Privacy Policy

Ocasia is operated by Kanea Studio Ltd, a company registered in England and Wales under company number 15458475 (“Ocasia”, “we”, “us” or “our”).

We are responsible for personal information we process for our own purposes, including operating, maintaining and securing the Service.

Event organisers may independently determine how they use photographs, videos and other information obtained through Ocasia. Where they do so, they may have their own responsibilities under applicable data protection laws.

For privacy-related enquiries, contact us at team@ocasia.app.

We collect information necessary to provide, maintain and improve the Service.

This may include:

• Account information: Names, email addresses, authentication information and account preferences.
• Event information: Event names, dates, locations, settings, invitations and participation details.
• Photographs and videos: Content captured, uploaded or shared through the Service, including associated metadata.
• Usage information: Information about how users interact with the Service, including feature usage, interactions and activity.
• Technical information: Device and application information, IP addresses, technical identifiers, diagnostic information, error reports and performance data.
• Purchase information: Transaction details, payment status, purchased services and related billing information.
• Communications: Information provided when contacting us, submitting reports or requesting support.

We may use analytics and diagnostic tools, including limited session recordings, to understand how the Service is used and investigate technical issues.

Where session recordings are collected, we apply measures designed to mask sensitive information, including photographs and videos.

We may receive information from third-party services used to authenticate users, process payments or support the Service.

We do not directly collect or store complete payment card details.

We use personal information for the purposes described below, relying on the following lawful bases under UK data protection law:

• Providing the Service: Managing accounts and events, enabling participation, and storing and sharing photographs and videos. Lawful basis: Performance of a contract where applicable; legitimate interests in providing event-sharing functionality to other participants where appropriate.
• Processing purchases: Facilitating payments and providing paid features. Lawful basis: Performance of a contract; legal obligations relating to financial records.
• Security and moderation: Preventing fraud, investigating misuse, protecting users and enforcing our Terms. Lawful basis: Legitimate interests in maintaining a safe and secure platform; legal obligations where applicable.
• Analytics and improvements: Understanding usage, investigating technical issues and improving the Service. Lawful basis: Legitimate interests in maintaining and improving Ocasia, subject to applicable consent requirements.
• Communications: Sending service-related information and responding to enquiries. Lawful basis: Performance of a contract or legitimate interests in providing support, depending on the communication.
• Legal compliance: Maintaining required records, responding to lawful requests and handling legal claims. Lawful basis: Legal obligations or legitimate interests in establishing, exercising or defending legal claims, as applicable.
• Promotional use of event content: Featuring selected photographs and videos in Ocasia’s marketing. Lawful basis: Legitimate interests in promoting Ocasia, where appropriate following an assessment of individuals’ rights; consent where required.

Where we rely on legitimate interests, we consider the necessity of the processing and its potential impact on individuals’ rights and freedoms.

Where processing requires consent, you may withdraw it at any time. Withdrawal does not affect processing carried out before consent was withdrawn.

We may process information under different lawful bases where genuinely applicable to distinct purposes or circumstances.

Ocasia is designed to allow guests to contribute photographs and videos to events.

When content is uploaded:

• The event organiser can access, manage and download it.
• Other authorised participants may be able to view and download it when the event gallery becomes available.
• Content may be processed to provide features such as previews, galleries and video compilations.

By contributing content to an event, users should understand that it is intended to be shared with the organiser and potentially other participants.

Organiser use of content

Organisers may independently use photographs and videos obtained through Ocasia, including sharing or publishing them outside the Service.

Organisers are responsible for ensuring their independent use complies with applicable laws, including privacy, data protection and intellectual property laws.

Ocasia does not determine or control how organisers independently use content after downloading it.

Where organisers independently determine how and why personal information is processed, they may act as separate data controllers.

Content downloaded or shared outside Ocasia may remain available independently of our Service.

We may occasionally feature selected event photographs or videos in promotional materials, including our website, social media and advertisements.

We may use selected event content for promotional purposes where we have the necessary permissions and an appropriate lawful basis under applicable law.

Depending on the circumstances, this may include consent or our legitimate interests in promoting Ocasia, subject to individuals’ rights and reasonable expectations.

We do not automatically use all event content for promotional purposes.

We do not sell event photographs or videos to third parties as standalone content.

We share personal information where necessary to operate the Service, fulfil the purposes described in this policy or comply with applicable law.

This may include sharing information with:

• Event organisers and participants: As described in the event-sharing features.
• Service providers: Companies providing hosting, storage, infrastructure, authentication, analytics, diagnostics, communications, payment processing and related services.
• Professional advisers: Where reasonably necessary for legal, accounting or other professional purposes.
• Authorities and other parties: Where required by law or reasonably necessary to protect rights, investigate unlawful activity or comply with legal obligations.

Service providers processing information on our behalf are subject to appropriate contractual and security requirements.

Some third parties may process information as independent data controllers.

We do not sell personal information to data brokers or third-party advertisers.

Some of our service providers may process personal information outside the United Kingdom.

Where international transfers are subject to UK data protection restrictions, we use appropriate safeguards, which may include adequacy regulations, approved contractual clauses or other mechanisms permitted by law.

You may contact us for further information about the safeguards applicable to your information.

We retain personal information for as long as reasonably necessary to provide the Service, fulfil the purposes described in this policy and comply with applicable legal obligations.

Event photographs and videos may remain available while the associated event or organiser account is active.

We determine retention periods by considering factors such as:

• The nature of the information and the purpose for which it was collected.
• Whether an event or account remains active.
• Whether the information is still required to provide the Service.
• Applicable legal, security and operational requirements.
• Requests to delete information.

We may introduce or modify storage limits and retention periods as the Service evolves, subject to applicable law and appropriate notice.

When content is deleted, we take steps to remove it from our active systems. Some information may remain temporarily in backups or other systems where reasonably necessary for technical, security or legal purposes.

Copies previously downloaded or shared by organisers or other participants may remain outside our control.

We retain personal information only for as long as necessary for the purposes described in this policy, taking into account applicable legal requirements.

Depending on your circumstances and applicable law, you may have the right to:

• Access: Request a copy of your personal information.
• Correction: Request correction of inaccurate information.
• Deletion: Request deletion of your personal information.
• Restriction: Request that certain processing activities be restricted.
• Portability: Receive certain information in a portable format.
• Objection: Object to processing based on legitimate interests.
• Withdrawal of consent: Withdraw consent where processing relies on it.

These rights may be subject to legal conditions and exceptions.

To exercise your rights, contact team@ocasia.app.

We may request information necessary to verify your identity before responding.

We respond to valid requests within the timeframes required by applicable law.

Removing event content

Organisers may delete events and associated content through the available features.

Guests may request removal of content through available reporting or support channels.

Deleting content from Ocasia does not automatically remove copies independently downloaded or shared by others.

Where another organisation independently controls your personal information, you may also need to contact that organisation regarding its processing.

Complaints

If you have concerns about how we handle your personal information, please contact us.

You also have the right to complain to the UK Information Commissioner’s Office (ICO) or another applicable supervisory authority.

Ocasia is not intended for children under 13.

Users must be at least 18 years old to create an organiser account or purchase paid services.

Event photographs and videos may contain images of children who are not themselves users of the Service.

We recognise that children’s personal information requires additional care and take their rights and interests into account when processing such content.

We use appropriate technical and organisational measures designed to protect personal information against unauthorised access, disclosure, alteration and loss.

These measures may include encryption, access controls, restricted storage access and security monitoring.

No method of electronic storage or transmission is completely secure.

We regularly review our security practices and take reasonable steps to address identified risks.

We may update this Privacy Policy to reflect changes to our Service, business practices or legal obligations.

When we make changes, we will update the date at the top of this policy.

Where changes materially affect how personal information is processed, we will provide appropriate notice and obtain consent where legally required.

For questions, concerns or requests relating to this Privacy Policy, contact:

Kanea Studio Ltd

Company number: 15458475

Registered in England and Wales

Email: team@ocasia.app

Website: ocasia.app