Oxfordshire Discoveries Circle Ltd

Last updated: 6 August 2026

Oxfordshire Discoveries Circle ("we", "us") hosts small, curated social events across Oxfordshire. Looking after your personal information is part of hosting you well, this policy explains what we collect, why, and the choices you have.

1. Who we are

Oxfordshire Discoveries Circle Ltd is the data controller for the personal information described in this policy.

Registered company: Oxfordshire Discoveries Circle Ltd, company no. 17343232, registered office: 71-75, Shelton Street, Covent Garden, London, United Kingdom, WC2H 9JQ

Contact for privacy matters: info@oxfordshirediscoveriescircle.com

2. What we collect

When you join our guestlist or request an invitation: your name, email address, phone number (if provided), where you're based, what you do for work, your interests, your answers to our questions about what draws you to our events, whether you'd attend solo or with someone, and how you heard about us; and, for returning guests, light notes on your preferences from past events so we can host you well.

When you book an event: your booking and payment details (payments are processed by our payment provider, we never see or store your full card details), dietary requirements and allergies, and any accessibility needs you share with us.

When you visit our website: technical information such as pages visited and device type, collected through cookies and similar technologies by our website platform (Squarespace) and, where you've consented, by advertising tools such as the Meta Pixel. See section 9.

At our events: occasional photography and video, as described in section 7.

3. How we use your information

• To review invitation requests and manage our guestlist

• To plan and host events, including composing our tables thoughtfully, preparing venues for dietary and accessibility needs

• To manage bookings and payments

• To send you service emails about your requests and bookings

• To send you news and event announcements by email, only if you've opted in, and you can unsubscribe at any time using the link in every email

• To understand how people find us and improve our events and marketing

• To run and measure the performance of our advertising, where you've consented to marketing cookies

• To keep our website and records secure

4. Our lawful bases

Under UK data protection law, we rely on: contract (managing your bookings), consent (marketing emails, marketing cookies and advertising tools such as the Meta Pixel, and your dietary and accessibility information, see section 5), and legitimate interests (reviewing invitation requests, planning well-hosted events, and understanding our audience, always balanced against your rights).

5. Dietary and accessibility information

Dietary requirements and accessibility needs can sometimes reveal information about health, disability, or religious beliefs, which the law treats as special category data. We use this information only to host you properly, cater for you safely, and prepare venues for your needs, share it with event venues only to the extent needed for these purposes, and never use it for any other purpose. By providing it, you consent to this use; you can ask us to delete it at any time.

6. Who we share your information with

We never sell your information. We share it only with:

• Event venues: limited to what they need to host you: typically first names, final guest numbers, and dietary or accessibility requirements

• Service providers: our website and commerce platform (Squarespace), payment processor, and email service, each acting under their own security obligations

• Advertising platforms: where you've consented to marketing cookies, tools such as Meta (Facebook and Instagram) receive technical information about your visit to help us measure and target our advertising. See section 9.

• Authorities: if required by law

Some of our service providers process data outside the UK; where they do, transfers are protected by UK-approved safeguards such as the UK Extension to the EU-US Data Privacy Framework or standard contractual clauses.

7. Photography at events

We occasionally capture photography and short video at events for our own marketing channels. We ask about this when you book, and if you'd rather not appear, just tell us, it's never a problem, and we will take care to keep you out of published content.

8. How long we keep your information

• Guestlist details: while your interest remains active; we periodically remove details of people who haven't engaged with us for 2 years

• Booking records: for the duration of our relationship, then as required for tax and accounting purposes (normally 6 years)

• Hosting profiles: while you remain an active guest, deleted on request

• Marketing preferences: until you unsubscribe

9. Cookies

Our website runs on Squarespace, which uses cookies that are necessary for the site to function, and analytics cookies to help us understand how the site is used. Where you consent, we also use marketing and advertising cookies, including the Meta Pixel, which shares information about your visit with Meta so we can measure and better target our advertising on Facebook and Instagram. You can control cookies, including switching off marketing cookies, through your browser settings and the site's cookie banner.

10. Your rights

You have the right to access the personal information we hold about you, correct it, ask us to delete it, object to or restrict our use of it, withdraw consent at any time, and receive a copy in a portable format. To exercise any of these, email info@oxfordshirediscoveriescircle.com and we'll respond within one month.

If you're unhappy with how we've handled your information, you can complain to the Information Commissioner's Office (ico.org.uk), though we'd welcome the chance to resolve it with you first.

11. Changes to this policy

We'll post any updates to this policy on this page, and where changes are significant, we'll let you know by email.