Privacy Policy

Service Provision / Account Management

Discord Login/OAuth, Server IDs, User IDs, Roles, Event Data, as well as member data registered by server administrators (Discord ID, in-game/character name, event participations, payouts)

Legal basis: Art. 6(1)(b) GDPR (own account); for member data registered by server administrators: Art. 6(1)(f) GDPR (the community's legitimate interest in organizing events and payouts). You may object at any time (Art. 21 GDPR).

Payment Processing (Stripe)

Payment data, Transaction IDs, Billing information

Legal basis: Art. 6(1)(b) GDPR

Security/Logs/Abuse Prevention

Log data incl. IP, Timestamps

Legal basis: Art. 6(1)(f) GDPR (legitimate interest in security/operation)

Support/Communication

Discord

Legal basis: Art. 6(1)(b)/(f) GDPR

Referral program

Link between the referring and the referred account, time of acceptance, status, identifier of the first paid invoice and amount of the credit. The referrer only ever receives totals (count and credit) and no information about who accepted an invite or took out a subscription. The invite page shows the referrer's Discord name and profile picture.

Legal basis: Art. 6(1)(b) GDPR (running the program); abuse checks: Art. 6(1)(f) GDPR

Product Analytics (PostHog)

Page views and clicks on the website and dashboard (without cookies, no recognition beyond the day of the visit) as well as pseudonymous usage and billing events from the dashboard and bot; details in section 5

Legal basis: Art. 6(1)(f) GDPR (legitimate interest in improving the service). You may object at any time (Art. 21 GDPR).

Cookies

Session cookies only (technically required) for authentication

Legal basis: § 25(2)(2) TDDDG; Art. 6(1)(b)/(f) GDPR

No cookies for analytics or advertising. Audience measurement with PostHog (section 5) works without cookies and stores nothing on your device.

Purpose of Processing

For automated evaluation of event screenshots (e.g., detection of player kills), AI models from OpenAI are used, accessed via the API service OpenRouter. Screenshots are transmitted to OpenRouter and OpenAI servers for analysis. EventMate itself does not store the images — only the extracted analysis results.

Data Transfer to OpenRouter / OpenAI

Uploaded screenshots are transmitted to OpenRouter, Inc. (USA) and processed there by AI models from OpenAI (USA). Both providers may process this data in accordance with their own privacy policies.

Legal basis: Art. 6(1)(a) GDPR (consent). Before each upload, users must explicitly confirm via checkbox that the screenshots contain no personal data and that they agree to the transfer to and processing by OpenRouter and OpenAI. Without this confirmation, no upload takes place.

Your Choices

• Usage is entirely voluntary
• Events can alternatively be recorded manually without screenshot upload
• The feature is only used after explicit confirmation (checkbox) before each upload
• Deactivation is possible at any time

Provider and Location

We use PostHog, a service of PostHog Inc. (USA), to understand how the website, dashboard and bot are used. The data is stored in PostHog's EU cloud in Frankfurt am Main (AWS region eu-central-1). We have concluded a data processing agreement with PostHog under Art. 28 GDPR that incorporates the European Commission's Standard Contractual Clauses (SCCs) (see section 6).

Website and Dashboard: Measurement Without Cookies

In the browser, we run PostHog without cookies: no cookies are set, nothing is stored in local storage or anywhere else on your device, and you are not identified. We record page views (page visited and referring page, browser and device type, screen size, language setting) and clicks on key buttons, e.g. "Get Started" or the way to the pricing page, and, in the dashboard, when notices about EventMate Pro are shown and clicked. The data is relayed to PostHog through our own domain.

To count visits, PostHog derives a hash from the IP address, the browser identifier (user agent) and a random value that changes daily. Because this value is renewed every day, a visit cannot be recognized beyond the day on which it took place. Your IP address is processed only briefly for this purpose and is not stored.

Dashboard and Bot: Server-Side Events

In addition, our servers send individual usage events to PostHog: sign-up and login on the dashboard, adding and removing the bot on a Discord server, activating and completing events, and checkout, trial, payment and cancellation of a Pro subscription. These events are linked to a pseudonymous internal user ID (not your Discord ID) and the ID of the Discord server concerned, and contain only factual details such as event type, participant or member count, billing interval and amount. We do not send names, Discord usernames or tags, email addresses or message content to PostHog.

Purpose and Legal Basis

We analyze this data to improve EventMate, in particular to see which features are used and where users drop off (for example between signing up, adding the bot and the first event, or before taking out a subscription). The data is not used for advertising and is not combined with data from other websites.

Legal basis: Art. 6(1)(f) GDPR. Our legitimate interest lies in developing and improving our service in line with how it is actually used.

Objection and Retention

You may object to this processing at any time (Art. 21 GDPR); an informal message to contact@eventmate.cloud is sufficient. Raw events are deleted after 12 months at the latest (see section 7).

Stripe

Contractual partner within the EU (Stripe Technology Europe Limited, IE). Data flows to the USA are possible; secured via EU-US Data Privacy Framework and/or Standard Contractual Clauses (SCCs) per Stripe's DPA/DTA.

Discord

For EEA users, Discord Netherlands B.V. is the controller; data flows to Discord Inc. (USA) are possible; secured via DPF/SCCs per Discord's policy.

OpenAI (when using the screenshot feature)

Controller: OpenAI Inc. (USA). Processing takes place in the USA based on Standard Contractual Clauses per the OpenAI Data Processing Addendum. Usage only occurs upon voluntary activation of the Pro feature.

PostHog

Contractual partner is PostHog Inc. (USA). The analytics data is stored in the EU (Frankfurt am Main, AWS eu-central-1); access from the USA, for example for support and maintenance, nevertheless cannot be ruled out. This is secured via Standard Contractual Clauses (SCCs) per PostHog's data processing agreement (DPA).

Email: contact@eventmate.cloud

Or use the contact details from the imprint.