Legal
Privacy Policy
Last updated: November 2, 2026
This policy explains how GuestSight — the event-feedback service at guestsight.ai, app.guestsight.ai, guestsight.link and survey.guestsight.ai (together, the “Service”) — handles personal data under the EU General Data Protection Regulation (GDPR). We collect what the product needs to work, run no third-party analytics and don't sell data.
1. Who we are (controller and contact)
IN SHORT
GuestSight is run by Giovannini Tech Solutions, a German sole proprietorship in Frankfurt. Privacy questions: privacy@guestsight.ai.
The controller for the processing described here (except where section 2 says otherwise) is:
Giovannini Tech Solutions – Inh. Fabio Giovannini
Einzelunternehmen (sole proprietorship)
Adalbertstr. 58, 60486 Frankfurt am Main, Germany
VAT ID (USt-IdNr.): DE460918801
Privacy contact: privacy@guestsight.ai (general questions: hello@guestsight.ai). We have not appointed a data protection officer; at our size we are not required to.
2. Who this policy covers
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Website visitors, organizers with an account, and guests. For guests' feedback and survey answers, the organizer is the controller and we process the data on its behalf.
- Website visitors — anyone browsing guestsight.ai. We are the controller. See section 4.
- Organizers — businesses and organizations with a GuestSight account, and their team members. We are the controller for account, workspace and billing data. See sections 5–7.
- Guests — people who scan an organizer's QR code or answer an organizer's survey. For their feedback and answers, the organizer named on the page is the controller and GuestSight is its processor under Art. 28 GDPR. Section 8 describes this processing on the organizer's behalf.
3. Processing at a glance
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One table: what we process, why, on what legal basis, and for how long.
| DATA | PURPOSE | LEGAL BASIS | RETENTION |
|---|---|---|---|
| Server logs (IP address, request data) | Running the website and APIs, security, abuse prevention | Legitimate interest (Art. 6(1)(f)) | 30 days |
| Organizer account data (name, email, Google account ID) | Your account and sign-in | Contract (Art. 6(1)(b)) | Life of the account |
| Sessions and sign-in cookies | Keeping you signed in | Contract (Art. 6(1)(b)) | 90 days after last use, or until you sign out |
| Workspace data (events, locations, QR codes, surveys, reports, settings) | Providing the Service | Contract (Art. 6(1)(b)) | Life of the account |
| Sign-up source (campaign tags, “How did you hear about GuestSight?”) | Learning which channels bring customers | Legitimate interest (Art. 6(1)(f)) | Life of the account |
| Terms acceptance (version, time) | Showing what was agreed | Contract, legitimate interest (Art. 6(1)(b), (f)) | Life of the account |
| Billing references (Stripe customer and subscription IDs, plan, status) | Managing your subscription | Contract, legal duties (Art. 6(1)(b), (c)) | Contract term plus statutory retention |
| Email delivery log (recipient, subject, status) | Making sure service emails arrive | Legitimate interest (Art. 6(1)(f)) | 12 months |
| Guest QR feedback (rating, optional comment) | Feedback collection for the organizer | Processed for the organizer (Art. 28) | Until the organizer deletes it (section 8) |
| Guest survey answers | Surveys for the organizer | Processed for the organizer (Art. 28) | Until the organizer deletes it (section 8) |
| Feedback and survey text sent for AI analysis | Reports and follow-up surveys for the organizer | Processed for the organizer (Art. 28) | Not kept by the AI providers |
4. Website visitors
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No analytics, no cookies, nothing stored on your device, nothing loaded from third parties. Only standard server logs.
guestsight.ai is a static website hosted on AWS (Amazon CloudFront/S3). It has no analytics or tracking scripts, no tracking pixels and no third-party embeds, and its fonts are self-hosted. It sets no cookies and stores nothing in your browser.
Our hosting records technical logs when pages and APIs are requested: IP address, date and time, requested URL, browser type (user agent) and referrer. We use them only to deliver the Service, keep it secure and fix problems (legitimate interest, Art. 6(1)(f) GDPR), and delete them after 30 days.
Emailing us or using the contact form. If you write to one of our @guestsight.ai addresses or use the contact form at guestsight.ai/contact, we use your name, email address and message to answer you (Art. 6(1)(b) or (f) GDPR). Form messages reach us by email through our email provider. We keep the correspondence as long as needed to deal with it, and longer only where tax or commercial law requires.
5. Organizer accounts and workspace data
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You sign in with Google — no passwords. We store your basic profile, your workspace content and a session that ends 90 days after your last visit or when you sign out.
Sign-in with Google. GuestSight accounts use Google sign-in only; we never see a password. When you sign in we store your name, email address and Google account ID. The dashboard shows your initials unless you upload a photo yourself. Google handles the sign-in as an independent controller under the Google Privacy Policy. Legal basis: our contract with you (Art. 6(1)(b) GDPR). You need to provide this data to use the Service; without it we can't create your account.
Profile and workspace. You can add a display name, a job title and a profile photo (stored on AWS in the EU). Your workspace holds what you create: company and team details, events, locations, QR codes, surveys, collected feedback and reports. If you invite colleagues, we use their email address to send the invitation.
Sessions. When you sign in we create a server-side session so you stay signed in and can sign out everywhere. A session ends 90 days after you last used it, or at once when you sign out. The cookies are listed in section 11.
Where you came from. If you sign up through a link with campaign tags (utm_ parameters), we store those tags with your workspace. The dashboard also asks “How did you hear about GuestSight?” — answering is optional. We use both to learn which channels bring customers (legitimate interest, Art. 6(1)(f) GDPR) and pass them to Stripe with a checkout, so a subscription can be matched to its source.
Terms acceptance. When you sign up we record which version of the Terms you accepted and when, so we can show what was agreed (Art. 6(1)(b) and (f) GDPR).
6. Payments and billing
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You buy paid plans from us; Stripe Managed Payments takes the payment. Card details go straight to Stripe — we never see them.
When you buy a paid plan, the payment is handled by Stripe Managed Payments: Sold through Link, LLC (“Link”, part of Stripe) acts as merchant of record — it charges you, issues invoices and receipts, and collects and remits VAT. You enter your payment details directly with Stripe at checkout. Stripe and Link process your payment data (such as card number and billing address) as independent controllers under Stripe's Privacy Policy. We never receive or store card numbers.
On our side we store only references and status: your Stripe customer and subscription IDs, plan and price, billing interval, subscription status and the end of the current billing period. We use them to give you your plan's features and show your billing status. Legal bases: contract (Art. 6(1)(b) GDPR) and statutory duties such as tax law (Art. 6(1)(c) GDPR).
7. Emails we send
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Service emails only — no newsletters, no marketing. Delivery data, not content, is logged for 12 months.
We send emails tied to your account: a welcome email, team invitations, event-ended recaps and weekly location reports. You can turn off recaps and weekly reports in Settings → Notifications. Invoices and payment receipts come from Link, not from us. We send through a transactional email provider using an EU data center. Legal basis: contract (Art. 6(1)(b) GDPR).
To make sure emails arrive, we log the recipient address, subject, email type, delivery status, timestamps and any delivery error — not the message content. Log entries are deleted after 12 months (legitimate interest in reliable delivery, Art. 6(1)(f) GDPR).
We send no newsletters or marketing email. If we ever do, it will be opt-in.
8. Guests: feedback, surveys and AI analysis
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If you left feedback or answered a survey, the organizer named on that page is responsible for your data, and we process it for them. We don't ask for your name or contact details, and nothing you write is posted publicly.
Who is responsible. The organizer — the business or organization named on the feedback or survey page — is the controller. GuestSight processes your feedback on the organizer's behalf (Art. 28 GDPR) and does not use it for its own purposes. The organizer decides why it collects feedback and on what legal basis (typically its legitimate interest in improving its events and venues, Art. 6(1)(f) GDPR). Please send questions or requests to the organizer; if you write to us, we pass them on.
QR feedback (guestsight.link). The page sets no cookies and runs no analytics. Submitting sends a star rating (1–5) and, if you like, a comment of up to 1,000 characters. We store the rating, the comment, the time, and which event and QR zone it belongs to — no name, email, IP address or device information. Please don't write names or contact details into the comment. To protect the Service, your IP address is used briefly for rate limiting, in counters that delete themselves within hours, and a one-way hash of the submission blocks identical repeats for 24 hours.
Surveys (survey.guestsight.ai). A survey response stores your answers (including an optional 0–10 score and comments), how far you got, timestamps and a random response ID — no name, email, IP address or browser information. The page sets one cookie, ep_survey_{survey-id}, holding the random response ID. It lets you finish the optional questions and see your thank-you page, and stops the same browser from submitting twice. It lasts 24 hours and is strictly necessary. Longer surveys save your progress on our servers, not in your browser. IP addresses are used for rate limiting as above. The organizer shares the survey link itself (for example by email); whether it can connect answers to you depends on how it does that.
AI analysis. To produce reports for the organizer, we send ratings, comments, survey answers, QR zone labels and event details to AI processing providers. They process the text only to produce the output, don't keep it afterwards and don't use it to train models. The reports describe the event or venue, not individual guests, and no decisions about you are made from them.
How long. Feedback and survey answers are kept until the organizer deletes them. A deleted feedback entry is removed at once. When an organizer deletes an event, its survey link closes at once and its feedback, survey answers and reports are deleted 30 days later. Backups age out after 35 days.
Your rights. You have the rights in section 13. Please contact the organizer first. Because we store no identifiers with feedback, we usually can't tell which entry is yours (Art. 11 GDPR); if you give the organizer or us the event, time and wording, we help find it.
9. Recipients and processors
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AWS (EU) for hosting, Stripe/Link for payments, Google for sign-in, an EU email delivery provider and AI processing providers. No data sales, no ad networks.
We use these recipients and categories of recipients (Art. 13(1)(e) GDPR):
- Amazon Web Services (AWS) — hosting and storage of the whole Service, in the AWS Frankfurt region (Germany). Processor.
- Stripe and Link — payments, invoicing and VAT as merchant of record; independent controllers (section 6).
- Google — sign-in; independent controller for the Google side of sign-in (section 5).
- An email delivery provider — sends our service emails from an EU data center. Processor.
- AI processing providers — analyze feedback and survey text for reports; processors bound by contract, no retention, no training (section 8).
Organizers find the full list of sub-processors for guest data in their dashboard (Settings → Account → Legal), as part of our Data Processing Agreement.
We don't sell personal data, don't share it with advertising networks, and no analytics provider receives data about you.
10. International transfers
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Data is stored in the EU (Frankfurt). Payments, sign-in and AI analysis involve providers in the US, covered by the EU–US Data Privacy Framework or standard contractual clauses.
The Service and its databases are hosted in the EU (AWS Frankfurt), and email is sent from an EU data center; our email provider's support staff may access it from outside the EU under standard contractual clauses. Stripe/Link (payments), Google (sign-in) and the AI processing providers process data in the US.
For transfers outside the EU/EEA we rely on an adequacy decision — such as the EU–US Data Privacy Framework where the provider is certified — or on the European Commission's Standard Contractual Clauses (Art. 46(2)(c) GDPR) in the provider's data processing terms.
12. How long we keep data
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Most data lives as long as your account or until the organizer deletes it. Logs go after 30 days, backups after 35.
- Account data — life of your account. To delete your account, email privacy@guestsight.ai from your account's address. We delete it within 30 days — if you own the workspace, the whole workspace — and confirm by email.
- Workspace data, guest feedback and survey answers — until you delete them or your workspace is deleted. A deleted feedback entry is removed at once; a deleted event's feedback, survey answers and reports 30 days later (section 8).
- Feedback exports (CSV) — 7 days after creation.
- Backups — 35 days.
- Sessions — 90 days after last use, or at sign-out.
- Server logs — 30 days. AI usage log (model, token counts, cost — no guest text) — 90 days.
- Email delivery log — 12 months.
- Rate-limit counters — within hours. Duplicate-check hashes — 24 hours. Survey cookie — 24 hours.
- Sign-up source and terms acceptance — life of the account.
- Billing records — contract term, then as long as tax and commercial law require.
Where no period is stated, we keep data only as long as its purpose needs, then delete or anonymize it.
13. Your rights
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Access, correction, deletion, restriction, portability and objection — email privacy@guestsight.ai. Guests: please contact the organizer first.
You have the right to access (Art. 15), rectification (Art. 16), erasure (Art. 17), restriction of processing (Art. 18) and data portability (Art. 20). Where we rely on consent, you can withdraw it at any time for the future. Email privacy@guestsight.ai to use these rights.
Your right to object (Art. 21 GDPR). Where we process your data on the basis of legitimate interests (Art. 6(1)(f)) — server logs, the email delivery log, the sign-up source — you can object at any time for reasons arising from your particular situation. Email privacy@guestsight.ai. We then stop, unless we have compelling legitimate grounds that override your interests or need the data to establish, exercise or defend legal claims.
Guests: see section 8 — the organizer is your first contact; we help it answer.
You can also complain to a data protection supervisory authority, in particular in the EU country where you live or work or where the alleged infringement took place. The authority responsible for us is Der Hessische Beauftragte für Datenschutz und Informationsfreiheit (HBDI), Gustav-Stresemann-Ring 1, 65189 Wiesbaden, Germany — datenschutz.hessen.de.
14. Security, minors and automated decisions
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Encrypted in transit and at rest, hosted in the EU. A business tool, not for children. No automated decisions about people.
Security. All connections use TLS (HTTPS). Data is stored on AWS in the EU, encrypted at rest; each part of the Service gets only the access it needs; sign-in cookies are protected against script access (HttpOnly). Only the owner of GuestSight can access customer data, and only to run and support the Service. No system is perfectly secure, but we collect little and protect what we hold.
Minors. GuestSight is a business tool and not directed at children. We do not knowingly collect personal data from children under 16.
No automated decisions. We make no decisions with legal or similarly significant effects on people by automated means (Art. 22 GDPR). The AI reports summarize feedback about events and venues for the organizer; they don't decide anything about individuals.
15. Changes to this policy
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When the Service changes, this policy changes with it; the date at the top shows the version.
We update this policy when the Service or the law changes; the “Last updated” date shows the current version. If a change materially affects how we process organizers' personal data, we tell account holders by email before it takes effect. Questions: privacy@guestsight.ai.