Who we are
Sociana is operated by Alien Brains Private Limited (CIN U74999WB2017PTC222814), Kolkata, India. For data inside an event, the organiser who invited you is normally responsible for how it is used and Sociana processes it for them. For this website and organiser accounts, Sociana is responsible.
What an event can collect
| Category | Examples | When |
|---|---|---|
| Identity and login | Name, phone, email, employee code, delegate ID, profile fields such as city or team | Always, to let you in and show the right content |
| Content you post | Posts, photos, comments, poll and quiz answers, feedback, chat messages | When you use those features |
| Attendance and scores | QR scans with time and scanner, points, leaderboard positions | When the organiser runs attendance or games |
| Hospitality | Travel and ID documents, PNRs, room and pickup details, meal preferences | Only if the organiser runs a hospitality desk |
| Health | Step counts from Health Connect or Apple Health | Only after you grant your phone’s permission, in step challenges |
| Face matching | A selfie used to find you in the event’s photos | Only if the organiser enables Smart Lens and you choose to use it |
| Payments | Ticket or booking records; card and UPI details are entered in Razorpay’s checkout | When you buy a ticket or a slot |
This website (sociana.in)
For this website Sociana is the Data Fiduciary under India’s Digital Personal Data Protection Act 2023. We use what you send only to answer your enquiry and follow it up.
| What | Details | Kept for |
|---|---|---|
| Enquiry form | Your name, email, mobile number (optional), what you are planning, whether you want WhatsApp updates, the page the form was on and the page you came from | 24 months, then deleted automatically |
| Sent with every enquiry | A salted one-way hash of your IP address (we never store the address itself; it is used to stop abuse), your browser’s user-agent string, the country Cloudflare reports, and whether the anti-bot check passed | With the enquiry. Rate-limit counters expire within 2 days |
| Anti-bot check | Cloudflare Turnstile may check your browser when you send a form. Cloudflare processes signals from your browser for this; no puzzle is shown in most cases | Not stored by us beyond “passed” |
| WhatsApp messages | If you tick the WhatsApp box, your number and first name go to AiSensy, our WhatsApp provider, to send an acknowledgement. Our team gets a WhatsApp alert with your name and occasion | Until you reply STOP or ask us to delete it |
| Email and CRM | Enquiries with an email address are copied to Brevo, which we use to email you and keep track of replies | Deleted when you ask, and with the enquiry otherwise |
| Website assistant (only when it is switched on) | Questions you type are sent to OpenAI (or Anthropic) to draft an answer from our published pages. Email addresses, phone numbers and ID numbers are removed before transcripts are stored. Search questions may be sent to OpenAI to rank results, with the same removal | Transcripts 90 days; usage counts without text 400 days |
| Server logs | Cloudflare, which hosts the site, keeps standard request logs | Per Cloudflare’s retention |
Cookies and storage in your browser
| Name | What it does | Lasts |
|---|---|---|
sociana_attr (cookie) | Remembers the campaign tags, the referring site and the landing page of your first visit, so an enquiry shows how you found us. No identifier | 30 days |
sociana_persona (cookie) | Remembers the kind of event you chose to see examples for | 180 days, or until you clear the choice |
| Theme, region and an unsent form draft (local storage) | Light or dark mode, the price region you picked, and form answers kept on your device only if sending failed | Until you clear your browser storage |
We use no advertising or cross-site tracking cookies.
Where it is stored
Enquiries are stored in a Cloudflare D1 database and copied to Brevo. Cloudflare, Brevo, AiSensy and, when the assistant is on, OpenAI or Anthropic may process data outside India. See service providers.
Who sees it
The organiser’s authorised team, scoped by role; other participants only where a feature is designed to show it (a post, a leaderboard, the delegate directory); hotels or transport partners only through the organiser’s hospitality desk; and the service providers that run the platform. We do not sell personal data or use it for advertising.
How long it is kept
See data retention and deletion. In short: event apps stay live for 12 months unless the organiser asks otherwise, and data is deleted when the organiser asks or the contract ends. Website enquiries are deleted automatically 24 months after they arrive, or sooner when you ask.
Your rights
You can delete your account inside the app at any time. You can also ask the organiser, or us, for access to, correction of or deletion of your data: email hello@sociana.in with “Privacy” in the subject.
Withdrawing consent for website enquiries: email hello@sociana.in with “Privacy” in the subject, or reply STOP to our WhatsApp message. We stop contacting you and delete your enquiry; withdrawing does not affect anything we did before.
Grievance contact: hello@sociana.in, with “Grievance” in the subject. If you are not satisfied with our answer, you can complain to the Data Protection Board of India.