Your delegate list is the most sensitive file a conference holds. This page says where Orkestriq keeps it, who can see it, how you get it back and how it is deleted. Every statement here is backed by our Privacy Policy, the Data Processing Agreement you sign before any data is loaded, and the sub-processor list.
Where your data is held
Delegate records, event data and uploaded files are stored in our primary datastore, which is hosted in the European Union. The application itself is served through a global edge network, and email delivery and the AI delegate assistant run through providers in the United States under standard contractual clauses and the UK Addendum. Each provider, what it processes and where, is listed on the sub-processors page.
Who can see it
You are the data controller. Orkestriq is your processor and acts only on your documented instructions. A Data Processing Agreement is signed before any delegate data is loaded.
- Your team. Access is by named account, with roles that limit what each person can do. You decide who is invited and what they can reach.
- Other Orkestriq customers. Never. Every query is scoped to your organisation in the database itself, not only in the application, so one client's data cannot be read from another client's account.
- Orkestriq staff. Support access to your account is recorded, and the record is visible to you inside the platform: who at Orkestriq opened your account, when, and through what.
How delegates sign in
Delegates use a web portal that needs no app and no password. They sign in with a six-digit code sent to the email address on their registration. Portal access closes automatically 7 days after each event ends, so a link that was shared during the conference stops working on its own. Delegates registered for another event with the same organiser move straight to it without signing in again.
Getting your data back
You can export your full delegate list from the dashboard at any time, during the event or after it, as a spreadsheet. There is no lock-in and nothing to request from us. When a contract ends, you choose whether we return the data or delete it, and we do so within 30 days.
Deleting it
When you ask us to remove your delegate data, we delete it permanently and confirm in writing. On termination it is deleted within 30 days unless you elect a return first, and existing copies are removed unless the law requires us to keep them. Residual copies in backups are overwritten in the ordinary backup rotation.
Security measures
- Encryption in transit (TLS) and at rest.
- Role-based access control and per-tenant isolation enforced in the database.
- Audit logging, including a client-visible record of staff access.
- Regular penetration testing and patch management.
- If a personal data breach affects your data, we notify you without undue delay and within 48 hours of becoming aware of it.
- You may audit our compliance with the Data Processing Agreement once a year on 30 days' written notice, or request written evidence of compliance.
Sub-processors
We use a small number of providers to run the service. Each is bound by written data-protection terms and processes data only on our documented instructions. The current list, with the purpose, the data involved, the location and the transfer safeguard for each, is maintained at orkestriq.io/sub-processors. Our AI provider does not use data sent through its API to train its models.
The company
Orkestriq is a product of Automyx Ltd, a company registered in England and Wales, company number 17274298, registered office 3 Avantgarde Place, London E1 6GU. Automyx Ltd is registered with the UK Information Commissioner's Office under number ZC177352.
Contact
Data-protection requests and questions about this page: privacy@automyx.io. For a copy of the Data Processing Agreement before you sign, or to complete a security questionnaire, write to orkestriq@automyx.io.