Privacy policy

1. What we collect

When you register for an event

• Your name, work email address and mobile number.
• Your organisation, designation, seniority and department, and your LinkedIn profile link if you give it.
• A photo, only if you choose to add one, to make your personal attendee card.
• How you would like to receive your pass (WhatsApp or email) and your consent to be contacted about the event.

When you message us on WhatsApp

• Your WhatsApp phone number and the profile name you have set in WhatsApp.
• The messages you send us, including button replies and the captions or file names of anything you attach.
• Delivery information from WhatsApp, such as whether our messages to you were delivered or read.

At the event

• When your pass is scanned at the entrance (check-in time), and badges printed for you.

From past events

• Records of earlier Total Communications events you registered for or attended.

We do not ask for, and ask you not to send us, sensitive information such as identity card numbers, financial details or health information over WhatsApp.

2. How we use it

• To run your registration: review it, confirm it, and send your personal pass with its QR code and, if you added a photo, your attendee card.
• To keep you informed about the event you registered for: reminders before the event, changes to the date, venue or agenda, and a thank-you with a short feedback survey afterwards.
• To answer you: our team reads and replies to the messages you send us.
• To check you in at the entrance and print your badge.
• To tell you about future events, only where you have not opted out. You can stop these at any time (see Your choices).
• To plan better events: overall attendance numbers and the kinds of organisations that attend.

Our team may use an AI assistant (Claude, by Anthropic) to help review registrations and draft replies. A member of our team always makes the final decision and sends the message. When reviewing registrations we share only names, designations, organisations and email domains with it, never phone numbers or full email addresses. When drafting a reply, the text of that conversation is shared. Anthropic does not use this information to train its models.

We do not sell your information, and we do not use it for anything unrelated to our events.

3. WhatsApp

We use the WhatsApp Business Platform (Cloud API), provided by Meta Platforms, to send passes, reminders and event updates, and to reply to your messages. We only message you on WhatsApp if you gave us your number for that purpose or messaged us first.

• Messages between you and us pass through Meta’s systems. Meta may store message content for a short period (up to 30 days) to deliver it, and processes it under its own terms and privacy policy.
• Your conversation with us is visible to our events team, who use it only to help you.
• Reply STOP at any time and we will stop sending you WhatsApp messages about future events. You can also block our number in WhatsApp.

4. Who we share it with

We share information only with the service providers that help us run our events, and only what each needs:

• Meta Platforms, for WhatsApp messages.
• Our email provider, to send your pass and event emails.
• Our hosting and network providers, who run the servers and connections our website and systems use.
• Anthropic, for the AI assistance described above.

Your name, organisation and designation may appear on your badge and attendee card. We do not give your contact details to sponsors or other third parties for their own marketing. We may disclose information if the law requires it.

5. How long we keep it

We keep registration and attendance records for as long as they help us run and plan our events, so that we can recognise returning attendees and keep you informed about the events you are interested in. Messages are kept with your contact record for the same reason. You can ask us to delete your information at any time (see Deleting your data).

6. How we protect it

• All connections to our website and systems are encrypted (HTTPS).
• Only our own staff can see your information. Each has a personal account protected by two-factor authentication, on approved devices only.
• Passes are digitally signed so they cannot be forged, and every change to our records is logged.

No system is perfectly secure, but we work to protect your information and will act quickly if anything goes wrong.

7. Your choices and rights

• Stop event announcements: reply STOP on WhatsApp, or use the unsubscribe link in any announcement email. You will still receive messages about an event you have registered for, such as your pass.
• See or correct your information: email us and we will tell you what we hold and fix anything that is wrong.
• Delete your information: see below.

8. Deleting your data

To ask us to delete the information we hold about you, including your WhatsApp conversation with us:

1. Email hello@totalcommunications.com.pk with the subject “Delete my data”, or send the message “Delete my data” to our WhatsApp number.
2. Tell us the name and the email address or mobile number you registered with, so we can find your records.
3. We will confirm your request and delete your registrations, photo, attendee card, messages and contact details within 30 days, and let you know when it is done.

We may keep a minimal record where the law requires it (for example, invoices for paid registrations). Deleting your data cancels any pass you hold for an upcoming event. Messages already in your own WhatsApp app stay on your phone; you can delete them there.

9. Contact us

Questions about this policy or your information: hello@totalcommunications.com.pk. If we change this policy we will update the date at the top of this page.