letsgather.io

Privacy Policy

Last updated: September 2026

This Privacy Policy explains how LetsGather (“we”, “us”, “our”) collects, uses, and processes personal data in compliance with the EU General Data Protection Regulation (“GDPR”). By using our Platform, you agree to this Privacy Policy.

LetsGather is operated by Donf LLC, a company registered in Miami, Florida, United States. While most of your data is processed within the European Union, some processing may occur in the United States or other countries. These transfers are safeguarded under EU Standard Contractual Clauses (SCCs) to ensure GDPR-compliant protection of your personal data.

1. Data Controller

The data controller responsible for processing your personal data is:

LetsGather

Address: 1801 NE 123rd Street, Suite 307, Miami, Florida 33181, United States

Email: [email protected]

Website: https://letsgather.io

For payment-related data, our payment processor may act as an independent data controller.

2. Categories of Personal Data We Collect

2.1 Host Users

  • Name
  • Email address
  • Password (hashed)
  • Payment account information held by our payment processor
  • Event data
  • Communication records

2.2 Attendees

  • Email or phone number
  • Event application details
  • Attendance status (if provided by the Host)

2.3 Automatically Collected Data

We use Umami for analytics across the Platform, including our website and the public booking pages. It is privacy-first, self-hosted by us, and sets no cookies. We use it to understand how people move through the product so we can improve or fix things.
Builds for enterprise clients on dedicated instances (e.g. enterprise-name.letsgather.io) ship with Umami disabled. Beyond this, we also collect minimal technical logs.

2.4 Chrome extension

The LetsGather Chrome extension is an optional toolbar for Hosts. After you sign in on letsgather.io or a company workspace such as acme.letsgather.io, the extension reads the session cookie already stored by that website so it can call the same LetsGather API. It then shows your booking types and upcoming appointments in the popup. The workspace address you choose is stored in Chrome sync storage on your browser.

The extension only contacts LetsGather hosts (letsgather.io and subdomains of letsgather.io). It does not read other websites, does not collect passwords, and does not sell the data it displays. That data is the same account, event, and appointment information already processed by the Platform as described in this policy.

4. How We Use Personal Data

  • Providing event booking functionality
  • Sending confirmations, reminders, and updates
  • Facilitating payments through our payment processor
  • Maintaining Host business records
  • Improving platform security and functionality

5. Data Storage & Location

The Platform's own infrastructure, including its database and file storage, is hosted in the European Union.

Some of the service providers we rely on to run and support the Platform, such as payment processing, message delivery and error diagnostics, process personal data outside the EU. Where they do, the transfer is covered by the EU Standard Contractual Clauses or another safeguard recognised under the GDPR. You can ask us for a current list of these providers using the contact details below.

For enterprise-hosted databases, LetsGather does not have access to personal data stored by the enterprise. LetsGather acts only as a processor and processes data strictly according to the enterprise customer's instructions. The enterprise is responsible for compliance with GDPR, CCPA, and other applicable privacy laws.

6. Sharing Personal Data

We only share data when necessary to operate the Platform:

  • Hosts — attendee contact information for the events they run
  • Payment processor — payment processing and, for hosts, identity verification
  • Message delivery providers — sending transactional email and, where a host enables them, SMS and WhatsApp reminders
  • Hosting and storage providers — running the Platform and storing uploaded files
  • Diagnostics providers — error and performance monitoring

Hosts can additionally connect their own third-party tools to their account, such as a calendar or a team messaging tool. When a host turns one of these on, booking details for that host's own events are sent to the service they chose. These integrations are off by default and are controlled entirely by the host.

We do not sell personal data to third parties for marketing or commercial purposes.

In the event that the Platform is sold, merged, or acquired, personal data may be transferred to the new owner, who will continue to protect it in accordance with GDPR.

7. Data Retention

We retain data only as long as necessary:

Hosts

  • Account data retained while the account is active
  • Upon deletion, all personal data is anonymized except legally required records

Attendees

  • Contact info retained for event management
  • Shared with Hosts for legitimate post-event business needs
  • Anonymization available upon request unless legally required otherwise

8. Your Rights

You have the following rights regarding your personal data, depending on your location:

  • Access: Request access to the personal data we hold about you. We answer these by hand.
  • Correction: Correct any inaccurate or incomplete data.
  • Deletion: Request deletion of personal data, where applicable.
  • Restriction: Restrict processing of your personal data.
  • Objection: Object to certain types of processing, including direct marketing.
  • Data Portability: Receive a copy of your data in a structured, commonly used format. We prepare this by hand on request — there is no self-service export in the Platform.
  • Withdraw Consent: Withdraw previously given consent at any time.
  • Lodge a Complaint: File a complaint with an EU supervisory authority if you believe your data rights have been violated.

Categories of personal data covered: account information (name, email), attendee contact information (email, phone), transactional/payment data, and any other personal data you provide while using the Platform.

How to make a request: email [email protected] from the address on your account and tell us which right you want to exercise. These requests are handled manually — the Platform has no self-service data export — so please allow us the time below rather than looking for a button in your settings.

We will respond to your requests within one month, in accordance with GDPR.

California Privacy Rights

California residents have additional rights under the California Consumer Privacy Act (CCPA):

  • Request information about the personal data we collect and how it is used.
  • Request deletion of personal information.
  • Opt-out of any sale of personal information. (We do not sell personal information.)

California requests are made the same way, by emailing [email protected], and are also handled manually.

We do not discriminate against users who exercise their privacy rights, including California residents.

To exercise any of these rights, please contact us at: [email protected]

9. Security Measures

We implement technical & organizational measures to protect data:

  • Encrypted transmission (HTTPS)
  • Access controls and permissions
  • No unnecessary personal data logging
  • Regular security monitoring

10. Children’s Data

The Platform is not intended for individuals under 16. We do not knowingly collect information from minors.

11. Changes to This Policy

We may update this Privacy Policy periodically. Material changes will be communicated through the Platform. Continued use of the Platform constitutes acceptance of the updated policy.

12. Contact Information

Email: [email protected]

Address: 1801 NE 123rd Street, Suite 307, Miami, Florida 33181, United States

Website: https://letsgather.io