Security
How we protect your data.
Running an event on Hostology means trusting us with bookings, payments and your guests' personal details. This page sets out how that data is handled, who can see it, and what happens if you leave.
How we protect data
Hostology keeps venue, host and guest data encrypted in transit and at rest on a private network. Everyone sees only what their role allows, payments go through Stripe straight to the venue, and everything is backed up daily. We process data on the venue's behalf and never sell it.
Secure by default.
All data in Hostology is encrypted in transit and at rest, and stored on a private network in the UK and Ireland. Each venue's data is kept separate, so your enquiries, prices and suppliers are never visible to another venue, and automated checks test this before every update.
You stay in control.
Everyone signs in with their own account and sees only what their role allows: your team works across your events, hosts see their own event and what you share, and suppliers see only the events you add them to. Remove someone and their access ends straight away, and every change is recorded with who made it.
Your hosts get the same separation. They have their own login, and can keep private notes such as budget hidden from you. Their guest list is visible to them, to you, and to the suppliers you share it with, and guests never see who else is invited. Each guest has a personal link to update their own answers, so nobody is emailing a spreadsheet around.
One record, not five copies.
The biggest risk to guest data at most venues is not a breach. It is the spreadsheet on a laptop, the guest list forwarded to a caterer, and the dietary requirements sitting in three inboxes. Running the event in one place means there is one record to control rather than copies you have lost track of, and when someone leaves the team their access ends rather than the data walking with them.
Card details never reach us.
Every payment goes through Stripe's secure checkout into the venue's own account, so we never see card details. Stripe is certified to PCI Service Provider Level 1, the highest standard in the payments industry. Hostology never shows bank details for a transfer or asks guests for them, which leaves nothing on an invoice for a fraudster to swap. Our email is configured so that providers can identify a message that claims to be from us and is not.
Backed up, and yours to take.
Hostology is backed up every day in more than one location and monitored with someone on call at weekends. Venues can download or print the run sheet, table plan and guest list ahead of the day, so there's always a copy to hand.
Venues can export their enquiries and events, and hosts their guest lists, at any time. Hosts can ask for their details to be deleted once the event is over. A venue that leaves can take a copy before its subscription ends, and after that we delete or anonymise its data under our Business Subscription Terms.
Questions
Need something for your due diligence?
If your accountant, your insurer or your IT team needs more detail, including our sub-processors, ask and we'll answer directly. Found a security issue? Get in touch and we will look at it straight away.