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EventMates Organizer Agreement

Effective date: 10.07.2026 · Version: 1.1

1. Definitions

  • Service / EventMates — the "EventMates" software: the organizer cabinet (web panel), Telegram Mini App, Telegram bots and backend used to organize networking at events.
  • Operator — Individual Entrepreneur Maksim Muratov, registered in Georgia; identification (registration) number 345665336, registration date 30.09.2022, registering authority — LEPL National Agency of Public Registry; legal address: Georgia, Batumi, Zhiuli Shartava avenue, N 32, apartment N87; e‑mail rnd.develop@gmail.com — the sole proprietor providing the Service and acting as personal‑data controller in respect of its own processing.
  • Organizer — an individual or legal entity (or a representative acting on its behalf) that registers in the organizer cabinet, creates and manages events, and gains access to the data of the participants of its events.
  • Participant — an individual using the Service via Telegram who has joined the Organizer's event.
  • Event — an event created by the Organizer in the Service (networking, conference, community meetup, etc.).
  • Paid Event — an Event that Participants attend for a fee. Ticket — a confirmation, purchased through the Service, of a Participant's right to attend a Paid Event.
  • Participant Data — personal and other data of the Participants of the Organizer's event to which the Organizer gains access through the Service (including name, photo, contact details, profile, goals, analytics, registration and check‑in statuses).
  • Cabinet — the organizer web panel and related tools (event creation, ticket sales, participant list, export, badge printing, analytics, notifications, seating, voting).
  • Agreement — this document.
  • Privacy Policy — the EventMates Privacy Policy, describing the Operator's processing of personal data.

2. General provisions and acceptance

2.1. This Agreement is a public offer addressed to persons wishing to use the Service as an Organizer. By registering an organizer account, ticking the acceptance checkbox and/or using the Cabinet, the Organizer fully and unconditionally accepts this Agreement and the Privacy Policy.

2.2. If the Organizer does not agree with the terms, it must stop using the Service and must not access Participant Data.

2.3. The fact, date and version of the accepted Agreement are recorded by the Operator. The Operator may require re‑acceptance when a new material version is published; access to the Cabinet may be restricted until the new version is accepted.

2.4. If the Organizer acts on behalf of a legal entity, the person accepting this Agreement confirms they have authority to bind that entity to it.

2.5. The Service is provided on an "as is" and "as available" basis.

3. Subject of the Agreement

3.1. The Operator grants the Organizer the right to use the Cabinet's functionality: creating and configuring events, selling Tickets to Paid Events (clause 3.5), managing the participant list, exporting data, printing badges and materials, viewing analytics, sending notifications to participants, and organizing networking seating and voting.

3.2. The Operator provides access to the Service as an information intermediary and is not a party to the relationship between the Organizer and Participants, or between Participants. The Operator's collection of Ticket payments (clause 3.5) does not make the Operator a party to the contract between the Organizer and a Participant.

3.3. Service fees. The fees for using the Service are set by the pricing published on the EventMates website. As of this version, the following terms apply:

  • free events with up to 50 participants — the Service is provided free of charge;
  • free events with more than 50 participants — the fee is agreed with the Operator individually before the event (contact support, section 14);
  • paid events (with ticket sales) — the Operator charges a commission of 7% (seven percent) of the tickets sold through the Service; the commission includes payment‑processing (acquiring) costs;
  • badge‑printing equipment — thermal‑printer kit: 500 GEL one‑time (the equipment passes to the Organizer); a visit by the Operator's specialist with the equipment: 100 GEL per event (within Georgia).

3.4. Settlements are made in Georgian lari (GEL). The Operator may change the pricing by publishing updated terms on the Service's website; changes have no retroactive effect and do not apply to events whose fee has already been agreed or paid.

3.5. Ticket sales and settlements. For Paid Events the Service provides Ticket‑sales functionality on the following terms:

  • the Organizer sets Ticket prices and the terms of participation; the Organizer is the seller of the Ticket and the party to the contract with the Participant;
  • the Operator collects Participants' payments through a payment provider, acting as the Organizer's payment‑collection agent, withholds the commission (clause 3.3) from the amounts received and pays out the remainder to the Organizer [payout procedure and timing — to be filled in];
  • Ticket refund terms are set by the Organizer in compliance with applicable consumer‑protection law; refunds are made at the Organizer's expense [treatment of the commission on refunds — to be filled in];
  • the Organizer is solely responsible for its own tax obligations in connection with Ticket sales.

3.6. The Operator may change the set of features, limits and conditions of the Service.

3.7. The Operator does not guarantee any number of participants, attendance, event outcomes or commercial results to the Organizer.

4. Organizer registration and account

4.1. Registration is by e‑mail and password; the Organizer provides an organization name. The Organizer undertakes to provide accurate information and keep it up to date.

4.2. The Organizer is responsible for keeping its credentials safe and for all actions taken under its account. The Organizer must promptly notify the Operator of any unauthorized access.

4.3. The Organizer must not share Cabinet access with third parties unnecessarily and must ensure that persons acting on its behalf comply with this Agreement.

4.4. The Organizer must not impersonate another person or organization or create events on behalf of a party that has not authorized it.

5. Organizer obligations when running an event

5.1. The Organizer undertakes to use the Service in good faith and in accordance with applicable law.

5.2. The Organizer undertakes not to:

  • post or communicate to participants false, misleading, offensive, discriminatory or unlawful information;
  • use the Service to send spam, unsolicited advertising or messages unrelated to the event;
  • infringe the rights of third parties (including personal‑data and intellectual‑property rights);
  • attempt to circumvent the Service's security, limits and restrictions, perform automated data collection beyond the provided functionality, or reverse‑engineer the Service.

5.3. Breach of this Agreement by the Organizer entitles the Operator to restrict or terminate the Organizer's access to the Cabinet and events without prior notice.

6. Access to participant data and processing of personal data (material terms)

6.1. Access. Through the Cabinet the Organizer gains access to the Participant Data of its events, including name, photo, profile details ("about", field of activity, goals, links, startup info), where available — contact details, as well as registration statuses, check‑in marks and aggregated analytics. The Organizer may export this data and print materials (badges, lists).

6.2. Roles of the parties. In respect of the processing of Participant Data that the Organizer carries out for its own purposes (organizing and running the event, communicating with participants, record‑keeping, follow‑up), the Organizer acts as an independent controller of personal data, independently determines the purposes and means of such processing, and bears full responsibility for it. The Operator, for its part, processes personal data for the purposes of operating the Service and providing the Organizer with access to it.

6.3. Purpose limitation. The Organizer undertakes to process Participant Data solely for purposes related to running the relevant event and lawfully interacting with its participants, and not to use it for extraneous purposes.

6.4. The Organizer undertakes to:

  • have its own proper legal basis for its processing of Participant Data and comply with applicable personal‑data law (Georgian law and, for EU/EEA subjects, GDPR);
  • not sell, transfer or disclose Participant Data to third parties, not publish it, and not provide access to it to persons not involved in organizing the event;
  • not use participants' contact details for unsolicited mailings, marketing or spam;
  • ensure the confidentiality and appropriate security of exported (downloaded, printed, copied) Participant Data held outside the Service, and restrict access to it;
  • delete or destroy exported Participant Data once the purposes of processing are achieved or upon a justified request from the Operator or the participant, unless retention is required by law;
  • promptly handle participants' lawful data‑subject requests in respect of the processing carried out by the Organizer, and assist the Operator in handling such requests;
  • promptly notify the Operator of any security incidents it becomes aware of concerning Participant Data obtained through the Service.

6.5. Operator's processing of the Organizer's data. The Organizer's own personal data (e‑mail, organization name, technical data) is processed by the Operator in accordance with the Privacy Policy, which forms an integral part of this Agreement.

6.6. The Operator may impose technical and organizational restrictions on access to Participant Data (including export limits, access logging) and may suspend access where abuse is indicated.

7. Artificial‑intelligence features and analytics

7.1. The Service uses artificial‑intelligence technologies (including third‑party providers such as OpenAI) to structure data, match participants, run semantic search, generate recommendations and analytics. The transfer of data to AI providers, including cross‑border transfer, is described in the Privacy Policy.

7.2. Accuracy disclaimer. AI outputs (matching, recommendations, compatibility descriptions, analytics) are generated automatically, are informational in nature and may be inaccurate, incomplete or erroneous. The Organizer makes its organizational and other decisions independently and does not rely on them as the sole basis.

8. Liability and indemnity

8.1. The Organizer bears full responsibility for its processing of Participant Data and for compliance with applicable law in doing so, as well as for the content of its events and communications with participants.

8.2. Indemnity. The Organizer undertakes to indemnify and hold the Operator harmless from any claims, actions, demands, fines and losses (including reasonable legal costs) brought against the Operator by third parties, participants or supervisory authorities and arising from the Organizer's breach of this Agreement or applicable law, including from unlawful use of Participant Data.

8.3. The Operator is not liable for the Organizer's acts or omissions in respect of Participant Data once the Organizer has gained access to it (including exported data held outside the Service), or for the content, lawfulness and outcomes of the Organizer's events.

8.4. To the maximum extent permitted by law, the Operator is not liable for indirect losses, lost profit or loss of data, or for the actions of third parties (including Telegram and AI providers) and Participants.

9. Notifications to participants

9.1. The Organizer may send Participants of its event notifications and messages related to that event (announcements, changes, reminders, materials) using the Service.

9.2. The Organizer undertakes not to use the messaging tools for messages unrelated to the event and to ensure it has a legal basis for its messages where one is required.

9.3. Messaging and activity limits. To avoid overburdening Participants and to comply with Telegram's rules, the Operator sets the following per-event limits: no more than 10 participant notifications (which may be sent no later than 7 (seven) days after the event date); no more than 5 (five) networking rounds; no more than 10 (ten) polls; no more than 1 (one) review collection. The Operator may change these limits and may restrict or suspend messaging and other activities if the limits are exceeded or where abuse is indicated.

10. Intellectual property

10.1. Exclusive rights to the Service (source code, design, texts, databases, trademarks) belong to the Operator. This Agreement does not transfer any rights to the Organizer other than the right to use the Cabinet's functionality during the term of the Agreement.

10.2. Materials generated by the Service for the event (badges, QR materials, exported lists) may be used by the Organizer for the purposes of running the event in compliance with section 6.

11. Term, amendment and termination

11.1. This Agreement is effective from acceptance until the Organizer's account is deleted or the Service ceases to be provided.

11.2. The Operator may amend this Agreement. A new version takes effect upon publication unless stated otherwise; for material changes the Operator may require re‑acceptance. Continued use of the Cabinet after the changes take effect constitutes acceptance of them.

11.3. The Organizer may stop using the Service at any time. Termination of this Agreement does not release the Organizer from its obligations in respect of Participant Data already obtained (including under section 6).

11.4. The Operator may suspend or terminate the Organizer's access in the event of a breach of this Agreement, of the law or of Telegram's rules.

12. Limitation of liability

12.1. The Service is provided "as is". The Operator does not guarantee uninterrupted or error‑free operation, data preservation, or that the Service will meet the Organizer's expectations.

12.2. Nothing in this Agreement excludes or limits liability to the extent such exclusion or limitation is not permitted by applicable mandatory law.

13. Governing law and dispute resolution

13.1. The Operator is registered in Georgia. This Agreement is governed by the law of Georgia, unless mandatory rules of the Organizer's country provide otherwise. Disputes are heard at the Operator's place of registration, with a mandatory pre‑litigation (claim) procedure.

13.2. For Organizers in the EU/EEA, the provisions of this Agreement apply subject to the mandatory rules of GDPR and the law of the Organizer's country.

13.3. This Agreement is drawn up in Russian and English. In the event of a discrepancy between the versions, the English version prevails.

13.4. If any provision of this Agreement is held invalid or unenforceable, the remaining provisions remain in force.

14. Operator details and support

For questions about the Service and in case of any problems, the Organizer may contact support: the Telegram bot @event_mates_help_bot.

  • Individual Entrepreneur Maksim Muratov, Georgia
  • Identification (registration) number: 345665336 · Registration date: 30.09.2022
  • Registering authority: LEPL National Agency of Public Registry
  • Legal address: Georgia, Batumi, Zhiuli Shartava avenue, N 32, apartment N87
  • Support: Telegram bot @event_mates_help_bot
  • Contact e‑mail: rnd.develop@gmail.com