Privacy Policy
Effective date: [Effective date to be set] · Last updated: September 2, 2026
This Privacy Policy explains how WebinarGrid ("WebinarGrid," "we," "us," or "our") collects, uses, discloses, and protects information when you use our marketing website and the WebinarGrid application, together the "Services."
1. Introduction and scope
This Policy applies to visitors of our website, registered account holders and their team members ("Customers"), and individuals who register for or attend a webinar hosted on the platform ("Attendees"). Section 3 explains the different role WebinarGrid plays with respect to each of these groups.
2. Who we are
WebinarGrid is the trade name and brand under which the WebinarGrid service is offered and operated by [LEGAL OPERATOR NAME], [REGISTERED BUSINESS ADDRESS]. References to “WebinarGrid,” “we,” “us” and “our” in this document mean that operator.
For questions about this Policy or to exercise your privacy rights, contact us at [PRIVACY CONTACT EMAIL]. Our support team can also be reached at support@webinargrid.com for general product questions.
Where required by applicable law, our data protection contact or representative can be reached at [DATA PROTECTION CONTACT / REPRESENTATIVE].
3. Our role: controller and processor
WebinarGrid acts in two different capacities depending on the data involved.
As a controller, we determine the purposes and means of processing:
- Account and profile information for Customers and their team members
- Billing, tax, and payment information
- Website visitor and waitlist information
- Information about how Customers use and interact with the Services
As a processor, we process certain data solely on behalf of, and under the instructions of, our Customers:
- Information about the Attendees who register for and attend a Customer's webinars, including names, email addresses, phone numbers, chat messages, poll responses, and engagement data
If you are an Attendee, the Customer who invited you to a webinar is the controller of your information and is responsible for determining how it is collected and used, and for providing you with any notice or obtaining any consent that applicable law requires. WebinarGrid processes this information only as instructed by that Customer [data processing agreement not yet published]. If you are an Attendee with a privacy request, please contact the Customer who hosted the webinar directly; we will support them in responding to your request.
4. Information we collect
Account and profile information
When a Customer creates an account, we collect: name, email address, password (stored as a salted cryptographic hash, never in plain text), account country, and, optionally, a mobile number and profile picture. Team members invited to an account provide an email address and are assigned a role.
Billing, tax, and payment information
To process your payment, determine applicable taxes, generate invoices, and comply with accounting and legal obligations, we collect: billing name, billing type, company name, tax registration number where you provide one, billing address, and phone number.
Card payments are processed by our payment processor, Razorpay. WebinarGrid does not receive or store full card numbers, security codes, or card expiry dates — we retain only the card network, issuing bank, and the last four digits.
Webinar content you upload
If you are a Customer, we store the video files, registration page content, branding assets, and configuration you create for your webinars, including chat scripts, polls, timed calls-to-action, and recurrence settings.
Attendee and registrant information
When someone registers for a webinar hosted on the platform, we collect the information the Customer's registration form asks for — typically name, email address, and phone number — along with the IP address, approximate location derived from the IP address, and the browser and device type used to register. If the webinar includes chat, polls, reactions, or questions, we store that content, associated with the attendee who submitted it. If a webinar is recorded, the recording is stored on the platform. We do not generate transcripts, captions, or AI-based summaries of webinar content.
Attendee records are keyed to an email address across the platform as a whole, not separately for each Customer. If you register for webinars hosted by two different WebinarGrid Customers using the same email address, those registrations are associated with a single attendee record. Each Customer can only see the registrations, attendance and engagement relating to their own webinars — they cannot see that you attended another Customer's webinar, or any information you provided to them.
Usage and product analytics data
We collect information about how the Services are used, including pages visited, features used, registration and attendance events, watch-time, poll and call-to-action engagement, and link clicks. For Customers, this is associated with their account. For visitors to a registration page, a randomly generated identifier stored in your browser is used to count unique visitors rather than identifying you directly.
Device, browser, log, and technical information
Our servers automatically log technical information whenever you use the Services, including IP address, browser type, operating system, device type, referring URLs, timestamps, and pages requested. We also maintain security logs of account sign-ins, including unsuccessful attempts, session activity, and administrative actions.
Communications and support information
If you contact our support team, we collect your name, email address, the content of your message and any attachments, and our correspondence with you. We also record the delivery status of emails we send on your behalf or to you.
Marketing website and waitlist information
If you join our early access waitlist or submit a form on our website, we collect your email address, the page you submitted the form from, the date and time of submission, and, if provided, the subscription plan you are interested in.
Information we do not collect
We do not collect or store full payment card numbers, security codes, or card expiry dates. We do not generate transcripts or use artificial intelligence to summarize or analyze webinar content. We do not offer, and do not collect information through, third-party social login.
5. How we use information
We use the information described above to:
- Provide and operate the platform, including creating and maintaining accounts, hosting and streaming webinars, delivering registration pages, and sending reminder and follow-up emails on a Customer's behalf
- Process payments and manage subscriptions
- Process your payment, determine applicable taxes, generate invoices, and maintain financial and accounting records
- Provide customer support and respond to inquiries
- Improve, secure, and maintain the platform, including monitoring for suspicious activity, enforcing rate limits, and investigating abuse or misuse
- Communicate with you, including service updates, security notices, and, where you have agreed, product and marketing communications
- Comply with applicable legal, accounting, tax, and regulatory obligations
6. Legal bases for processing (EEA/UK users)
Where the General Data Protection Regulation ("GDPR") or the UK GDPR applies, we rely on the following legal bases:
| Processing activity | Legal basis |
|---|---|
| Creating and administering your account; providing the platform | Performance of a contract |
| Billing, invoicing, and tax determination | Performance of a contract; legal obligation |
| Security logging, fraud and abuse prevention | Legitimate interests |
| Product analytics and service improvement | Legitimate interests |
| Responding to support requests | Performance of a contract; legitimate interests |
| Marketing communications and non-essential cookies | Consent, where required |
| Retaining financial and security records after account closure | Legal obligation |
You may withdraw consent at any time where processing is based on consent, without affecting the lawfulness of processing carried out before withdrawal.
9. International data transfers
WebinarGrid's infrastructure is located in [PRIMARY HOSTING REGION]. If you access the Services from outside that region, your information may be transferred to, stored, and processed in a country with data protection laws that differ from those of your home jurisdiction.
Where we transfer personal data out of the EEA, UK, or Switzerland, we rely on appropriate safeguards recognized under applicable law, such as Standard Contractual Clauses, to the extent required.
10. Data retention
We retain personal information for as long as necessary to provide the Services and for the purposes described in this Policy, including:
- Account information: for as long as your account is active. If you delete your account, we begin a 14-day recovery window during which it can be restored. Some related data may be retained beyond account deletion, as described below.
- Billing and financial records: retained for [tax/accounting retention period] to comply with accounting and tax obligations.
- Uploaded video files and recordings: after a subscription ends, retained for 60 days following a paid subscription and 7 days following a trial, then permanently deleted. Live session recordings are retained for a shorter default period unless saved.
- Security and session logs: retained for security auditing and are not automatically deleted.
- Application logs: retained for a limited operational period before being purged.
- Analytics events, registration records and webinar engagement data: retained as an ongoing record of platform usage.
We are continuing to develop more granular, category-specific retention schedules and will update this Policy as they are finalized.
11. Security
We use a range of technical and organizational measures designed to protect personal information, including:
- Passwords stored using salted cryptographic hashing, never in plain text
- Single-use tokens for email verification, password resets, and invitations, stored as cryptographic hashes
- Authentication cookies configured as HTTP-only and restricted to same-site requests by default
- Server-side session revocation, independent of the token a device holds
- Encryption of stored third-party email credentials that Customers choose to connect
- Redaction of sensitive fields from internal application logs
- Rate limiting and monitoring designed to detect and slow abusive or automated traffic
No method of transmission or storage is completely secure, and we cannot guarantee absolute security. We have not obtained, and do not claim, any specific third-party security certification.
12. Your rights and choices
Depending on your location and relationship to us, you may have the right to:
- Access the personal information we hold about you
- Correct inaccurate or incomplete information
- Delete your personal information, subject to our legal and legitimate business retention needs
- Restrict or object to certain processing
- Receive a copy of your information in a portable format
- Withdraw consent, where processing is based on consent
- Lodge a complaint with your local data protection authority
To exercise these rights, contact us at [PRIVACY CONTACT EMAIL]. We will respond within the timeframe required by applicable law.
If you are an Attendee, please direct your request to the Customer who hosted the webinar you registered for, as explained in Section 3; we will assist them as needed.
You can update most account and profile information directly within the application, and manage communication preferences using the unsubscribe options included in our emails.
13. GDPR and other regional privacy rights
If you are located in the European Economic Area, the United Kingdom, or Switzerland, the rights and legal bases described in Sections 6 and 12 apply to you, and you may lodge a complaint with your local supervisory authority.
If you are located in other jurisdictions with specific privacy laws, additional or different rights may apply to you [other jurisdiction-specific rights to be confirmed].
14. Children's privacy
The Services are not directed to, and are not intended for use by, individuals under the age of [MINIMUM AGE — 18 ASSUMED]. We do not knowingly collect personal information from children under this age. If you believe a child has provided us with personal information, please contact us at [PRIVACY CONTACT EMAIL] so we can take appropriate action.
15. Third-party services and links
The Services may contain links to third-party websites, and Customers may link to third-party services of their own choosing from within a webinar. This Policy does not apply to, and we are not responsible for, the privacy practices of those third parties. We encourage you to review their privacy policies before providing them with information.
16. Automated decision-making
We do not use your personal information to make decisions that produce legal effects or similarly significantly affect you based solely on automated processing.
17. Changes to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. We will update the "Last updated" date at the top of this Policy when we do, and, where changes are material, we will provide additional notice. We encourage you to review this Policy periodically.
18. Contact us
If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us at:
[LEGAL OPERATOR NAME] [REGISTERED BUSINESS ADDRESS] Privacy: [PRIVACY CONTACT EMAIL] Support: support@webinargrid.com