Events and enquiries
Conference and lead privacy notice
If you met us at a conference or scanned one of our QR codes and filled in our interest form, this notice explains what we do with your details.
1. About this notice
Last updated: 10 October 2026.
This notice covers the interest form at scribe.oxonia.ai/meet, also reached from oxonia.ai/meet and the QR codes we show at conferences and events, and details you give us in person at an event. In our legal documents, "Oxonia Academy", "Oxonia", "we" and "us" mean Oxford City Academy for Education and Development (OAED), of which Oxonia Academy is part. Its registered office is [Registered office address].
We are the controller of these details. Our main privacy notice also applies.
2. What we collect
- About you: your name, role, work email, and your WhatsApp or phone number if you give one.
- About your institution: its name, type, country and city, and the approximate number of students and staff.
- Your interests: the Oxonia products you want to hear about, the challenges you are facing, your timeline, how and when you would like to be contacted, and any notes you add.
- Someone else to contact, if you choose to give a colleague's name, role, email or WhatsApp number instead of your own.
- Records we add: the event or QR code you came from, the time you gave consent, a one-way scrambled (hashed) version of your IP address and your browser type, to stop spam and abuse.
3. Why we use it and our lawful basis
| Purpose | Lawful basis |
|---|---|
| Contacting you about your enquiry by the method you chose, and arranging a demo, pilot or quote | Your consent, given by ticking the box on the form |
| Following up with information about the products you asked about | Your consent, and steps at your request before a possible contract |
| Preventing spam and abuse of the form | Our legitimate interests in keeping the form secure |
| Sending general news about Oxonia | Only if you separately agree. We do not add you to a newsletter just because you filled in the form |
4. If you give us a colleague's details
Please only give someone else's details if they are happy for you to do so. When we first contact them, we will tell them where we got their details and point them to this notice, and we will stop if they ask us to.
5. Who sees it
Our sales and partnerships team, who receive an email for each new enquiry. The details are stored in our systems, run by the service providers listed on our sub-processors page. If you ask us to contact you on WhatsApp, the messages also pass through WhatsApp, under its own terms. We do not sell your details or share them for advertising.
6. How long we keep it
We keep your enquiry for 24 months after our last contact with you, unless your institution becomes a customer, in which case the details of the people managing the contract are kept as our privacy notice describes. If you withdraw consent or ask us to delete your details, we delete them within 30 days and keep only a short record that you asked us not to contact you, so that we respect it.
7. Opting out and your rights
- Reply "STOP" to any WhatsApp message or text from us.
- Use the unsubscribe link in any email, or reply asking us to stop.
- Email privacy@oxonia.ai to withdraw consent, see a copy of your details, correct them or have them deleted.
Withdrawing consent does not affect contact we made before. See Data requests for how requests work.
8. Transfers and complaints
Some of our service providers process data outside the UK, with the safeguards described in our privacy notice. If you are unhappy with how we handled your details, contact privacy@oxonia.ai. You can also complain to the ICO in the UK or to your local data protection authority, listed in the regional privacy addenda.
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