Amplitude Event Solutions Ltd. Last updated 23 September 2026
Amplitude Event Solutions Ltd ("Amplitude", "we", "us") is an events company. We provide AV and event production, live streaming, event platforms, delegate registration and on-site event support.
Orcula is an Amplitude brand. You may see the Orcula name on event websites, registration pages, web addresses and emails. It's the same company and this notice covers it.
We're registered in England and Wales, company number 09874604. Our registered address is 63 Norwood Ave, Shipley, BD18 2AX. We're registered with the Information Commissioner's Office (ICO) under number ZB811043.
This notice explains what personal data we handle, why, and what rights you have. It follows the UK GDPR, the Data Protection Act 2018 and the Privacy and Electronic Communications Regulations (PECR).
Who is responsible for your data depends on whose event or service it is.
Events we run for other organisations. Most of the events we deliver are run on behalf of a client, such as a government department, association or business (the "organiser"). If you register for, attend or join one of these events, the organiser decides what data is collected and how it's used. They are the data controller. We act as their data processor, which means we only use your data on their instructions to deliver their event. The organiser's own privacy notice applies, and it should be linked from the registration page. Questions about how your data is used for that event are best sent to the organiser, but you can also contact us and we'll pass them on.
Our own business. When you visit our website, send us an enquiry, sign up to our newsletter, or work with us as a client or supplier, Amplitude is the data controller. The rest of this notice mainly covers these situations, plus the parts of event delivery where we're involved directly, such as filming and on-site support.
If you're not sure which applies to you, get in touch and we'll tell you.
The table below covers data where Amplitude is the controller. For each purpose it shows the lawful basis we rely on under the UK GDPR.
| Who you are | What we collect | Why we use it | Lawful basis |
|---|---|---|---|
| Website visitor | IP address, browser and device details, pages visited | To run the site securely and see how it's used | Legitimate interests (keeping the site secure and working). Analytics cookies only with your consent |
| Someone who contacts us | Name, email, phone, organisation, your message | To reply and deal with your enquiry | Legitimate interests (responding to you) |
| Newsletter subscriber | Name, email, organisation | To send you news about our services and events | Consent. You can unsubscribe at any time using the link in every email |
| Client or prospective client contact | Name, job title, work email and phone, organisation | To quote for, plan, deliver and invoice work | Contract, or legitimate interests where the contract is with your employer |
| Supplier or freelancer | Name, contact details, payment details | To book and pay for services | Contract and legal obligation (tax and accounting records) |
| Event attendee (where we're involved directly) | Name, contact details, on-site incident details | To keep people safe and deal with problems on the day | Legitimate interests, or legal obligation for health and safety records |
We don't use your data for automated decisions that have a legal or similarly significant effect on you, and we don't sell personal data.
Event registration forms often ask about dietary requirements, allergies or accessibility needs. Some of this counts as health information, which the law treats as more sensitive.
When we collect it for an organiser, it's the organiser's decision what's asked and why, and their privacy notice explains the lawful basis. We only use it to make the arrangements you've asked for, such as catering or step-free access. We share it only with the people who need it to do that, such as the venue or caterer, and we restrict who can see it on our systems.
We only collect this kind of information for our own purposes where it's needed to keep you safe, for example if you're taken ill on site. In that case we rely on your explicit consent, or on the need to protect someone's vital interests in an emergency.
Many of the events we deliver are filmed, photographed, recorded or streamed live. If you speak, ask a question or appear in the audience, you may be captured.
For client events, the organiser decides what's filmed and how it's used afterwards, and should tell attendees in advance. Signs at the venue or a note on the registration page usually explain this. If you'd rather not appear, tell the organiser or one of our crew on the day and we'll do what we reasonably can, such as pointing you to seating out of shot. Speakers and panellists will usually be asked to agree to recording before the event.
We may use a small number of photos or short clips from events in our own portfolio, website or social media, but only where the organiser has agreed. We rely on legitimate interests for this and avoid close-ups of attendees who aren't speaking. If you'd like an image of you removed, contact us and we'll take it down.
We only share personal data where we need to, and we have contracts in place requiring these providers to keep it secure and use it only on our instructions.
| Provider | What they do | Where data is held |
|---|---|---|
| CrowdComms Limited | Online event platform, registration forms and event apps (privacy notice) | UK / EEA |
| EventsAir (Centium Software) | Event registration and delegate management (privacy notice) | UK, with backups in the EU |
| Amazon Web Services (AWS) | Sending registration confirmations and event emails | UK |
| Stripe | Taking card payments for event tickets. Stripe handles card details directly, so we never see your full card number | UK / EEA, with some processing in the US under UK transfer safeguards |
| Our hosting providers | Hosting our own platforms and the Orcula sites | UK / EU |
| Mailchimp (Intuit) | Sending our newsletter | US, under the UK-US data bridge |
For client events, we also pass data to the organiser, and where needed to venues, hotels and caterers so they can provide what you've booked.
We may also share data if the law requires it, for example with the police or a regulator, or to protect our legal rights.
We aim to keep personal data in the UK or the European Economic Area, which the UK recognises as having adequate protection.
If a provider does store or access data elsewhere, we make sure a legal safeguard is in place. This is usually the UK International Data Transfer Agreement or the UK Addendum to the EU standard contractual clauses, or for certified US providers, the UK-US data bridge. You can ask us for details of the safeguard used.
We keep personal data only as long as we need it, then delete or anonymise it. The periods below are our standard ones.
| Data | How long |
|---|---|
| Event data we hold for an organiser, including registrations | As agreed with the organiser in our contract with them |
| Data we hold for our own purposes, such as enquiries, client and supplier contacts, and website data | 1 year, or sooner if you ask us to delete it |
| Newsletter subscribers | Until you unsubscribe. We then keep your email on a suppression list so you aren't added again by mistake |
| Invoices and financial records | 6 years after the end of the financial year they relate to, as required for tax purposes |
| Event recordings and photos | As agreed with the organiser. Portfolio images until we stop using them or you ask us to remove them |
We use encryption in transit on our websites and platforms, restrict access to personal data to staff who need it, and require strong passwords and multi-factor authentication on our systems. Staff and freelancers who handle personal data are bound by confidentiality terms and receive data protection training.
No system is completely secure. If a breach happens that puts your data at risk, we'll report it to the ICO within 72 hours where required and tell you without undue delay if it's likely to affect you seriously. For client events, we'll tell the organiser straight away so they can do the same.
Our websites use essential cookies to work properly. We only use analytics or other non-essential cookies if you agree to them, and you can change your choice at any time. Our cookie policy lists the cookies we use and how to manage them.
Under UK data protection law you have the right to:
To use any of these rights, email [email protected] or write to us at the address below. It's free, and we'll normally reply within one month. We may need to check your identity first.
If your request is about a client event, we'll usually pass it to the organiser as they're the controller, and help them respond.
If you're unhappy with how we've handled your personal data, you have the right to complain to us. Email [email protected], call 01274 301430 or write to the address below. You can complain in whatever way suits you and we'll treat it the same.
We'll acknowledge your complaint within 30 days, look into it properly, keep you updated, and tell you the outcome without undue delay.
If you're not happy with our response, or you'd rather not come to us first, you can complain to the Information Commissioner's Office at ico.org.uk/make-a-complaint or on 0303 123 1113.
Email [email protected], call 01274 301430, or write to Amplitude Event Solutions Ltd, 63 Norwood Ave, Shipley, BD18 2AX.
We'll update this notice when the way we use personal data changes. The date it was last updated is shown at the top of this notice.
