PRIVACY POLICY

OMOI Privacy Notice

Last updated: 5 September 2026

OMOI Ltd (“OMOI”, “we”, “us” or “our”) respects your privacy and is committed to protecting your personal information.

This Privacy Notice explains what personal information we collect, why we collect it, how we use and protect it, who we may share it with, how long we keep it and the rights you have in relation to your personal information.

This notice applies when you visit our website, make an enquiry, subscribe to our newsletter, book or use our services, or purchase a digital product from us.

1. Who We Are

OMOI LTD is the data controller responsible for the personal information described in this Privacy Policy. OMOI LTD is registered with the Information Commissioner’s Office (ICO) as a data protection fee payer under registration reference ZC238767.

You can contact us about privacy or data protection matters at:

Email: hello@omoi.co.uk
Address: 82A James Carter Road, Mildenhall, IP28 7DE

2. The Information We Collect

The personal information we collect depends on how you interact with us.

When you make an enquiry about an event, we may collect:

Your first and last name
Email address
Telephone number
The type of event or service you are interested in
Your preferred event date
The location of your event
Approximate guest numbers
Information you choose to provide about your event

If you become a client, we may also collect information required to plan and provide your event services, including:

Billing and payment information
Event and venue information
Information relating to suppliers and other people involved in your event
Correspondence between you and OMOI
Details necessary to manage your booking and provide the agreed services

If you purchase a digital product from OMOI, we may collect:

Your name
Email address
Billing and transaction information
Information relating to your purchase

Payment card information may be processed directly by our payment provider rather than being stored by OMOI.

If you subscribe to our newsletter, we may collect your name and email address together with information about your marketing preferences.

When you visit our website, certain technical information may also be collected automatically, such as your device type, browser, IP address and information about how you use our website.

Please do not include sensitive personal information in an initial enquiry unless it is genuinely necessary.

3. How We Collect Your Information

We collect personal information directly from you when you:

Complete an enquiry, event questionnaire or contact form
Contact us by email, telephone or social media
Subscribe to our newsletter
Book or purchase a service
Purchase a digital product
Communicate with us during the planning or delivery of an event
Provide feedback or contact us with a question or complaint
Use or interact with our website

We may also receive limited information from third parties where this is necessary to provide our services, for example venues, suppliers, payment providers or other people involved in an event.

4. How and Why We Use Your Information

We may use your personal information to:

Respond to your enquiries
Check our availability for your event
Discuss your requirements with you
Prepare quotations or proposals
Arrange consultations
Enter into and manage contracts with our clients
Plan, coordinate and deliver event services
Communicate with venues, suppliers and other relevant parties where necessary
Process payments and maintain financial records
Deliver digital products you purchase
Provide customer support
Manage complaints or disputes
Maintain and improve our website and services
Protect our website and business from fraud, misuse and security risks
Send newsletters or marketing communications where you have agreed to receive them
Comply with our legal and regulatory obligations

4.1 Meeting Recordings and Transcription

With the permission of all attendees, OMOI may record certain client meetings to help prepare accurate notes, document decisions and produce post-meeting summaries.

Meeting recordings may contain names, voices, images where video is used, project information and other personal information shared during the meeting. OMOI may use secure meeting, transcription or artificial-intelligence services to process recordings and assist with producing transcripts or summaries. Any automatically generated summary will be reviewed by OMOI before it is used or shared.

Attendees will be informed before a recording begins and may decline or withdraw their permission. Where a meeting is not recorded, OMOI may take written notes instead.

Recordings will be stored securely, made available only to those who require access and deleted when they are no longer needed to prepare or verify the meeting record. Written summaries, agreed decisions and relevant project notes may be retained as part of the Client’s project file.

For questions about meeting recordings or transcripts, or to request access to personal information held by OMOI in relation to a recorded meeting, please contact, please contact events@omoi.co.uk.

5. Our Lawful Bases for Using Your Information

Under UK data protection law, we must have a lawful reason for using your personal information.

Depending on the circumstances, we may rely on:

Contract
Where we need your information to take steps at your request before entering into a contract or to provide services you have booked or purchased.

Legal obligation
Where we need to retain or use information to comply with legal, accounting, tax or regulatory requirements.

Legitimate interests
Where using your information is reasonably necessary to operate and protect our business, respond to enquiries, improve our services, maintain appropriate records or protect our legal rights, provided those interests are not overridden by your rights and interests.

Consent
Where you have specifically agreed to a particular use of your information, such as subscribing to marketing emails. You can withdraw your consent at any time.

Where we need to process particularly sensitive information, we will only do so where we have an appropriate lawful basis and an additional legal condition permitting us to use that information.

6. Marketing and Newsletters

If you choose to subscribe to the OMOI newsletter, we may send you information about upcoming events, new digital products, services and other OMOI updates.

You can unsubscribe at any time by using the unsubscribe option included in our emails or by contacting us at hello@omoi.co.uk.

Unsubscribing from marketing will not prevent us from sending you necessary communications relating to an enquiry, booking, purchase or service you have requested.

7. Who We Share Your Information With

We do not sell your personal information.

Where necessary, we may share relevant information with trusted third parties who help us operate our business or provide our services, including:

Website and hosting providers
Email and newsletter service providers
Payment processors
IT and cloud storage providers
Professional advisers such as accountants, insurers or legal advisers
Venues, event suppliers and service providers where necessary for your event
Government bodies, regulators, courts or law enforcement agencies where required by law

We only share information that is reasonably necessary for the relevant purpose.

Third-party service providers processing personal information on our behalf are expected to handle that information appropriately and securely.

8. International Transfers

Some of the technology and service providers we use may process or store personal information outside the United Kingdom.

Where personal information is transferred internationally, we will take appropriate steps to ensure that the transfer is permitted under UK data protection law and that appropriate protections are in place.

9. How Long We Keep Your Information

We do not keep personal information for longer than we reasonably need it.

As a general guide:

Enquiries that do not become bookings will normally be retained for up to 12 months after our last communication
Client and event records may be retained for as long as reasonably necessary to provide the service, handle queries, protect our legal rights and meet record-keeping requirements
Financial, transaction and accounting records may be retained for up to six years or for longer where required by law
Newsletter information will normally be retained until you unsubscribe or withdraw your consent
We may retain limited information recording that you have opted out of marketing so that we can respect your preference
Website and technical information is retained according to the purpose for which it was collected and the settings of the relevant website or technology provider

Where information is no longer required, we will delete, anonymise or securely dispose of it where appropriate.

10. Cookies and Website Technologies

Our website may use cookies and similar technologies to operate correctly, remember preferences, understand how visitors use the website and improve its performance.

Some cookies are necessary for the website to function. Other cookies or technologies may require your permission before they are used.

You can manage your preferences through the cookie controls available on our website.

For further information, please see our Cookie Policy.

11. How We Protect Your Information

We take reasonable organisational and technical measures to protect personal information against unauthorised access, loss, misuse, alteration or disclosure.

Access to personal information is limited to people and service providers who reasonably require it for the purposes described in this notice.

Although we take appropriate precautions, no method of transmitting or storing information electronically can be guaranteed to be completely secure.

12. Your Data Protection Rights

Depending on the circumstances, you may have the right to:

Access your information
You can ask us for a copy of the personal information we hold about you.

Correct your information
You can ask us to correct information you believe is inaccurate or complete information you believe is incomplete.

Request deletion
You may ask us to delete your personal information in certain circumstances.

Restrict how we use your information
You may ask us to restrict the processing of your personal information in certain circumstances.

Object to processing
You may object to certain uses of your personal information, including direct marketing.

Data portability
In certain circumstances, you may ask us to provide information to you or another organisation in a commonly used electronic format.

Withdraw consent
Where we rely on your consent, you may withdraw that consent at any time. This will not affect any processing that took place before your consent was withdrawn.

These rights are not absolute and may not apply in every situation.

To exercise any of your rights, contact us at hello@omoi.co.uk.

13. Data Protection Complaints

If you have concerns about how OMOI has collected or used your personal information, please contact us first so that we have an opportunity to investigate and resolve your concern.

Please email:

complaints@omoi.co.uk

Please make it clear that your message relates to a data protection complaint.

We will acknowledge receipt of a data protection complaint within 30 days and will take appropriate steps to investigate it without undue delay. We will keep you informed where appropriate and explain the outcome of our investigation.

You also have the right to raise concerns with the UK Information Commissioner’s Office (ICO), the independent regulator for data protection.

Further information is available from the Information Commissioner’s Office.

14. Automated Decision-Making

OMOI does not currently use personal information to make solely automated decisions that produce legal or similarly significant effects on individuals.

15. Changes to This Privacy Notice

We may update this Privacy Notice from time to time to reflect changes to our business, website, services or legal requirements.

The latest version will always be available on our website and the date at the top of this page will show when it was last updated.

16. Contact Us

If you have any questions about this Privacy Notice, the information we hold about you or your data protection rights, please contact:

OMOI Ltd
Email: hello@omoi.co.uk
Address: 82A James Carter Road, Mildenhall, IP28 7DE.