So Epic Events LLC Privacy Policy
Last Updated: August 7, 2024
So Epic Events is Orlando's newest event planner, offering you the chance to host your own Spectacular Celebration or attend an Other Realm Occasion. Our goal is to take the weight of planning, coordination, and reality off of you so you can enjoy the magic and be the life of the party. However, all immaculate designs begin with immaculate details. Though we can get up close and personal, we’d be remiss not to discuss how we handle your personal information with you.
INTRODUCTION
This document is the So Epic Events LLC Privacy Policy. It exists to tell you about the Personal Information we collect about you, how we might use or potentially share that Personal Information and inform you of your choices about the Personal Information you give us. It exists to give you confidence that we protect your data with the utmost degree of security. It’s really important you read this document carefully before using the So Epic Events website, interacting with our social media profiles or engaging our services, just to ensure you understand our commitment to protecting your privacy.
WHAT DOES THIS PRIVACY POLICY COVER?
Privacy law is all about the rights you have that help you control what happens with Personal Information you give. So Epic Events LLC is the organization responsible for collecting and handling Personal Information in this Privacy Policy. For easy reference, we may refer to So Epic Events LLC as “Us” or “We” or “Our” throughout this document.
This Privacy Policy covers the services offered by So Epic Events LLC, such as our website, private client-hosted events, and public company-hosted events. It sets out how we collect, handle and use Personal Information from people who access our services, like:
This policy applies to So Epic Events LLC and to all persons who access our services, including
all Website Visitors, Clients, Attendees, and Subscribers, all of whom from here will be referred to collectively as “You” or “Users”.
Please note that where Attendees engage with an event including buying tickets or registering for an event, the event ticketing platform “Humanitix” is processing your Personal Information on our behalf. They participate as a controller of your information in connection with the event.
WHAT’S NOT COVERED IN THIS POLICY?
Sometimes our services link to services run by other companies, like Humanitix and the Facebook Event Tool. Those companies have their own privacy and cookies policies, so as a User, be mindful that we are not responsible for the Personal Information you give them. They will follow their rules, not ours.
BUT WAIT A MINUTE, WHAT EXACTLY IS PERSONAL INFORMATION?
Personal information is information which could identify you directly or indirectly. For example, this could be your name, phone number, email address, birthday, place of work, card information, device information and IP address or pictures taken during events (Personal Information). There is also a special subcategory of Personal Information, called Sensitive Information or Special Category data, things such as health, race, ethnicity, gender, ability, sexuality, socio-economic information, beliefs or dietary preferences (Sensitive Information).
WHAT PERSONAL INFORMATION DOES SO EPIC EVENTS LLC ACTUALLY COLLECT THEN?
If you are simply browsing as a Website Visitor, we actually don’t ask for any Personal Information from you directly. However, our third party social media partners will be collecting technical data consisting of your IP address, browser type and version, your device operating system and hardware version, your URL and information about your browsing actions and session length on our websites. Do also check out our cookies and tracking section below. We hope you enjoy perusing!
If you do get in touch with us on our live chat, emails, social applications, content or programs, we may need to ask your contact details. Likewise, we collect your information from places outside So Epic Events LLC when you talk about us such as if you’ve mentioned us in a post or entered searches for us online.
We always ask for your name, contact number, email address, that way we can provide our full array of planning services, including open communication so we can efficiently manage your event. We’ll also ask you to provide any necessary banking information to collect payment from you once our services are fulfilled.
We’ll ask for your name and email address so you can benefit from receiving updates about happenings at So Epic Events LLC and alerts about our services. By Subscribing for updates, you consent to us sending this material to you. Remember, if you change your mind, you can always “Opt Out” of all promotional emails by clicking “Unsubscribe” or email us to take you off our distribution list. We will also hold information about your stated contact preferences.
We’ll require your name, contact number and email address and for paid events. We, Humanitix, Stripe, or Square may need your card payment details*, so you can buy and receive tickets to our event. We will also need information about you to put on effective and inclusive events. This may also include requesting extra Personal and Sensitive Information.
If you are providing Personal Information to us on behalf of another Attendee (like buying tickets for your friends or family), you’ve got to make sure you’ve got their consent to do so. By completing ticket sales, you represent and warrant to us that you’ve obtained the other Attendees' consent to share their Personal Information with us.
* To keep your payment information secure, payment details you provide are encrypted using secure sockets layer (SSL) technology via our Payment Card Industry (PCI) compliant third party payment processing providers. So Epic Events LLC does not store credit card numbers ourselves. Payments are made through a payment processing provider such as:
You will be providing credit or debit card information directly to such payment providers which operate secure servers to process payment details, encrypting your credit/debit card information and authorizing payment. Information which you supply to these third parties is not within our control and is subject to their own privacy policy and terms and conditions. For more information, please refer to their policies individually.
WHAT CAN SO EPIC EVENTS LLC DO WITH MY PERSONAL INFORMATION?
So Epic Events LLC will only use your data to benefit you, by improving your experiences with us and designing more effective events in the future. We will always have a valid reason to use your Personal Information.
Reasons we use your Personal Information may include activities like:
We never share your Personal Information with others without your consent, other than in line with what this Privacy Policy says or when it’s legally fine and fits with your rights.
HOW DO WE PROTECT YOUR PERSONAL INFORMATION?
Every action at So Epic Events LLC is made with our Users in mind. We take our responsibility
to protect your Personal Information seriously and design our services with utmost safety in mind. We seek to comply with applicable Data Protection and Privacy Laws. We also
maintain a Data Response Plan which clearly sets out how we respond to a data
breach, including notifying relevant supervisory authorities and affected individuals
where required.
CAN SO EPIC EVENTS LLC SHARE MY PERSONAL INFORMATION WITH OTHERS?
Your data is yours. We will only use your data as described in this Privacy Policy or with your consent.
Humanitix collects Personal Information from you and processes this Personal Information on our behalf when you place an order for tickets or register for an event, collected either at checkout or later after you’ve made the purchase. Humantix shares this Personal Information with us so you can participate in our events. To give you an idea of what this looks like, we may request dietary requirements for catering or accessibility information to ensure we are prepared for your arrival on the event day (these are only two or many, many examples). Sometimes this information is required, sometimes this information is optional. As an Attendee you have the complete freedom to decide whether to participate in an event that requires you to share Personal or Sensitive Information.
We only share your information with others when you say we can, or for reasons set out in this Privacy Policy like:
We might also share your information with government agencies, enforcement agencies and regulatory bodies if we have to by law or where this is lawfully permitted to protect the rights, property or safety of our business, website, our Users or others.
DOES SO EPIC EVENTS LLC USE COOKIES OR SIMILAR TRACKING TECH?
Devices are lots of things like your computer, mobile or tablet. We automatically collect some technical information from these devices and web browsers such as Internet Protocol address and device ID.
Cookies are small text files which are transferred to your computer or mobile when you visit our website. We use cookies and similar tracking technologies like pixels, web beacons, to help us track activities on our website such as pages visited, time and date and IP address. Cookies also retain your details and preferences so you can smoothly resume browsing sessions as you return to our website. Some cookies only last while you use our website. Other cookies are used to remember you when you visit again and will last for longer. We use strictly necessary cookies where this is in our legitimate interests (balanced with your rights). We use other cookies with your consent. You can also opt to turn off cookies but be aware this may limit your usual seamless experience of our many features and personalisation. It’s up to you.
Currently, various browsers offer a “Do Not Track” option, but there is no standard for how “Do Not Track” should work on commercial websites. Due to the lack of such standards, our website does not respond to “Do Not Track” consumer browser settings.
HOW ABOUT FROM THIRD PARTY ANALYTICS?
Third party analytics tools help us learn about usage trends on our website, including traffic, ad conversions and marketing analysis. Third party analytics tools collect non-personal information meaning you can’t identify any one person. This is really important because the more we understand who is as excited about our work as we are, the more we can deliver incredible event experiences and produce funding for our education projects. Some examples of the tools we may use include tools you know and love like Google Analytics, Google Adwords, Google Tag Manager or Facebook Ads conversions.
These are cookies that are necessary for the operation of the Website. They include, for example, cookies that manage a shopping basket and enable secure log-in.
They allow us to recognise and count the number of visitors and to see how visitors move around our website when they are using it. This helps us for our legitimate interests of improving the way our website works, for example, by ensuring that users are finding what they are looking for easily.
These cookies record your visit to our website, the pages you have visited and the links you have followed. We will use this information subject to your choices and preferences to make our website and the advertising displayed on it more relevant to your interests.
These may be used to recognise you when you return to our website. This enables us, subject to your choices and preferences, to personalize our content, greet you by name and remember your preferences (for example, choice of language or region).
WILL I RECEIVE DIRECT MARKETING?
You only consider an event epic if it’s going to be epic to you in the first place. We would like to talk to you, especially when we’ve got great ideas to share and exciting updates, but we do not monetise your data! We’ll only send you marketing emails about So Epic Events LLC if you’ve agreed to this.
We’re here to create amazing experiences and change the world for good. We may use your Personal Information to share our journey, deliver important updates or announcements as we expand and grow, and directly market information about new releases as we further develop our products and services. From us, you can only expect to get electronic marketing in the form of email or social media.
We know you mightn’t actually want to hear from us any more! We absolutely respect that choice. It’s easy to unsubscribe from receiving communication from us. Get in touch with us directly here, and we’ll remove you from our mailing lists. Keep in mind, even if you unsubscribe with us, another company may still contact you if we’ve shared your Personal Information with them prior to you opting out. The solution may be as simple as contacting that company directly to delete your details with them, too.
HOW LONG WILL WE KEEP YOUR PERSONAL INFORMATION?
We usually don’t keep your information for any longer than we need to, but we might keep it for longer if we need to fix an issue or keep records. We will usually keep personal information:
We may keep your personal information for longer:
If you opt-in to marketing from us and later change your mind (or object to any other use of your personal information), we may keep a record of your opt-out or objection for longer so we can demonstrate we respect your preferences. We may combine and anonymize customer contact and account information relevant to managing our customer relationship and the provision of user Platform access, and we may keep such anonymized information for longer.
WHAT RIGHTS DO I HAVE TO ACCESS MY PERSONAL DATA?
You are in the driver’s seat of your data. You own and control your data. Privacy law is all about the way you control how your data is handled. Some key rights worth making sure you know about:
Where the processing of your personal information by us is based on consent, you have the right to withdraw that consent without detriment at any time. We also take an extra step of making sure if you request access to your information, that we verify you are you, and not an imposter. This is a standard safety check in line with our push to protect your Personal Information from anybody else, so we may ask for proof of identity (and guardianship for children) for your request.
You can request to exercise the rights listed above at any time by contacting us here.
If your request or concern is not satisfactorily resolved by us, you may approach your
local data protection authority.
WHAT IS DIFFERENT FOR CHILDREN AND TEENS?
The services provided, and in some cases advertising campaigns launched, by So Epic Events LLC are intended for use only by persons who are at least 18 years of age, although planning services or tickets purchased may relate to events aimed at a wider audience. Our Website, Event Pages, and Social Media profiles are intended for use by persons who are 18 years of age or older. By using our services, you confirm to us that you meet this requirement.
HOW DO I FIND OUT ABOUT CHANGES TO THE PRIVACY POLICY?
We keep this Privacy Policy up-to-date with global best practice, so we update it from time to time. Please refer back to check changes because they are effective once posted on our website. In using our services, you accept this Privacy Policy as it applies from time to time. We’ll always let you know if we make important changes. If you ever don’t agree to the changes, you can always stop using our services, and request we obfuscate your Personal Information, but we’d be sorry to see you go!
WHAT DO I DO IF I WISH TO CONTACT SO EPIC EVENTS LLC OR MAKE A COMPLAINT?
We are genuinely curious to hear your feedback about your experience with So Epic Events LLC. If you have any suggestions about how we can serve you better, we’re all ears and reachable here, by social media, by post, and through support@soepicevents.com.
