QuadScale Events

Privacy Notice

Effective October 11, 2026

QuadScale Events is a service of QuadScale (“we”, “us”) that lets organizers take registrations for their events, check attendees in, print ID badges and issue certificates. This notice explains what personal data is collected, why, who it is shared with, how long it is kept, and the rights you have under the Data Privacy Act of 2012 (Republic Act No. 10173), its Implementing Rules and Regulations, and the issuances of the National Privacy Commission.

Who this notice covers

Attendees who register for an event. The organizer named on the event page decides what is collected and why: the organizer is the personal information controller, and QuadScale processes the data for the organizer, on its instructions. If you have a question or request about your registration, please contact the organizer first; we will help them answer you.
Organizers and their staff who have an account here. For this data, QuadScale is the personal information controller.

What is collected

Registration details: your name, email address and mobile number, the ticket you chose, and your answers to any other questions the organizer asks on the form.
Payment records: the amount, date, method and reference of a payment for a paid ticket. Payment is made on our payment provider's own page: we never see or store your card number or e-wallet credentials.
Proof of a bank transfer or deposit: if you pay the organizer directly, the photo or screenshot you send as proof, and the bank reference you type. Only the organizer's account owners can open it.
Membership standing: where an event is for an organization's members, the organizer's own member list (email, member or licence number, name, and whether the membership is in good standing) is checked when you register. The organizer supplies and maintains that list.
Attendance records: whether and when you were checked in at the event, and by which member of the organizer's staff. So that check-in still works where the venue's internet is poor, the phone a staff member checks attendees in with may keep a short list for that event only (name, ticket, registration code, and whether it is paid and checked in; never your email address or mobile number); it is erased from that phone when they sign out and 24 hours after the event ends.
Badge and certificate: the details printed on your ID badge, and, if you attended, a certificate with your name, the event and a serial number.
For organizers and staff: name, email address, a protected (hashed) form of the password, sign-in times, the network address and type of browser used, and a log of important actions.
For an organization asking for an organizer account: the organization's name, address, phone number and website, the name and email address of the contact, and what is written about its events.

We do not ask for sensitive personal information to run the service. An organizer may ask for details its event needs, such as a professional license number; that question, and the reason for it, are the organizer's.

Why it is used, and on what basis

To register you for the event, issue your QR code, check you in, print your badge and issue your certificate. Basis: your consent when you register, and what is needed to give you the place you asked for.
To send you messages about the event, such as your confirmation, reminders and your certificate. These are sent by the organizer. Basis: your consent when you register.
To record payments and keep financial records. Basis: the organizer's and our legal obligations.
To keep accounts and events secure, prevent abuse and investigate incidents. Basis: legitimate interests and legal obligations.

Personal data is not sold, and it is not used for automated decisions that produce legal effects on you.

The organizer of the event you registered for, and its staff at the door.
Anyone you give your links to. Your QR code page shows your name and ticket. Your certificate page shows your name, the event and the serial number, so that the certificate can be checked as genuine. Keep these links to yourself unless you want to share them.
Service providers that help run the service, under agreements that require them to protect the data and use it only on instructions: the customer-relationship platform the organizer uses to keep its contacts and send its messages; our payment provider (PayMongo); our email delivery provider; and our hosting, backup and network-security providers.

Some of these providers store or process data outside the Philippines. Where that happens the same level of protection is required of them. Data may also be disclosed when the law, a court or a competent authority requires it.

How long it is kept

A registration that was never paid for: up to 12 months.
Registration, attendance and certificate records: for as long as the organizer keeps its account, so that certificates can still be checked, and up to 90 days after the account is closed.
A photo or screenshot sent as proof of payment: until 60 days after the event ends, then it is deleted by itself. The payment record itself is kept as below.
A waiting-list entry (your name, email address, mobile number and the ticket you asked for): until 30 days after the event ends, then it is deleted by itself.
Payment records: as long as tax and accounting laws require, generally 10 years.
Security logs: up to 12 months, longer only while an incident is being investigated.

After these periods the data is deleted or made anonymous on request or at our periodic review. The organizer may keep its own copy of its contacts under its own notice.

How it is protected

Access is limited to the staff who need it and is recorded. Passwords are stored only in hashed form, connections are encrypted, access keys are kept encrypted, and each organizer's data is kept apart from every other organizer's. If a personal data breach is likely to cause serious harm, the National Privacy Commission and everyone affected will be notified within 72 hours of learning of it, as the law requires.

Your rights

Under the Data Privacy Act you have the right to be informed; to access the personal data held about you; to object to processing and to withdraw your consent at any time; to have inaccurate data corrected; to have data erased or blocked when it is no longer needed or was unlawfully obtained; to receive a copy of your data in a commonly used format; to be compensated for damage caused by inaccurate or unlawfully used data; and to lodge a complaint with the National Privacy Commission (privacy.gov.ph).

If you withdraw your consent before an event, the organizer cancels your registration; a refund, if any, follows the organizer's own terms.

Contact

For your registration, contact the organizer named on the event page. For anything about QuadScale Events itself, or if the organizer does not answer, write to info@quadscale.ai. We reply within 30 days.