang tracking. Ang QR pass ay random na code lamang. Wala nang PLANORA app at hindi na ginagamit ang RFID. Maaari mong tingnan, itama, o burahin ang iyong account, at magreklamo sa National Privacy Commission.
Version history
| Version | Date | What changed |
|---|---|---|
| 2026-10-v2 | October 23, 2026 | Factual scope revision: three account roles (Admin, Organizer, CLIENT); event participants use individual pass links without accounts; suppliers are business records managed by Organizers; no PLANORA mobile app; supervised QR Entry/Exit replaces RFID; device GPS and app location sharing are not collected; the NORA assistant is switched off. Payments are manual only: payers send GCash, MariBank or GoTyme transfers directly to the Organizer and upload proof, a payment counts after the Organizer verifies it, and PLANORA records the evidence but does not hold or transfer money; no online payment processor receives data. No new fee, refund entitlement, retention period or data-sharing purpose was added. |
| 2026-07-v1 | October 7, 2026 (draft) | First published set: five roles (Admin, Organizer, Guest/Client, Supplier, Attendee), web and Android app, QR and RFID attendance. |
When a new version is published, signed-in CLIENT accounts are asked to review and accept it before continuing. Each acceptance is stored with its own version, date and time.