Orcula Data Policy

Orcula Data Policy


1.1 Who we are

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.

1.2 Who’s who

When this Privacy Policy uses the term "Organiser" we mean event creators using the Services to create events for consumers using our Services (a) to consume information about, or attend, events ("Consumers"), or (b) for any other reason. Organisers, Consumers and third parties using our Services are all referred to in these Terms collectively as "Users", "you" or "your". Orcula is a company registered in England and Wales. ("Orcula," "us," "we" or "our").

If you have any questions or concerns at any time, please do not hesitate to contact us at [email protected].


2.1 Personal data that we collect

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.


3.0 How we use your personal data

We collect and use the Personal Data we collect in a manner that is consistent with this Privacy Policy, and applicable privacy laws. We may use the Personal Data as follows:

3.1 Specific Reason

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.

3.2 Access and Use

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.

3.3 Internal Business Purposes

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.

3.4 Organiser Emails

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.

3.5 Other Purposes

If we intend to use any Personal Data in any manner that is not consistent with this Privacy Policy, you will be informed of such anticipated use prior to or at the time the Personal Data is collected or we will obtain your consent subsequent to such collection but prior to such use.


4.0 Disclose and Transfer Your Personal Data

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:

4.1 To organisers

When you register for an event, sign up for communications, or otherwise input your Personal Data (such as through a web form) to communicate with an Organiser or participate in an Organiser event, that Organiser will receive that information. For instance, if you input your name and email address into a web form for an Organiser offer or event, the Organiser will receive that information. The Organiser may then send you marketing or other communications, which may be subject to its own, separate privacy policy. Likewise, if you provide your mobile phone number, you may receive information messages related to the service, event, activity or information in which you’ve expressed interest.

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.

4.2 Legal Requirements

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.


5.0 How We Store Your Personal Data

We may store Personal Data itself or such information may be stored by third parties to whom we have transferred it in accordance with this Privacy Policy. We take what we believe to be reasonable steps to protect the Personal Data collected via the Services from loss, misuse, unauthorised use, access, inadvertent disclosure, alteration and destruction. However, no network, server, database or Internet or e-mail transmission is ever fully secure or error free. Please keep this in mind when disclosing any Personal Data.

5.1 How Long We Retain Your Personal Data

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.


6.0 Cookies, Local Shared Objects, Web Storage and Similar Technologies

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.




7.0 GDPR

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.). 


7.1 Orcula and GDPR

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

Read more



8.0 How You Can Access, Update, Correct or Delete Your 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.


9.0 Dispute Resolution

If you have a complaint about Orucla’s privacy practises you should write to us at: Orcula Limited, PO Box 272, Pontefract, WF8 9DQ