Privacy Policy

Meetwise is a conference management platform developed and operated by Eduturn Creative Solutions LLP ("Eduturn", "we", "us", "our"). Meetwise is the customer-facing product name. Eduturn Creative Solutions LLP is the legal entity responsible for the platform.

Meetwise provides technology tools that enable organisations ("conference organisers" or "customers") to plan, manage and run conferences. These tools include delegate registration, speaker management, agenda management, sponsor management, session activities, check-in, attendance tracking, certificate generation and conference archiving.

For enquiries regarding this Privacy Policy, please contact us at: Meetwise / Eduturn Creative Solutions LLP — contact details are provided at the end of this policy.

This Privacy Policy explains how Meetwise collects, uses, stores and protects personal data in connection with the Meetwise platform and its associated services.

This policy covers personal data processed by Meetwise for its own purposes (such as platform accounts, customer administration, billing, security and contact enquiries) and describes the context in which conference-specific personal data is processed on behalf of conference organisers.

This policy applies to visitors to the Meetwise website, prospective customers, conference organisers, and individuals whose data is processed through the Meetwise platform in connection with a conference.

Meetwise processes personal data in two distinct capacities:

A. Data processed by Meetwise for its own purposes: This includes platform account information, customer administration, billing, security, product operation, service improvement (where legally permitted) and contact enquiries. For this data, Meetwise acts as the data controller and is responsible for determining the purposes and means of processing.

B. Conference-specific data processed on behalf of conference organisers: When a conference organiser uses Meetwise to manage their conference, they configure the registration form, determine what information to collect from delegates, speakers, sponsors and other participants, and decide how that information is used in the context of their conference. For this data, the conference organiser determines the conference-specific purposes and requirements. Meetwise provides the technology platform and processes this data as required to provide the service.

Conference organisers are responsible for their own conference-specific privacy notices, lawful processing bases, communications to participants, and appropriate use of participant information. Meetwise is not responsible for every use a conference organiser makes of participant information collected through the platform.

The following categories of information may be collected and processed through the Meetwise platform, depending on how the platform is configured and used:

When an organisation registers to use Meetwise, we collect information about the organisation and its authorised users, including: organisation name, contact person name, work email address, phone number, designation, and information required to administer the customer account and conference engagement.

Conference organisers may collect information from delegates and attendees through the Meetwise registration form. The specific fields collected depend on the organiser's configuration and may include: name, email address, phone number, organisation or affiliation, designation, registration category, and any custom registration fields configured by the organiser.

Meetwise processes this information to provide the registration, check-in, attendance tracking and certificate services. The conference organiser is responsible for determining what information is collected and for providing appropriate notice to delegates.

Speaker profile information (name, biography, photograph, social links, session assignments) and sponsor information (organisation name, contact details, package information) may be collected and stored through the Meetwise platform. This information is used to manage conference participation and, where configured, to display information on the public conference page.

Meetwise uses Supabase for authentication. When users create an account or log in, authentication information (email address, encrypted password or authentication token) is processed. Meetwise does not store plaintext passwords.

Registration information includes registration number, registration category, registration status, payment status, and any information submitted through the conference registration form. This information is used to manage delegate participation in the conference.

Meetwise records conference check-in events and session attendance. This may include check-in timestamp, check-in method (QR scan or manual), and session attendance records. This information is used for attendance tracking and certificate eligibility determination.

Where session activities (polls, Q&A, quizzes) are used, participation data may be recorded. This is used to provide the live engagement features and to display activity results.

Certificate records include delegate name, conference name, certificate ID, issue date, eligibility basis and certificate status. Certificate information may be accessible through the public certificate verification feature.

When individuals submit a contact enquiry or conference request through the Meetwise website, we collect the information provided in the form (name, organisation, work email, phone, enquiry details). This information is used to respond to the enquiry and is accessible only to authorised Meetwise/Eduturn personnel.

Meetwise does not process or hold delegate registration payments. Conference organisers may configure their own UPI ID, UPI payment link or QR code for delegates to pay registration fees directly to the organiser.

Meetwise may record: the registration fee amount, payment status (pending, details submitted, confirmed, rejected), and the transaction reference or UTR number submitted by the delegate. Meetwise does not store card numbers, bank account numbers, or payment gateway credentials.

The conference organiser is responsible for the registration payment, receipt or invoice, and applicable tax or GST obligations relating to the conference registration fee. Meetwise does not issue the organiser's GST invoice for delegate registration fees.

Fees paid by conference organisers to Meetwise/Eduturn for the Meetwise platform and Setup & Onboarding are separate commercial transactions between the organiser and Eduturn Creative Solutions LLP.

Meetwise uses personal data for the following purposes:

• To provide, operate and maintain the Meetwise platform and its features
• To manage customer accounts and conference engagements
• To process and manage conference registrations, check-in, attendance and certificates
• To enable conference organisers to manage their conferences
• To respond to contact enquiries and conference requests
• To ensure the security and integrity of the platform
• To comply with applicable legal obligations
• To improve the platform and services, where legally permitted

Meetwise uses Supabase as its database and authentication infrastructure. Data is stored in secure cloud infrastructure. Meetwise implements reasonable technical and organisational safeguards to protect personal data against unauthorised access, disclosure, alteration or destruction.

Access to conference data is controlled through role-based access controls and row-level security policies. Conference organisers can only access data associated with their own conferences. Delegates, speakers and sponsors can only access their own data.

No security measure is absolute. Meetwise does not guarantee that personal data will be completely secure in all circumstances.

Meetwise does not sell personal data. Meetwise does not share personal data with third parties for their own marketing purposes.

Personal data may be shared in the following circumstances:

• Service providers and technology providers: Meetwise uses third-party services to operate the platform (such as database and authentication infrastructure). These providers process data only as required to provide their services.
• Conference organisers: Conference-specific participant data is accessible to the authorised conference organiser and their authorised conference administrators.
• Legal requirements: Meetwise may disclose personal data where required by applicable law, court order or regulatory authority.
• Business transfers: In the event of a merger, acquisition or sale of assets, personal data may be transferred as part of that transaction, subject to appropriate confidentiality obligations.

Meetwise uses Supabase for database, authentication and storage services. By using Meetwise, you acknowledge that your data may be processed by Supabase in accordance with Supabase's own privacy and security policies.

Meetwise does not currently use Google Analytics or other third-party analytics services. If analytics services are introduced in the future, this policy will be updated accordingly.

Conference organisers are responsible for:

• Providing appropriate privacy notices to delegates, speakers, sponsors and other participants
• Ensuring a lawful basis for processing participant personal data
• Determining what information to collect through the conference registration form
• Appropriate use of participant data collected through Meetwise
• Responding to data subject requests from their conference participants
• Compliance with applicable data protection laws in relation to their conference

For conference-specific personal data, Meetwise acts as a technology platform provider. Meetwise processes this data as required to provide the conference management services to the organiser. The organiser determines the conference-specific purposes and requirements for that data.

Meetwise retains personal data for as long as necessary to provide the services and to comply with applicable legal, contractual and operational requirements.

Conference information may remain available after a conference is completed because Meetwise provides a conference archive feature. Archived conference information may remain accessible to authorised users according to the customer's license and access rights.

Retention periods may depend on customer instructions, contractual requirements, legal obligations, security requirements, legitimate operational requirements, and the conference archive and licensing model. Meetwise does not promise immediate deletion of archived conference information.

Individuals who wish to request deletion or correction of their personal data processed by Meetwise for its own purposes (such as platform account information or contact enquiry information) may contact us using the details at the end of this policy.

Requests relating to conference-specific participant data should be directed to the relevant conference organiser, who is responsible for responding to such requests in relation to their conference.

To the extent required by applicable Indian law (including the Digital Personal Data Protection Act, 2023, as and when applicable), individuals may have rights in relation to their personal data, including the right to access, correct or erase personal data, and the right to withdraw consent where processing is based on consent.

Meetwise will respond to valid requests in accordance with applicable law. Please contact us using the details at the end of this policy to exercise your rights in relation to data processed by Meetwise for its own purposes.

Meetwise implements reasonable technical and organisational safeguards to protect personal data. In the event of a personal data breach that is likely to result in a risk to individuals, Meetwise will take appropriate steps in accordance with applicable law, which may include notifying affected individuals and relevant authorities as required.

Meetwise uses session cookies and authentication tokens necessary to operate the platform and maintain user sessions. These are essential for the platform to function.

Meetwise does not currently use advertising cookies, tracking cookies or third-party analytics cookies. If this changes, this policy will be updated.

Meetwise may send service-related communications to customers and registered users. Where Meetwise sends marketing communications, recipients will have the opportunity to opt out.

Conference organisers are responsible for their own communications to conference participants. Meetwise does not send marketing communications to conference delegates on behalf of organisers.

Meetwise is primarily designed for corporate and education conferences attended by adults. Meetwise does not knowingly collect personal data from children.

Where a conference organiser registers participants who are children or who otherwise require additional consent or protection under applicable law, the organiser is responsible for ensuring appropriate permissions, consents and lawful processing bases are in place. Meetwise does not make representations about the suitability of the platform for conferences involving children.

Meetwise may update this Privacy Policy from time to time. Where changes are material, we will take reasonable steps to notify customers and users. The "Last Updated" date at the top of this policy indicates when it was most recently revised. Continued use of the Meetwise platform after a policy update constitutes acceptance of the updated policy.

For questions, concerns or requests relating to this Privacy Policy or the processing of your personal data by Meetwise, please contact: