Privacy & Data Use: How Our Event Chatbot Handles Your Questions
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Complete Transparency on How We Protect Your Festival Planning Data
Using AI for festival planning means sharing your travel preferences, destinations, and sometimes personal details with our event chatbot. We believe privacy should never be a trade-off for convenience, which is why we've designed our data handling practices around transparency, minimal collection, and user control. This comprehensive guide explains exactly what information we collect, how it's used to improve your experience, and the multiple ways you can control or delete your data at any time.
🔒 Start a Privacy-First Planning Session
What we collect (and what we don't)
Our privacy philosophy centers on collecting only information that directly improves your festival planning experience. Understanding exactly what data we gather helps you make informed decisions about what to share.
✅ Information We Collect
Festival Planning Conversations
- • Festival interests and preferences: Music genres, cultural activities, budget ranges you mention
- • Travel logistics: Cities, travel dates, group size, accommodation preferences
- • Conversation context: Questions asked and responses provided to maintain conversation flow
- • Feedback and corrections: When you indicate information was helpful or incorrect
Technical & Usage Data
- • Session information: Time spent, pages visited, general geographic region (country-level)
- • Device and browser data: Browser type, screen size, operating system for compatibility
- • Performance metrics: Response times, error rates, feature usage patterns
Account Information (Optional)
- • Email address: Only if you choose to save conversations or receive follow-up information
- • Saved preferences: Festival types, preferred cities, budget ranges for future sessions
- • Planning history: Previous conversations to provide continuity across sessions
❌ Information We DO NOT Collect
Personal Identifiers
- • Full names or addresses
- • Phone numbers
- • Passport or ID numbers
- • Specific birth dates
- • Social security numbers
Financial Information
- • Credit card numbers
- • Bank account details
- • Payment history
- • Exact spending amounts
- • Financial account passwords
Sensitive Personal Data
- • Health information
- • Political opinions
- • Religious beliefs
- • Biometric data
- • Private communications outside our platform
Tracking & Surveillance
- • Location tracking when not using service
- • Social media monitoring
- • Cross-site tracking cookies
- • Keystroke logging
- • Screen recording
Retention & anonymization
We believe data should serve specific purposes for defined periods, not accumulate indefinitely. Our retention policies balance service improvement with privacy protection.
🗂️ Data Retention Schedule
Active Session Data (During Your Visit)
Conversation Context:
Maintained during your planning session to provide coherent responses and remember your preferences within that visit.
Technical Session Data:
Browser information and performance metrics used for real-time optimization and error handling.
Analytics & Improvement Data (Anonymized)
Usage Patterns:
Anonymous data about popular destinations, common questions, and feature usage to improve the chatbot.
Error Logs:
Technical issues and system problems (stripped of personal information) for debugging and improvement.
Account-Based Data (If You Create Account)
Saved Conversations:
Festival planning conversations you choose to save for reference or continuation in future sessions.
Preferences:
Travel and festival preferences you set to personalize future recommendations.
🔄 Anonymization Process
When data moves from active use to analytics or long-term storage, we employ multiple anonymization techniques:
Step 1: Identifier Removal
Remove any identifiable information like IP addresses, session IDs, or user account references.
Step 2: Data Aggregation
Combine individual conversations into statistical patterns (e.g., "X% of users ask about Tokyo festivals in July").
Step 3: Generalization
Replace specific details with categories (specific cities become "major Asian cities," exact dates become "summer 2025").
Step 4: Verification
Automated and manual checks ensure no individual conversations can be reconstructed from anonymized data.
Third-party services
Our chatbot integrates with carefully selected third-party services to provide comprehensive festival information. Understanding these connections helps you make informed choices about your data.
🔗 Third-Party Service Integration
Essential Service Providers
AI Language Models
Process your questions to provide festival recommendations and travel advice.
Cloud Infrastructure
Secure hosting and data processing with enterprise-grade privacy protection.
Information Sources (Read-Only)
Festival APIs
Official festival websites and ticketing platforms for current schedules and availability.
Transportation Services
Public transit APIs and mapping services for travel routing and timing.
Optional Enhancement Services
Email Services (Opt-in Only)
Send saved conversations or follow-up festival information if you request it.
Analytics (Anonymized)
Understand usage patterns to improve the chatbot (Google Analytics with privacy settings).
🛡️ How We Protect Your Data in Transit
Encryption in Transit
All data transmission uses TLS 1.3 encryption. Your conversations are encrypted between your browser and our servers.
API Security
Third-party integrations use authenticated, encrypted connections with minimal data sharing agreements.
Access Controls
Only authorized systems access your data, with logging and monitoring of all data interactions.
Opt-out & deletion
You maintain complete control over your data with multiple options for managing, limiting, or deleting information at any time during or after your festival planning process.
⏱️ Data Deletion Timeline
Immediate Deletion
0-15 minutesActive session data, conversation context, and cached responses removed from live systems.
Account Data Removal
24-48 hoursSaved conversations, preferences, and account information purged from primary databases.
Backup & Archive Cleanup
7-30 daysData removed from backup systems and long-term storage across all geographic regions.
Third-Party Notification
30-60 daysRequest deletion from authorized third-party services that may have processed your data.
Deletion Verification
We'll send email confirmation once deletion is complete across all systems. You can request verification of deletion status at any time.
🇪🇺 GDPR & International Privacy Rights
Regardless of your location, you have the following rights regarding your personal data:
Right to Know
Understand what personal data we collect and how it's used for festival planning recommendations.
Right to Access
Request a copy of all your data, including conversations, preferences, and usage history.
Right to Rectification
Correct inaccurate information in your saved preferences or conversation history.
Right to Erasure
Request complete deletion of your data from our systems and third-party services.
Right to Portability
Export your data in a structured format for use with other services.
Right to Object
Opt out of any data processing for analytics or improvement purposes while keeping core functionality.
Exercise Your Rights
Contact our privacy team at privacy@festivation.com or use the data controls in your account settings. We respond to privacy requests within 30 days.
Privacy-First Festival Planning
Plan your festival trips with confidence knowing your data is protected by transparent practices, minimal collection, and complete user control.
Frequently Asked Questions
Do you share my festival planning conversations with third parties?
We never share your specific conversations or travel plans with third parties. We only share anonymized, aggregated usage patterns to improve the service, and only with authorized AI and infrastructure providers under strict privacy agreements.
Can I use the chatbot without creating an account or providing any personal information?
Yes! You can use the chatbot completely anonymously. Without an account, we only store conversation context during your session, which is automatically deleted when you close the browser or after 4 hours of inactivity.
How long does it take to delete all my data if I request removal?
Active session data is deleted within 15 minutes. Account data and saved conversations are removed within 24-48 hours. Complete deletion from all backup systems and third-party services takes 30-60 days maximum, with email confirmation provided.
Do you track my location while I'm using the chatbot?
We do not track your precise location. We may detect your general geographic region (country-level) for providing relevant local information, but we never access GPS coordinates, track your movements, or monitor your location outside of our service.
Privacy protection shouldn't be complicated or hidden behind legal jargon. Our event chatbot proves that effective AI assistance and strong privacy practices can coexist. By collecting only essential information, providing transparent controls, and maintaining your right to deletion at any time, we ensure your festival planning remains both intelligent and private. Whether you use our service anonymously for a quick question or create an account for ongoing trip planning, your data remains under your control. For questions about our accuracy standards and data sources, see our accuracy transparency guide, or learn more about effective chatbot use in our complete planning guide.