Privacy Policy

Last updated: 11 February 2026

Overview

This Privacy & Cookies Policy explains how EventMAP Limited (“we”, “our”, or “us”) collects, uses, shares, and protects your personal data. It applies to all website visitors, clients, and users of our software solutions worldwide. By using our website, services, or cloud-based solutions, you agree to the practices described in this policy.

1. Our Role as Controller and Processor

We act as:

‍Data Controller for personal data we collect directly (e.g., via our website, communications, or contracts).
‍Data Processor when processing data in our Optime or other solutions on behalf of clients under instructions in licensing agreements.

2. Personal Data We Collect

We may collect the following types of personal data:

‍Usage Data: IP address, browser type, device details, pages visited, timestamps.
‍Account Data: Name, email, employer/company information.
‍Profile Data: Job title, preferences, profile photos, and other optional information.
‍Service Data: Data entered into our software solutions.
‍Publication Data: Content you choose to make public.
‍Enquiry Data: Contact details and content submitted through forms or communications.
‍Transaction Data: Billing and payment information (processed securely by third-party providers). - Notification Data: Details needed to send updates or alerts.
‍Correspondence Data: Emails, chats, or phone records.

3. Sources of Data

We collect data:

Directly from you.
From your employer (if they provide system access).
Through website forms, cookies, and analytics tools.
From integrated third-party services such as CRMs or payment providers.

4. Purposes and Legal Basis for Processing

We process your data to:

Deliver and manage our services.
Respond to enquiries and provide customer support.
Send transactional and marketing communications (with consent).
Ensure system and data security.
Comply with legal obligations and enforce agreements.
Perform analytics to improve services.

Legal bases include consent, performance of a contract, legitimate interests (security, operations), and legal obligations.

5. Sharing and Disclosure of Personal Data

We may share data with:

Group companies, insurers, and professional advisers.
Hosting providers (e.g., Microsoft Azure), SaaS platforms, CRMs, and analytics services (Google Analytics, Matomo).
Payment processors and banking institutions.
Regulators or law enforcement where legally required.
Other parties with your explicit consent.

6. International Data Transfers

We operate globally and may transfer data to Europe, Australia, UAE, Canada, New Zealand, Finland, and Latvia. For non-adequate countries, we use safeguards such as Standard Contractual Clauses.

7. Data Retention

We retain personal data only as long as necessary for our purposes or to comply with laws. Typical retention periods are 0–90 days after contract termination unless longer retention is required.

8. Security of Data

We employ robust security measures, including encryption, access controls, secure hosting, and staff training. Safeguards are regularly reviewed.

9. Your Rights

Under UK GDPR, you have the right to:

Confirm if we process your data.
Access and rectify personal data.
Request deletion or restriction of processing.
Object to processing.
Request data portability.
Withdraw consent at any time.
Lodge a complaint with the UK Information Commissioner’s Office (ICO).

10. Cookies Policy

Cookies are small files stored on your device. We use:

Strictly Necessary Cookies: For essential website functions.
Analytics Cookies: To understand traffic (Google Analytics, Matomo).
Functional Cookies: For saved preferences and customisation.
Marketing Cookies: For targeted ads and communication.

We use both session and persistent cookies. You can manage preferences via our cookie banner or your browser settings.

11. Changes to This Policy

We may update this Privacy & Cookies Policy periodically. Major changes will be communicated via email or a website notice.

12. Contact Us

EventMAP Limited
Company Registration: NI 043256
Email: gdpr@eventmapsolutions.com
Complaints: ICO