Privacy policy

Effective from: 4 October 2026 · Version: 1.0

In short — We collect what is needed to sell and deliver your tickets: your name, mobile number, optional email, your booking, and the answers the organiser asks for. The organiser of your event receives your booking details. Payments are handled by our payment gateway; we never see your card details or UPI PIN. We do not sell your personal data. You can ask us to see, correct or delete your data. This summary does not replace the policy below.

This policy is published under the Information Technology Act, 2000, the Information Technology (Reasonable Security Practices and Procedures and Sensitive Personal Data or Information) Rules, 2011 and the Information Technology (Intermediary Guidelines and Digital Media Ethics Code) Rules, 2021, and is written to meet the Digital Personal Data Protection Act, 2023 and the rules under it as they come into force.

1. Who we are, and our two roles

1.1 HeyJoinMe is operated by Softagone Technologies LLP ("we", "us"). This policy covers heyjoin.me, the event pages we host for organisers, HeyJoinMe Pass and Passport, our WhatsApp and email messages, the organiser dashboard and the gate-scanner app (the "Platform").

1.2 We are responsible (the Data Fiduciary) for data we process to run the Platform: sign-in, your account across organisers, payments and refunds, ticket delivery, security and fraud prevention, support, and compliance with law.

1.3 The organiser is responsible for the details it chooses to collect for its event — including its form questions, guest lists and the campaigns it sends — and we process them on its behalf. The organiser's own privacy policy also applies. Questions about how an organiser uses your data can go to the organiser, or to us and we will pass them on.

2. What we collect

We also receive data from organisers: when an organiser invites you, puts you on a guest list, or imports its member or contact lists, we receive the name, mobile number and other details it provides.

HeyJoinMe itself does not ask for Aadhaar numbers, copies of identity documents, or health or biometric data, and we require organisers not to collect them unless the law requires it.

3. Why we use it

• To provide your booking — to issue and deliver tickets, let you sign in and see them, and handle transfers.
• To let the organiser run its event — to check you in, contact you about the event, and process refunds.
• To process payments, refunds and chargebacks with the payment gateway, and to keep accounting and tax records.
• To send service messages on WhatsApp and email — one-time codes, tickets, reminders, event changes and refund updates.
• To send promotional messages, only where you have agreed to receive them.
• To keep the Platform secure — to prevent fraud, ticket touting and abuse, enforce purchase limits, and investigate misuse.
• To give support and resolve complaints.
• To comply with law, and with lawful requests of courts and authorities.
• To improve the Platform, using aggregated statistics.
• To measure an organiser's ads, where it has switched on Meta ads measurement for its event.

We process data for these purposes because you provide it for a booking or for using the Platform, because the law requires it, or with your consent where consent is needed.

We do not sell your personal data.

4. Who we share it with

• The organiser of each event you book or register for: your booking, your answers to its questions, attendee details and check-in records. An organiser cannot see your bookings with other organisers.
• People in a ticket transfer: the details needed to complete it, such as the name and mobile number of the sender or recipient.
• Service providers who help us run the Platform, under contract and only for that purpose:
  • Our payment gateway — payments and refunds; it receives your name, mobile number and email address with each payment;
  • Meta Platforms — WhatsApp messages through the WhatsApp Business Platform, and, where an organiser switches it on, Meta Pixel and the Conversions API (for a purchase this includes the order reference and value, your name, email address and mobile number in hashed form, and your IP address and browser details);
  • MSG91 — verification codes on some registration pages;
  • email delivery providers; and
  • hosting and cloud infrastructure providers.
• Authorities, where the law, a court order or a lawful request requires it, or to protect the rights, property or safety of users, organisers or HeyJoinMe.
• A successor, if HeyJoinMe or the Platform is merged, acquired or transferred, under confidentiality and on terms that protect your data as this policy does.

5. Cookies

• Essential cookies keep you signed in, secure your forms and remember your chosen city. The Platform does not work properly without them.
• Ads measurement cookies (_fbp, _fbc) are set by Meta on an event's pages only where its organiser has switched on Meta ads measurement.
• We do not use third-party analytics cookies.

You can block or delete cookies in your browser settings; blocking essential cookies may stop parts of the Platform from working.

6. Where your data is processed

Your data is stored on servers used by us and our hosting providers. Some providers, such as Meta and email services, may process data outside India. Any transfer outside India is made in accordance with Indian law.

7. How long we keep it

• Account and booking data — while your account is active, and afterwards for as long as needed for the event, refunds, disputes and the purposes in this policy.
• Payment, invoice and accounting records — for the periods required by tax and accounting laws, generally up to eight years.
• One-time codes — deleted shortly after they expire.
• Ads measurement records — 90 days.
• Security logs — for the periods required by law, including the directions of CERT-In.
• Organiser-controlled data — as the organiser instructs, and deleted after the organiser closes its account and its export period ends, except where the law requires us to keep it.

8. How we protect it

All connections to the Platform are encrypted (HTTPS). One-time codes are stored only in hashed form, and selected sensitive fields are encrypted at rest. Each organiser's data is kept separate, organiser staff see only what their role allows, sign-in and lookups are rate-limited, and administrative actions are logged. Card and UPI details are handled only by our payment gateway, which is PCI-DSS compliant. No system is completely secure; if a personal data breach affects you, we will inform you and the authorities as the law requires.

9. Your rights

You can ask us to:

• access a summary of your personal data and how it is processed, and with whom it has been shared;
• correct, complete or update it — your profile can also be edited in My account;
• erase it — we will do so unless we must keep it by law (for example payment records) or for an event, refund or dispute that is still open, and we will tell the organisers concerned;
• withdraw consent where processing relies on it, such as promotional messages — this does not affect processing already done, and withdrawing consent that a booking needs may mean we cannot provide it;
• nominate a person to exercise these rights for you in the event of your death or incapacity; and
• resolve a grievance — and, if you are not satisfied with our response, complain to the Data Protection Board of India once its procedures apply.

To make a request, write to [email protected] from the email address on your booking, or mention the mobile number you booked with; we will confirm it is you with a one-time code. We respond within 30 days. When making a request, please give accurate information and do not impersonate anyone.

10. Children

The Platform is meant for people aged 18 or over. A parent or lawful guardian may book for a child and give the child's details, and by doing so consents to their use for that booking. We do not knowingly track children or target advertising at them. If we learn that we hold a child's data without that consent, we will delete it.

11. Messages

Service messages about your bookings are part of the service. Promotional messages — from us or from an organiser — are sent only where you have agreed to receive them. You can stop them at any time by blocking the sender on WhatsApp or by contacting us.

12. Other websites

Organisers' websites, the payment gateway's checkout and Meta's services are run by those companies under their own privacy policies.

13. Changes to this policy

We will publish any update here with a new effective date, and tell you of material changes on the Platform, by email or on WhatsApp.

14. Grievance Officer

Softagone Technologies LLP · Email: [email protected] · Phone: +91 94846 37910 · Monday to Saturday, 10 am to 6 pm IST

We acknowledge every complaint within 24 hours and resolve it within the times set out in our Terms & Conditions.