Privacy Policy &
Client Data Governance.

1. Scope & Commitment to Privacy

GazeFi Events Management and GazeFi LLC (collectively "GazeFi," "we," "us," or "our") are committed to protecting the privacy and personal data of our clients, event attendees, partners, website visitors, and corporate stakeholders.

This Privacy Policy describes how we collect, process, store, and safeguard your personal information across our website (www.gazefi.com), project brief generators, AI event concierge systems, on-site event badging registration booths, and contractual engagements.

2. Information We Collect

We collect information strictly necessary to design, produce, manage, and coordinate premium live events and respond to business inquiries:

• Project Brief & Contact Details: Full name, professional work email, telephone number, brand/organization name, job title, budget range, and creative event specifications submitted through our brief builder.
• Event Registration & Attendee Data: When managing guest check-ins, VIP invitations, or credential badging on behalf of a Client, we process attendee names, affiliations, seating designations, dietary requirements, and RSVP confirmations as authorized by the Client.
• Financial & Billing Data: Corporate tax codes, registered billing addresses, bank account wire details, and invoice transaction histories. (Credit card transactions, if processed, are handled by PCI-DSS Level 1 certified gateways).
• Event Photography & Video Footage: High-definition photos, drone captures, and live broadcast footage recorded during public and corporate events for production documentation, client delivery, and portfolio showcases.
• Technical & Log Data: Anonymized IP addresses, browser user-agents, device screen resolutions, and navigation timestamps collected automatically for system diagnostics and cybersecurity monitoring.

3. How We Use Collected Data

We process personal data for legitimate business purposes:

• To architect, produce, stage, and execute event management contracts and milestone deliverables.
• To coordinate on-site security, attendee credential verification, venue access badging, and hospitality logistics.
• To issue financial statements, VAT e-invoices, and manage cross-border escrow disbursements.
• To respond to your inquiries, schedule studio office visits at GAZEFI Building, and deliver project status updates.
• To comply with statutory legal requirements, including local municipal performance licensing and public safety reporting in Vietnam.

4. AI Concierge & Brief Processing Safeguards

GazeFi provides an AI Event Concierge and smart brief generation tools powered by advanced multimodal models (such as Google Gemini). We adhere to strict AI privacy principles:

• No Model Training on Client Briefs: Your event briefs, proprietary creative concepts, and confidential budgets are never used to train public foundation models.
• Controlled Autonomy: AI interactions are assistive; all final production budgets, structural engineering blueprints, and contract commitments undergo human verification by senior GazeFi executive producers.
• Encrypted Transmission: All AI chat interactions are encrypted in transit via TLS 1.3.

5. Information Sharing & Third Parties

We share personal information strictly on a need-to-know basis with trusted partners necessary for event execution:

• Venue Operators & Hospitality Partners: To confirm hotel bookings, security manifests, and catering arrangements.
• Licensed Subcontractors: Structural rigging engineers, sound engineers, licensed transportation fleets, and authorized security details bound by confidentiality agreements.
• Legal Authorities: When required by court order, statutory regulation, or official request from government authorities (e.g. Department of Culture, Sports & Tourism).

6. International Data Transfers

As an international event production house operating across Vietnam and North America, your data may be transferred to and maintained on secure servers in Singapore, Japan, the United States, or Vietnam. We implement Standard Contractual Clauses (SCCs) and encryption to ensure cross-border transfers meet equivalent data protection standards.

7. Data Retention & Destruction Policies

We retain personal information only for as long as necessary to fulfill project deliverables, maintain accounting records (statutory 5-year requirement for tax audits in Vietnam), or satisfy legitimate legal claims. Following the expiration of retention periods, data is permanently scrubbed using secure digital sanitization protocols.

8. Technical & Physical Security Measures

GazeFi maintains multi-layered technical, physical, and administrative safeguards:

• End-to-end encryption in transit (HTTPS / TLS 1.3) and at rest (AES-256).
• Role-Based Access Control (RBAC) restricting project brief access to authorized production crew leads.
• Physical access security controls at GAZEFI Building headquarters and production studio storage facilities.

9. Your Data Protection Rights

Depending on your jurisdiction (including Vietnam, the European Union, or California), you hold the following rights:

• Right of Access: Request a copy of the personal information we hold about you.
• Right to Rectification: Request correction of inaccurate or incomplete records.
• Right to Erasure ("Right to be Forgotten"): Request deletion of your personal data where statutory retention grounds do not apply.
• Right to Restrict or Object: Restrict or object to processing of your information for marketing purposes.

To exercise any of these rights, please email our Data Protection Officer at privacy@gazefi.com.

10. Children's Privacy

Our commercial event management services are directed toward corporate enterprises, brands, and adult professionals. We do not knowingly collect personal information from children under the age of 16 without verified parental or legal guardian consent.

11. Policy Changes & Notifications

We may update this Privacy Policy from time to time to align with evolving legal frameworks and technological practices. Material revisions will be posted on this page with an updated effective date.