Privacy Policy

1. Controller

The controller responsible for data processing on this website is:

Screen Island GmbH
For contact details, see our imprint

2. Overview of Data Processing

Usetix is a ticketing platform that processes data in three contexts:

• Event Organizers: Users who create accounts to sell tickets
• Ticket Buyers: Customers who purchase tickets for events
• Promoters: People who invite guests for organizers and use the promoter app to do so

3. Data We Collect

3.1 For Event Organizers

When you create an account, we collect:

• Name and email address
• Company/organization name
• Billing address and VAT ID (for invoicing)
• Stripe and/or PayPal account information (for payment processing)

For security purposes, we also log:

• IP address and browser information when you log into the admin area

3.2 For Ticket Buyers

When you purchase tickets, we collect:

• Name and email address (required for ticket delivery)
• Phone number (optional, if provided)
• Company name and billing address (only if a business invoice is requested)

Important: We run each ticket shop on behalf of its organizer, who is responsible for their buyers' data (section 5). The privacy policy in the shop's footer describes what the shop processes. Without consent, a shop only uses cookies it technically needs, for example for the cart, seat reservations and sign-in, and counts page views without a cookie. Audience and advertising measurement only run if the organizer switches them on and you consent. We only measure opens and clicks in newsletters for recipients who have subscribed (section 3.8). Every cookie is listed on the Cookies page.

3.3 Payment Data

All payment processing is handled by Stripe and PayPal, depending on the payment method chosen at checkout. We do not store credit card numbers or bank account details. We only receive confirmation of successful payments and transaction IDs from these providers.

Organizers pay for Usetix Credit and Promoter + through Stripe. Stripe receives the company name, billing address, billing email and VAT ID for this and processes the card or bank details. Stripe creates the Promoter + invoices for us and sends them by email.

3.4 Usetix Scanner for Android

Usetix Scanner, provided by Screen Island GmbH, lets authorized event staff check tickets and view event and lounge information. Pairing credentials identify the scanner and its organizer account. The app exchanges event identifiers, ticket identifiers, search queries and check-in results with Usetix over HTTPS to provide these functions. Online searches may contain guest names or ticket codes.

With your camera permission, QR codes are recognized on your device. Camera images and video are not uploaded or saved by the app. Decoded ticket identifiers are sent to Usetix for online validation or stored locally for later synchronization.

Downloaded event, ticket and lounge data, including guest names and booking details, are stored on the device for offline use. Pending check-ins remain locally until synchronized. Unpairing removes the scanner's local credentials and cached data; synchronize pending check-ins first. Removing local data does not delete the organizer's server records, which follow the retention rules below. Contact support@usetix.io for data access or deletion requests.

The Android app uses Google's bundled ML Kit barcode-scanning SDK. Google collects installation identifiers, device and app information, performance metrics, API configuration, feature-use events and error codes for diagnostics and usage analytics. These technical data are transmitted using encryption; camera images remain on-device. See Google's ML Kit data disclosure and Google's Privacy Policy for Google's handling and retention of these data. The app does not use advertising, an advertising ID or device location.

3.5 Connected AI apps (ChatGPT and other MCP clients)

Connecting an external AI app is optional. When you connect ChatGPT (provided by OpenAI) or another client using the Model Context Protocol (MCP), you sign in to Usetix, select an organizer account and authorize access. The connection is limited by the granted read/write permissions and your current account role and event assignments. Usetix receives the tool requests and inputs sent by the client, not automatic access to your entire conversation history.

We use these inputs to carry out your requested organizer tasks and return results to the connected client. Depending on the task, inputs and results can include event, venue and ticket information; customer or guest names and contact details; orders, attendance and sales figures; team information; and text you provide for tasks, notes or messages. The selected AI provider receives the results to answer your request and processes them under its own terms, privacy policy and your account settings. For ChatGPT, see OpenAI's Privacy Policy. Review the provider's data controls before connecting, and only request or share personal data you are authorized to process.

To authenticate the connection and support troubleshooting and accountability, we store OAuth connection records and MCP activity records. Activity records include the account, user and connected app, tool name, time, request identifier, filtered input parameters, status, processing duration, a short result preview and error information. Filtering masks configured sensitive input fields; previews and errors can still contain personal data returned by the task. MCP activity records are deleted automatically after 90 days, or with the organizer account if that is deleted first (section 6). If a user login is deleted, its activity records remain without a reference to the person until they expire. The changes a connected app makes also appear in the account's activity log (section 3.6).

You can revoke a connection in Usetix under Settings → AI apps (/admin/mcp_connections) to stop further access using that connection. Revocation does not undo completed actions or delete existing Usetix records or data already received by the AI provider. Use the provider's controls for its conversation and data retention settings and deletion requests. For access or deletion requests concerning data held by Usetix, contact support@usetix.io.

3.6 Activity log in organizer accounts

So that owners and managers can see who changed what in their account, Usetix records changes made by team members, connected integrations (API tokens, automations such as Zapier, n8n or Make, AI apps connected through MCP, scanner devices) and Usetix support. An entry contains the action (for example “changed a ticket price” or “issued a refund”), the record concerned, the person and their role or the name of the token or integration, the channel (dashboard, assistant, MCP, API, automation) and the time, plus short details such as the old and new price or the fields that changed.

The log contains no IP addresses, no browser information and no ticket buyers' contact details; orders appear only with their order number. People's names are not stored in an entry but read from their user login when the log is displayed, so an entry remains without a personal reference if that login is deleted. Only the account's owners and managers, and Usetix support while helping in the account, can see the log; it is not available through the API, MCP or the AI assistant. It records changes, not sign-ins, page views or working hours. We keep it to make changes traceable, to protect accounts and prevent misuse such as unauthorized refunds or access grants, and to help organizers when they contact support. Entries are deleted automatically after 12 months.

3.7 Access by Usetix support

To help organizers, Usetix support staff can open an organizer account. They can see and change what a manager can; billing, payouts, refunds, the team and integrations stay with the organizer. Every visit is recorded with the staff member and the time period and shown to the organizer under Settings → Usetix support; changes made by support appear in the activity log. Support staff are bound to confidentiality. Visit records are deleted automatically after 12 months.

3.8 Organizers' email marketing

Organizers can use Usetix to send newsletters about their events to their own ticket buyers. The organizer is responsible for these emails; Usetix processes the data on their behalf (Data Processing Agreement).

Newsletters only go to buyers who consented (Art. 6(1)(a) GDPR): they tick a checkbox at checkout, in their shop account or on a promoter's guest list and confirm the sign-up through the link in the email we then send them (double opt-in). We store the time, the source and the consent text shown for the sign-up and its confirmation. Consents given before the confirmation email was introduced remain valid.

Every email contains an unsubscribe link that takes effect immediately, including through the unsubscribe button of the email app. Buyers can also withdraw their consent in their shop account.

As the consent describes, we measure whether an email was opened (tracking pixel) and which links were clicked (redirect through the organizer's shop). We store only times, counts and the device type, no IP addresses. Orders can be attributed to a campaign: through campaign identifiers in the links or through a click in the five days before the purchase.

Newsletters are sent through Amazon Simple Email Service (Amazon Web Services EMEA SARL, Luxembourg) from a data center in Stockholm, Sweden. Tickets, order confirmations and sign-in links are sent separately through the mail server of our host Hetzner in Germany (section 3.11).

If a receiving mail server reports that an address is permanently undeliverable, or a recipient marks a newsletter as spam, we add the address to a suppression list. Usetix sends no further newsletters to addresses on this list, for any organizer. We keep this list under our own responsibility to avoid undeliverable and unwanted email and to protect deliverability for all organizers (Art. 6(1)(f) GDPR). It contains the email address, the reason, a short technical note from the mail server and the time.

3.9 Promoter app

With Promoter +, organizers invite promoters or accept their applications. Promoters use Usetix's promoter app for this, a web app that can be installed on the home screen, with their own Usetix login.

Under our own responsibility we process the promoter's login (name, email address, sign-in times and, if used, a passkey), their profile picture and their Instagram, TikTok and Snapchat handles, which they use with every organizer (Art. 6(1)(b) GDPR). Profile pictures are reduced to 256 pixels and stored without image metadata.

Push notifications are optional. If a promoter allows them, we store their browser's push address with its keys (encrypted) and the browser identifier. Depending on the browser, messages are delivered through the push service of Apple, Google, Mozilla or Microsoft. The content is encrypted so that the push service cannot read it. A message contains, for example, the name of a new guest with the number of people they bring and the event, a message from the organizer to its crew, or figures on the promoter's own streak and rank. Push can be turned off at any time in the app or in the browser settings. We delete the push address when the promoter turns push off, the push service reports it as invalid or the login is deleted.

On behalf of the organizer we process what belongs to its promoter program: applications with answers and picture, the promoters' guest lists, daily streaks, the number of visits to guest list links per day and channel, rankings and the organizer's messages to its crew. The organizer is the controller for this (Data Processing Agreement). Promoters in the same ranking see the names, profile pictures, social media handles, points, rank and streak of the others. The organizer's team also sees when a promoter last used the app. Anyone who signs up for a guest list through a promoter's link finds the information on this in the organizer's privacy policy.

3.10 Promoter + waitlist and requests

Anyone who wants to join the Promoter + waitlist emails us or asks in their organizer account. We then process the name, email address, club, city, the approximate number of promoters and the message to reply and switch Promoter + on (Art. 6(1)(b) GDPR). Requests in the organizer account arrive as a message in Usetix support. We delete the details when they are no longer needed for this and no retention obligation applies.

3.11 Hosting, delivery and server logs

Usetix runs on servers of Hetzner Online GmbH, Industriestr. 25, 91710 Gunzenhausen, Germany, in data centers in Germany. The database, files and backups are stored there, and tickets, order confirmations and sign-in links are sent from there.

All requests to ticket shops and the Usetix app pass through the network of Cloudflare, Inc., 101 Townsend St., San Francisco, CA 94107, USA, which makes them faster and protects them from attacks. Hetzner and Cloudflare act on our behalf (Art. 28 GDPR). This website is served by GitHub Pages of GitHub, Inc., 88 Colin P. Kelly Jr. St., San Francisco, CA 94107, USA, also through Cloudflare.

When you visit, these services and our servers process your IP address, the time, the requested address, the website you came from, and your browser and operating system, to deliver the pages, fend off attacks and find errors (Art. 6(1)(f) GDPR). Cloudflare also derives your approximate location from the IP address. Our server logs overwrite themselves continuously: once they reach a fixed size, the oldest entries are deleted automatically.

Transfers to the USA are covered by appropriate safeguards under Chapter V GDPR, in particular the EU-U.S. Data Privacy Framework where the provider is certified, or the European Commission's standard contractual clauses.

3.12 AI features in the dashboard and in our support

The AI assistant in the dashboard, creating events from flyers, seating plan import, ad suggestions and suggested image descriptions use Claude, a language model from Anthropic, PBC, USA (Anthropic). Only what you enter or upload is sent, plus what the assistant retrieves for your task, for example orders or buyers' contact details. For a suggested image description, only the image you ask about is sent. If you don't use these features, nothing goes to Anthropic. We are responsible for your own input (Art. 6(1)(b) GDPR). We delete chats 90 days after the last message.

Our support team also uses Claude to answer support requests and to look into problems. Only what the request at hand needs is sent: the support conversation and, as far as needed, details of the account and its events and, if the request concerns a buyer's order, that order. We are responsible for our support (Art. 6(1)(b) GDPR). In both cases the organizer is responsible for buyers' data (Data Processing Agreement), and transfers to the USA are covered by the safeguards in section 3.11.

3.13 Partner referrals

Organizers can ask Usetix for a partner, for example security, a venue or artists. We process the request (category, event, date, place, number of guests, budget, description and an optional phone number) with the name and email address of the person asking, to find suitable partners in our network, propose them and, at the organizer's choice, introduce them (Art. 6(1)(b) GDPR). A request arrives as a message in Usetix support.

Only when the organizer chooses to meet a partner do we send that partner the request and the contact details (name, email address, the phone number if given, the name of the organizer account), and the organizer the partner's contact details. The partner processes them under its own responsibility to contact the organizer and make an offer. After the date, we ask the organizer whether an order came about. To bill our commission to the partner, we record the outcome and the order value (Art. 6(1)(f) GDPR, our interest in billing our commission).

3.14 Partner applications

Businesses can apply to become a Usetix partner through a form in the Usetix app. We process the company name, the contact person's name, email address and phone number, the website, the kinds of service, the service area and the message to review the application and get in touch (Art. 6(1)(b) GDPR, steps before a contract at your request). You receive a confirmation by email. If we decline, we delete the application six months after the decision. If we work together, it becomes your partner record, which we keep for as long as the partnership lasts.

4. Legal Basis for Processing

We process your data based on:

• Contract fulfillment (Art. 6(1)(b) GDPR): Processing necessary to provide our ticketing services
• Legal obligations (Art. 6(1)(c) GDPR): Retention of invoices and transaction data as required by tax law
• Consent (Art. 6(1)(a) GDPR): For optional marketing communications, only if you explicitly opt in
• Legitimate interests (Art. 6(1)(f) GDPR): Security and misuse prevention, including sign-in records, the traceability of changes in organizer accounts (activity log) and recorded support access; also the newsletter suppression list (section 3.8)

5. Data Sharing

We share data with:

• Event Organizers: Ticket buyer information is shared with the organizer of the event you purchase tickets for. The organizer is responsible for their own data processing.
• Stripe: Card and other Stripe-supported payment data is processed by Stripe Payments Europe, Ltd., Dublin, Ireland. See Stripe's Privacy Policy.
• PayPal: If a shop offers PayPal, the checkout page loads the buttons of PayPal (Europe) S.à r.l. et Cie, S.C.A., and PayPal receives your IP address and browser data. If you choose PayPal, PayPal processes the payment data. See PayPal's Privacy Statement.
• Service providers: Hetzner and Cloudflare (section 3.11), Anthropic (section 3.12), and Amazon Web Services for newsletters (section 3.8) act on our behalf.
• Apple/Google: If you add tickets to Apple Wallet or Google Wallet, basic ticket information is shared with these services.
• Push services: Depending on the browser, Apple, Google, Mozilla or Microsoft deliver the promoter app's push notifications. They receive the push address and encrypted content they cannot read.
• Partners: If an organizer chooses to meet a partner Usetix proposed, the partner receives the request and the organizer's contact details (section 3.13).

We do not sell your data to third parties.

6. Data Retention

• Account, order, and ticket data: When an account owner schedules deletion in Usetix account settings, access ends immediately. The account and its operational data are deleted from active systems after a 30-day recovery period. Rotating backups expire within a further seven days.
• Required billing records: Only platform billing records that Usetix is legally required to retain are isolated from the deleted account and kept until the applicable statutory retention period expires.
• User login: A user login is deleted with the account if it is not used for another Usetix account and is not required for an audit reference.
• Unused registration: If nobody signs in with the code we email after registration, the user login and its email address are deleted automatically after seven days.
• Activity log and support visits: Automatically deleted after 12 months
• MCP activity records: Automatically deleted after 90 days
• Sign-in sessions (IP address and browser information): Automatically deleted after 90 days without use
• Newsletters: Consents and unsubscribes, recipients, delivery status, opens and clicks are kept as long as the organizer account exists and are deleted with it
• Newsletter suppression list: Kept as long as Usetix sends newsletters; on request to support@usetix.io we review and remove individual entries
• Promoter login, profile picture and social media handles: Until the login is deleted; we delete it on request to support@usetix.io
• Push addresses: Until push is turned off, the push service reports them as invalid or the login is deleted
• Promoter programs: Applications, streaks, visit counts and crew messages stay as long as the organizer keeps the program or its account. Names, email addresses and notes on promoters' guest lists are deleted 90 days after the event
• Partner requests: Requests, proposals and their outcome are kept as long as the organizer account exists and are deleted with it; what we need to bill a commission is kept as long as commercial and tax law requires
• Partner applications: Deleted six months after a decline; an accepted application becomes the partner record and is kept for the partnership

7. Your Rights

Under GDPR, you have the right to:

• Access: Request a copy of your personal data
• Rectification: Correct inaccurate data
• Erasure: Request deletion of your data (subject to legal retention requirements)
• Restriction: Limit how we process your data
• Portability: Receive your data in a machine-readable format
• Objection: Object to processing based on legitimate interests

8. Data Deletion Requests

Account owners can schedule deletion in Usetix under Settings → General → Danger zone. During the 30-day recovery period, support can restore the account on request. To exercise other data protection rights, please contact:

Screen Island GmbH
See contact details in our imprint

Legally required billing records remain restricted to compliance purposes until their statutory retention period expires.

9. Data Security

We implement appropriate technical and organizational measures to protect your data, including:

• Encryption of data in transit (TLS/HTTPS)
• Passwordless sign-in using time-limited magic links
• Passkey sign-in for organizer accounts (phishing-resistant)
• Regular security updates

10. Cookies

This website sets no cookies. Ticket shops and the Usetix app use cookies needed for the cart, seat reservations, sign-in and protection against abuse. Audience and advertising measurement only run in a shop if the organizer switches them on and you consent. Every cookie, with its purpose and lifetime, is listed on the Cookies page.

11. Changes to This Policy

We may update this privacy policy from time to time. Significant changes will be communicated via email to registered users.

12. Supervisory Authority

You have the right to lodge a complaint with a data protection supervisory authority if you believe your data is being processed unlawfully. The authority responsible for us is:

Der Hessische Beauftragte für Datenschutz und Informationsfreiheit (Hessian Commissioner for Data Protection and Freedom of Information)
Postfach 31 63, 65021 Wiesbaden, Germany
Gustav-Stresemann-Ring 1, 65189 Wiesbaden, Germany
datenschutz.hessen.de

You can also contact the supervisory authority where you live.