We are a registration and delegate management platform. Through our platform, mobile apps and services, we enable people to register for events, book hotels and more.
If you have any questions or concerns at any time, please do not hesitate to contact us at [email protected].
When you use or interact with us through the Services, we may collect Personal Data. Sometimes this will be on our own behalf and other times this will be on behalf of an Organiser using our Services to run an event. (please see section 4.1 for more information on this)
Information you provide to us: For all Users we collect Personal Data when you voluntarily provide such information to the Services, such as when you register for access to the Services, contact us with inquiries, respond to one of our surveys or browse or use certain parts of the Services. The Personal Data we may collect includes without limitation your name, address, email address and any other information that you choose to provide and/or that enables Users to be personally identified.
If you provide Personal Data for a certain purpose, we may use the Personal Data in connection with the purpose for which it was provided. For instance, if you contact us by e-mail, we will use the Personal Data you provide to answer your question or resolve your problem and will respond to the email address from which the contact came.
If you provide Personal Data in order to obtain access to or use of the Services or any functionality thereof, we will use your Personal Data to provide you with access to or use of the Services or functionality and to analyse your use of such Services or functionality. For instance, if you supply Personal Data relating to your identity or qualifications to use certain portions of the Services, we will use that information to make a decision as to granting you access to use such Services and to assess your ongoing qualification to use such Services.
We may use your Personal Data for internal business purposes, including without limitation, to help us improve the content and functionality of the Services, to better understand our Users, to improve the Services, to protect against, identify or address wrongdoing, to enforce our Terms of Service, to manage your account and provide you with customer service, and to generally manage the Services and our business.
We allow Organisers to use our email tools to contact Consumers for their current and past events, so you may receive emails from our system that originate with such Organisers and that we send on their behalf. If you registered for an event on the Services, your email address is available to that Organiser. However, Organisers may also import the email addresses they have from external sources and send communications through the Services to those email addresses, and we will deliver those communications to those email addresses on the Organiser's behalf. The Organiser and not Orcula is responsible for sending these emails.
We may use your Personal Data to help us whilst using our contact tracing and virus prevention tools. Your Personal Data may be used internally to determine if you have come into contact with an infected person, surface or area.
For instance, if a person supplies information to Orcula about a virus they may have had whilst at the same event as you, we may use your Personal Data to determine if you were at the same event and the likelihood of you being infected. We may then use your Personal Data to inform you of these results.
At no point will we use your Personal Data to share any connections, illnesses or otherwise links to another person.
For instance, if we send out a notification to you that you may have been in contact with another person that was showing symptoms of a virus; you will only be notified of these facts, we will not share any details of the person/s you were in close contact of, or indeed any further details such as times, or very specific locations.
We do not sell your Personal Data. We will not sell your Personal Data to third parties, including third party advertisers. There are certain circumstances in which we may disclose, transfer or share your Personal Data:
We are not responsible for the actions of these Organisers, or their Third Party Organisers (or other downstream recipients of your Personal Data), with respect to your Personal Data. It is important that you review the applicable policies of the Organisers, and if applicable and available, their appointed Third Party Organisers, of an event before providing Personal Data or other information in connection with that event.
We may disclose your Personal Data if required to do so by law in order to (for example) respond to a request from law enforcement, a court or a government agency (including in response to public authorities to meet national security or law enforcement requirements), or in the good faith belief that such action is necessary to (a) comply with a legal obligation, (b) protect or defend our rights, interests or property or that of third parties, (c) prevent or investigate possible wrongdoing in connection with the Services, (d) act in urgent circumstances to protect the personal safety of Users of the Services or the public, or (e) protect against legal liability.
We may retain your Personal Data as long as you are registered to use the Services. You may close your account by contacting us. However, we may retain Personal Data for an additional period as is permitted or required under applicable laws. Even if we delete your Personal Data it may persist on backup or archival media for an additional period of time for legal, tax or regulatory reasons or for legitimate and lawful business purposes.
When we provide services, we want to make them easy, useful and reliable. Where services are delivered on the internet, this sometimes involves placing small amounts of information on your device, for example, computer or mobile phone. These include small files known as cookies. They cannot be used to identify you personally.
These pieces of information are used to improve services for you through, for example:
- Enabling a service to recognise your device so you don’t have to give the same information several times during one task
- Recognising that you may already have given a username and password so you don’t need to do it for every web page requested
- Measuring how many people are using services, so they can be made easier to use and there’s enough capacity to ensure they are fast.
You can manage these small files yourself through your browser setting.
The EU General Data Protection Regulation (GDPR)
In May 2018, a new data privacy law known as the EU General Data Protection Regulation (or the "GDPR") went into effect. The GDPR requires Orcula and Organisers using the Service to provide Users with more information about the processing of their Personal Data.
Here is what you need to know:
Legal grounds for processing your Personal Data
The GDPR requires us to tell you about the legal ground we're relying on to process any Personal Data about you. The legal grounds for us processing your Personal Data for the purposes set out in Section 3 and 4 above will typically be because:
• you provided your consent;
• it is necessary for our contractual relationship;
• the processing is necessary for us to comply with our legal or regulatory obligations; and/or
• the processing is in our legitimate interest as an event registration platform (for example, to protect the security and integrity of our systems and to provide you with customer service, etc.).
To assist organisers with their GDPR compliance, Orcula provides three key components:
• An enclosed and robust ecosystem
• A fully compliant platform, databases, security and processing
• A protection toolkit - The Orcula Data Protection Toolkit is a fully integrated set of tools and processes designed for organisers to assist them with their GDPR compliance and provide superior data protection of their attendee’s personal data
You can request access to your Personal Data being stored by us. You can also ask us to correct, update or delete any inaccurate Personal Data that we process about them. If a Consumer initiates a data deletion request, Orcula is authorised to delete or anonymise Personal Data of the requesting Consumer from the Services even if that means removing its availability to the Organiser through the Services. However, if you are a Consumer, you understand that even if Orcula deletes or anonymises your Personal Data upon your request or pursuant to this Policy, your Personal Data may still be available in the Organiser's own databases if transmitted to the Organiser prior to Orcula receiving or taking action on any deletion or anonymisation activity.
We will consider and respond to all requests in accordance with applicable law.
If you have a complaint about Orucla’s privacy practises you should write to us at: Orcula Limited, PO Box 272, Pontefract, WF8 9DQ