Who owns the guest list
The host owns it. When someone enters your room, they are your guest at your event, and the details they give at the door are yours. BrandedRooms does not sell guest details, does not share them with other customers and does not pool guest lists across rooms or companies. A guest who attends two different companies' events in two different rooms is two separate entries in two separate hosts' lists, and neither host sees the other's.
For agencies running rooms on behalf of clients, the host of each event is the client, so the client's guest list belongs to the client. Write that into the client agreement, along with where the list goes and who at the agency may see it.
Ownership also shapes how you talk about the room to guests. The door should name you as the host, because you are the one collecting the details and the one who will follow up. BrandedRooms is the room; your company is the host.
What the room collects, and what it does not
We keep collection deliberately small. The door asks only for what powers the event and the follow-up.
- Collected at the door: the guest's first name and email address, with the guest's consent, plus the event they joined. Guests who are already signed in skip the form.
- Your choice for each room: whether email is required. Making it required is what powers follow-up; making it optional lowers the bar for guests who only want to watch.
- Recorded as part of the event: the attendee list of who entered, so the host knows who attended.
- Not required: phone numbers, job titles, company names or anything else. Nothing beyond the first name, email and event is needed to enter a room.
Where guest details go
Guest details go to the host and to the tools the host connects, and nowhere else. During the free 30-day trial and on the Generic Room, the host exports the guest list as a CSV, tagged by event, and the attendee list shows the host who is in during the meeting. On a Branded Room or Custom Deluxe, guest details can also be sent to the host's CRM or email tool with tags for each event. Custom integrations are available on request and scoped with your team, including which systems receive guest details.
The meeting itself is separate. When a guest joins, they join your meeting on your meeting platform account as an attendee, so the meeting platform handles the meeting under your account and its terms, just as it would for any meeting you host. Review those terms alongside ours, so your privacy notice covers both.
Consent at the door, done well
Consent works best when the door says plainly what happens next. Your waiting-room wording and your follow-up plan should match. A practical door notice covers four points in a sentence or two each.
- Who is hosting: your company or brand name, not a vendor's.
- What you collect: first name and email, for this event.
- What you will send: the replay, the resources or the next event, and nothing the guest would not expect.
- Where to read more: a link to your own privacy policy, and how to ask for details to be removed.
The host's responsibilities
Owning the guest list also means looking after it. Send guests only the follow-up the door promised, and respect unsubscribe requests in the tools you connect. Decide how long you keep event lists and who on your team may see them, and keep CSV exports somewhere access is controlled rather than in an inbox. When a guest asks to be removed, remove them from the room's records and from the systems the room sent them to. If you want to talk through retention or removal for your account, our team will explain what the room stores and how to clear it.
For internal events with employee sign-in, which is available on request, agree with your people and IT teams which details from the sign-in the attendee list keeps, and keep it to what the event needs.
A privacy checklist before your first event
Run through this list once for each room, and again whenever the room's purpose or connected tools change.
- Decide whether email is required at the door for this room, and why.
- Write the door notice: who is hosting, what you collect, what you will send and where to read your privacy policy.
- Confirm where guest details go: the CSV export, your CRM or email tool, or both, and which tags each event uses.
- Name who on your team may see each event's guest list.
- Set how long you keep event lists, and where exports are stored.
- Agree how removal requests are handled, and who handles them.
- Check that the follow-up you have planned matches what the door promised.
- For internal events with sign-in, agree which sign-in details the attendee list keeps.
For your security and privacy review
We do not claim security or compliance standards we have not been assessed against, and we would rather tell you that plainly than hide it in fine print. What we can commit to in writing is how guest details are handled: they belong to the host, are collected with consent at the door, are limited to the first name, email and event, and are never sold or shared with other customers.
If your vendor review includes a security or privacy questionnaire, send it to our team and we will answer what is true today. On-request scopes can also cover single sign-on, the systems that receive guest details and dedicated support for your review process.