MODIFICATION DATE: May 12th, 2023
1. Who We Are
1.1 Timely Services
Welcome to Timely! We are an event management platform dedicated to bringing communities together and turning events into lasting memories. Through our unique open-source application and a web-based SaaS application, we enable private, public and non-profit organizations all over the world to create, publish, promote, share, manage and monetize events.
1.2 Who’s Who
2. Our Privacy Statement
3. How We Collect and Use Your Personal Data
3.1 Personal Data The We Collect:
When you use or interact with us through the Services, we may collect Personal Data. Sometimes this will be on our own behalf and other times this will be on behalf of a Customer of ours using our Services to run an event. This is an important distinction for purposes of certain data protection laws and is explained in more detail below.
3.1.1 Information Collected From All Users:
For all Users, we collect Personal Data when you voluntarily provide such information to us, such as when you sign up for our newsletter, fill out a form on our website, contact us with inquiries, sign up to access our Services, respond to one of our surveys, or browse or use certain parts of the Services. The Personal Data we may collect includes without limitation your name, address, email address, and telephone number.
When you visit our website or use our Services, we may also automatically collect certain technical data that is sent to us from the computer, mobile device and/or browser through which you access the Services (“Automatic Data”). Automatic Data includes, without limitation, a unique identifier associated with your access device and/or browser (including, for example, your IP address), characteristics about your access device and/or browser (including, for example, hardware model, operating system and version), and statistics on your activities on the Services (including, for example, access times, pages viewed, and the pages you visited before navigating to our Services).
We also collect information when you navigate through our websites and services, including what pages you loaded and which links you clicked on. This information is used to help us understand how you are using our websites and services in order to improve user experience. Some of this information is collected using Cookies, Pixel Tags, Local Shared Objects, Web Storage and similar tracking technologies. If you want to find out more about the types of Cookies we use, why, and how you can control them, take a look at our Cookies Policy. In some circumstances, we may use browser fingerprints services like Google reCaptcha to prevent improper automated entries in web forms, ensuring stability and security of our Site and Applications.
When you register for the Services or otherwise submit Personal Data to us, we may associate other Non-Personal Data (including Non-Personal Data we collect from third parties) with your Personal Data. At such an instance, we will treat any such combined data as your Personal Data until such time as it can no longer be associated with you or used to identify you.
We may also collect or receive Personal Data about you from other sources, such as Timely Customers, Consumers, Submitters, social media, publicly available materials or trusted third parties like our marketing and research partners. We use this information to supplement the Personal Data we already hold about you, in order to improve our Services and to validate the Personal Data you provide. We may also use third party services such as Google Analytics, which collects information about your interaction with our websites and services, allowing us to provide better user experience.
3.1.2 Information Collected From Timely Customers:
If you are a Timely Customer, we will collect additional Personal Data from you. Information you provide to us. We may also collect or receive Personal Data including your name, email address and other contact information from third party sources, such as third party websites and marketing partners, your bank, our payment processing partners and credit reporting agencies.
We may ask for your billing information when you sign up for a free product, paid product, trial product, contact us with questions or request support. You don’t have to provide us with Personal Data, but some parts of our websites or services may not work. Any financial or credit card information you provide to us will be solely used to collect payment from you. We use third-party service providers to manage credit card processing, who are not permitted to store, retain, or use that information except for the sole purpose of credit card processing on our behalf.
For WordPress plugin users, in order to check for updates and interact with our services, we may also collect information such as: Plugin version, WordPress version, Website URL and IP address.
3.1.3 Information Collected From Consumers:
If you are a Consumer, we will collect additional Personal Data from you, sometimes for our own purposes and other times on behalf of Timely Customers when they transact with you through your use of Timely's products. For instance, when you register for an event, you may provide Personal Data, including name, and email address ("Basic Personal Data").
In addition to the Basic Personal Data, Timely Customers can set up forms and questionnaires to collect virtually any information ("Additional Information") from Consumers that use and interact with the Timely Customer’s online calendars and event pages. Timely does not control a Customer’s lead capturing process nor the Personal Data they collect from you. Timely Customers are responsible for obtaining any necessary permissions for us to collect and use such information from their Consumers, and complying with the applicable data protection laws.
We use Consumer data as part of our contractual obligations to provide the Services to Timely’s Customers. Therefore, when you provide any information to Timely in conjunction with a Timely Customer ‘s calendar or event, whether that information is yours or a third party’s, that Customer will receive and may use the information you provided.
For clarity, when you purchase a ticket to a paid event or pay any fee through Timely's products, we will not collect your credit card information. Timely Customers are required to use third parties payment gateways for that purpose.
3.1.4 Information Collected From Submitters:
If you are a Submitter, we will collect additional Personal Data from you, sometimes for our own purposes and other times on behalf of a Timely Customer. If you submit an event for publication on one of our Customers’ events calendar, listing or online portal, we may collect Basic Personal Data from you.
In addition to the Basic Personal Data, Timely Customers can set up event submission forms to collect virtually any information from Submitters in connection with publication of events on the Timely Customer’s events calendar on their respective websites. Timely does not control a Customer’s event submission process nor the Personal Data that they collect. Timely Customers are responsible for obtaining any necessary permissions for us to collect and use such information from their Submitters, and complying with the applicable data protection laws.
We use Submitter data as part of our contractual obligations to provide the Services to Timely’s Customers. Therefore, when you submit an event to a Timely Customer’s events calendar, whether that event information is yours or a third party’s, that Customer will receive and may use the information you provided.
For clarity, when you pay any fee to promote or advertise your event on a Timely Customer’s Calendar through Timely's products, we will not collect your credit card information. Timely Customers are required to use third parties payment gateways for that purpose.
3.2 How We Use Personal Data
3.2.1 Specific Reason
If you provide Personal Data for a certain purpose, we may use the Personal Data in connection with the purpose for which it was provided. For instance, if you fill out a form on our website or contact us by email, we will use the Personal Data you provided to answer your question or resolve your problem, and will respond to the email address from which the contact came.
3.2.2 Access, Use and Contract Performance
If you provide Personal Data in order to obtain access to or use the Services or any functionality thereof, we will use your Personal Data to provide you with access to or use the Services or functionality, and to analyze your use of such Services or functionality. For instance, if you supply Personal Data relating to your identity or qualifications to use certain portions of the Service, we will use that information to make a decision as to granting you access to use such Services and to assess your ongoing qualification to use such Services.
We will also use your Personal Data to perform our contract with you. This may include: (a) managing your account, managing your Calendar, and providing you with insights to help you optimize your use of the Calendars; (b) providing you with customer service by assisting with the resolution of technical support issues or other issues relating to the websites or Services, whether by email, phone or otherwise; (c) giving you more relevant results when searching for events using our Service or functionalities; (d) communicating you about changes to our websites and Services, product updates and security alerts; (e) asking you for feedback or to take part in any survey we are conducting (which we may engage a third party to assist with); (f) billing, processing transactions, and sending you transaction-related information, including confirmations and invoices; (g) sending you marketing communications according to your communication preferences; (h) sending you notifications, reminders, event information and process registration; and (i) any other way when we have your consent.
3.2.3 Internal Business Purposes.
We may use your Personal Data for internal business purposes, including without limitation, to help us enhance the content and functionality of our website or Services and develop new ones, to better understand our Users, to improve the Services, to protect from fraudulent and malicious activity, and to make sure that everyone is using our websites and Services fairly and in accordance with our Terms of Service.
3.2.4 Timely Marketing
We may use your Personal Data for our marketing purposes, including without limitation, by email, SMS marketing, re-marketing and display advertising, as well as through social media by social media ads. We do this in order to inform you about services and Timely related content we believe might be of interest to you. See “Opt Out From Electronic Communications” below on how to opt out of various Timely marketing communications.
3.2.5 Timely Customer Emails
Timely's products has features that allow our Customers to contact their Consumers by email for their current and past events, and Submitters for their submitted events. Therefore, you may receive emails from our system that originate with such Timely Customers and that we send on their behalf. If you register for an event on any Timely Customers’ Calendar, your Personal Data is available to the respective Timely Customer. Timely Customers may also export your Personal Data and send communications to you using third party applications, such as MailChimp and other email marketing tools. Timely Customer and not Timely is responsible for sending these emails.
3.2.6 Timely Customer Shared Attendee Lists
Timely’s product has features that allow our Customers to share attendee lists with others by email. Since attendee lists may contain Consumers personal data, we have implemented some procedures to reduce the risk of data breach. Nevertheless, in the event of a data breach, Timely is not liable as Timely Customers are ultimately responsible for complying with the applicable data protection laws, and protecting any personal information from their Consumers voluntarily shared by them with others. Before sharing attendee lists, Timely Customers are responsible for confirming what type of information is contained in the attendee list and for sending the right information to the right person.
3.3 How We Disclose and Share Personal Data
Timely is not in the business of selling Personal Data. We consider this information to be a vital part of our relationship with you. Therefore, we will not sell your Personal Data to third parties, including third party advertisers.
We will keep confidential any Personal Data you provide to us and will not disclose it to anyone other than our employees, subcontractors, officers and Directors. There will be times when we need to disclose, transfer or share your Personal Data with certain third parties. We will only disclose your personal data as described below.
3.3.1 Parent Companies, Subsidiaries and Affiliates
3.3.2 Agents, Consultants, Vendors and Service Providers
We may share your Personal Data with third parties, such as agents, consultants, vendors and service providers who process Personal Data on behalf of Timely to perform certain business-related functions. These organizations provide assistance with billing, payment processing, marketing, database, data analytics, backup and disaster recovery, email service, customer support, tech support, hosting, and other services associated with the Site or Service. When we engage another company to perform such functions, we may provide them with information, including Personal Data, in connection with their performance of such functions.
3.3.3 Timely Customers
3.3.4 Facebook, Twitter and Other Third Party Connections.
a. “Liking” or “Following” Timely on Social Media. In addition, when you “like” or “follow” us on Facebook, Instagram, Twitter or any other social media sites (to the extent we provide that capability), we may collect some information from you including your name, email address, and any comments or content you post relevant to us. We likewise may collect your information if you sign up for one of our promotions or submit information to us through social media sites.
d. Third Party Services and Integrations. Timely may provide you with opportunities to contract directly with third parties, and/or to integrate with third party services or applications, through our platform. In such instances, we will disclose your Personal Data to other entities in order to fulfill a request by you, or to provide services you have requested.
3.3.5 Compliance With Laws and For Other Legitimate Business Purposes.
We may disclose and share your Personal Data when we believe in good faith that disclosure is necessary or required by law or regulation to (a) comply with a legal obligation; (b) protect, defend or exercise our rights, interests or property or that of third parties; (c) prevent or investigate possible wrongdoing in connection with the Services; (d) act in urgent circumstances to protect the personal safety of our users or the public; (e) protect the integrity of the website or Service; and (f) to protect us from legal liability. We may also disclose your Personal Data when it may be necessary for other legitimate purposes as reasonably determined by Timely.
3.3.6 Business Transfer
3.4 How We Store Your Personal Data
3.5 How Long We Retain Your Personal Data
We will retain your Personal Data for as long as you are registered to use the Services or have a relationship with us, and for a period of time afterwards where we have an ongoing business need to retain it, in accordance with our internal policies and practices or as permitted or required under applicable laws. Following that period, we will make sure it is deleted or anonymized. However, even if we delete your Personal Data, it may persist on backup or archival media for an additional period of time for legal, tax or regulatory reasons, or for legitimate and lawful business purposes.
3.6 International Data Transfers
Your Personal Data may be transferred to and processed in countries other than the country you live in, such as to the United States, where our data hosting provider’s servers are located. That information may then be transferred within the United States or back out of the United States to other countries outside of your country of residence, depending on the type of information and how it is stored by us. These countries (including the United States) may not necessarily have data protection laws as comprehensive or protective as those you are used to. However, we put safeguards in place to ensure your Personal Data remains protected when we disclose Personal Data to a third party in another country, including but not limited to transferring data electronically through APIs using HTTPS with data encrypted at REST, and making use of standard contractual clauses when necessary.
4. Your rights
You have several rights available when it comes to your Personal Data.
4.1 Limit the Personal Data You Provide
You can browse our websites and our Customers’ Calendar without providing any Personal Data (other than Automatic Data to the extent it is considered Personal Data under applicable laws) or with limiting the Personal Data you provide. If you choose not to provide any Personal Data or limit the Personal Data you provide, you may not be able to use certain functionality of our website or Services. For instance, you will not be able to buy tickets as a Consumer, since your name and email address will be required by the applicable Timely Customer.
4.2 Opt Out from Timely Marketing Electronic Communications
5.1 Personal Data Provided to Others
5.2 Third Party Links
5.3 Children - Children’s Online Privacy Protection Act.
7. EEA, Switzerland and UK Only.
The EU General Data Protection Regulation (GDPR) requires Timely and Timely Customers using the Service to provide Users with more information about the processing of their Personal Data. Here is what you need to know:
7.1 Legal Grounds for Processing your Personal Data
The GDPR requires us to tell you about the legal grounds we’re relying on to process any Personal Data about you. The legal grounds for us processing your Personal Data will typically be because:
- You provided your consent;
- It is necessary for our contractual relationship;
- The processing is in our legitimate interest (for example, to protect the security and integrity of our systems); and/or
- The processing is necessary for us to comply with our legal or regulatory obligations.
7.2 Transfer of Personal Data
As Timely is a global company, we may need to transfer your Personal Data outside of the country from which it was originally provided. This may be intra-group or to third parties that we work with who may be located in jurisdictions outside of the EEA, Switzerland and the UK, which may have data protection laws less strict with those in Europe. Where your Personal Data is transferred outside the EEA, Switzerland or UK, it will only be transferred to countries that have been identified as providing adequate data protection, or to a third party where we have approved transfer mechanisms in place to protect your Personal Data. Please see Section 3.6 for further information.
7.3 Personal Data Retention
We retain your Personal Data as long as necessary to provide you with our Services, or for other important purposes such as complying with legal obligations, resolving disputes, and enforcing our agreements, as described in Section 3.5 above.
7.4 Your Rights
If you live in the European Economic Area, Switzerland, UK or a similar international area, you may have the following additional privacy rights available to you under applicable laws:
b. Right of access: You may have the right to access and receive a copy of the Personal Data that you provided us;
c. Right to rectification: You may have the right to require us to correct any of your Personal Data;
d. Right of erasure / to be forgotten: You may have the right to the erasure of Personal Data that we hold about you;
e. Right to restrict processing: You may have the right to request that Timely stop processing your Personal Data;
f. Right to data portability: You may have the right to easily move, copy or transfer your Personal Data for your own purposes to different services, in a safe and secure way, without affecting its usability;
g. Right to object: You may have the right not to provide or withdraw consent. You have the right not to provide or withdraw your consent for direct marketing at any time;
h. Rights in relation to automated decision making and profiling. Timely may or may not engage in automated decision making and profiling. When we do, you may have the right to get information about the processing.
Please direct your requests to firstname.lastname@example.org.
7.5 Timely as Data Controller and Data Processor
EU data protection law makes a distinction between organizations that process Personal Data for their own purposes (known as “data controllers”), and organizations that process Personal Data on behalf of other organizations (known as “data processors”). If you have a question or complaint about how your Personal Data is handled, these should always be directed to the relevant data controller since they are the ones with primary responsibility for your Personal Data.
For the purpose of GDPR, Timely is the data controller when processing personal data from its website users and Customers, and the data processor when processing Consumers’ and Submitters’ Personal Data on behalf of its Customers.
8. How to Contact Us
We prefer to communicate with you by email, as this ensures that you are put in contact with the right person and in accordance with any regulatory time frames. Our email is email@example.com
If you have a complaint about Timely’s privacy practices or wish to contact Timely to deliver any legal notice, you can do so as follows:
TIMELY NETWORK INC.
105 - 850 Harbourside Drive
North Vancouver B.C. Canada V7P 0A3
Attn: General Counsel
All notices, demands, or consents required or permitted under this Policy shall be in writing and shall be deemed delivered when sent: (a) personally; (b) by mutually recognized overnight carrier, including, but not limited to, D.H.L., Federal Express, Airborne, UPS Overnight and Priority Mail; (c) by certified or registered mail to the other party; or (d) by email to the other party.