Privacy Policy

1. Who We Are

International DMC is operated by International DMC Ltd, a company registered in England and Wales (Company No. 12657338). Registered office: 71-75 Shelton Street, Covent Garden, London WC2H 9JQ. International DMC Ltd is the data controller for personal data collected through www.internationaldmc.com and in the course of providing our services. For certain GCC engagements, invoicing or service coordination may be undertaken by International DMC LLC. Where that entity processes personal data, its role and the relevant data-protection arrangements will be explained in the applicable proposal, agreement or engagement documentation. Data protection enquiries: use our secure enquiry form.

OUR PROMISE TO YOU

Your privacy is part of the trust placed in our operation. We do not sell personal data or add you to marketing lists you did not request.

We use the information you provide only for clearly explained purposes, including responding to enquiries, preparing proposals, coordinating agreed services, maintaining required records and complying with legal obligations. We share personal data only with the operating partners, service providers and professional advisers reasonably necessary to respond to your request, deliver an agreed service or meet a legal obligation. You may ask us to delete your personal data, subject to any information we are legally or operationally required to retain.

2. The Data We Collect

We collect personal data when you submit an enquiry form, contact us by email, telephone or WhatsApp, or enter into a service agreement with us. Depending on the engagement, this may include: 1. Identity and contact details — name, job title, company, email address and telephone number. 2. Enquiry and engagement details — travel dates, flight and accommodation details, delegate or guest information, engagement requirements, emergency or operational contact details, budget range and other information necessary to plan or deliver the engagement. 3. Contract and financial details — information necessary to deliver and invoice the engagement; we do not store full payment-card numbers. 4. Communications — messages exchanged by email, telephone or WhatsApp. If you use WhatsApp, your information is also processed by WhatsApp and its associated service providers under their own privacy terms; you may use email instead. 5. Technical and usage data — IP address, browser type, device information and pages visited, where collected through consented technologies. We may also receive personal data about delegates, guests or travellers from the organisation, agency or authorised representative arranging the engagement. The party providing that information must have authority and a lawful basis to share it and, where appropriate, provide the relevant privacy information to those individuals.

Where necessary to plan or deliver a engagement, we may process limited special-category data, such as information concerning health, accessibility, allergies, dietary requirements or religious requirements. We collect only what is reasonably necessary, restrict access on a need-to-know basis and apply an appropriate lawful basis and UK GDPR Article 9 condition. Where we rely on explicit consent, that consent may be withdrawn at any time.

3. How We Use Your Data

1. Respond to your enquiry and provide the services you request.
2. Prepare and send service proposals, quotes and engagement documentation.
3. Fulfil our contractual obligations where a service agreement exists.
4. Send insights and planning guides where you have specifically consented.
5. Maintain our business records and comply with our legal obligations under UK law.

We do not use your data for automated decision-making or profiling, and we do not sell your data to third parties.

4. Legal Bases for Processing (UK GDPR)

Legitimate interests — responding to enquiries and running our business, balanced against your rights. 2. Contract performance — arranging or delivering agreed services. 3. Consent — optional marketing communications and non-essential technologies, withdrawable at any time. 4. Legal obligation — retaining or disclosing information where required by law. The applicable lawful basis depends on the purpose and circumstances of the processing. Where special-category data is involved, we also identify and document an appropriate condition under Article 9 of the UK GDPR.

5. Cookies & Analytics

We use strictly necessary technologies required for website operation, security, enquiry forms and consent management. We will not activate non-essential analytics or performance technologies unless you have made the relevant choice through our consent controls. Our consent controls identify the non-essential technologies available and allow you to review or change your choices.

6. Who We Share Your Data With

We share personal data only where necessary, and under appropriate confidentiality and data-protection terms, with:

1. Suppliers engaged to deliver your engagement — for example hotels, transport operators, venues and ground partners.
2. Service providers who process data on our behalf — website hosting, email delivery, spam protection, website analytics and, where used, a customer-relationship system.
3. Professional advisors — such as our accountants or legal advisors — and authorities where we are required to disclose by law.

We do not share your data with third-party marketing companies, and we never sell it.

7. International Transfers

Some recipients and service providers may be located outside the UK. Before making a restricted transfer, we identify the destination, recipient and transfer mechanism. Where required, we use a UK adequacy regulation, the UK International Data Transfer Agreement, the UK Addendum to the EU Standard Contractual Clauses or another legally permitted safeguard, together with any required transfer-risk assessment.

8. Data Retention

We retain personal data only for as long as reasonably necessary for the purpose for which it was collected, including operational, contractual, accounting and legal requirements. Our usual retention periods are up to 24 months after the last meaningful contact for unsuccessful enquiries and up to seven years for relevant client, contractual and financial records. Certain information may be retained for a shorter or longer period where justified.

9. Data Security

We use proportionate technical and organisational measures designed to protect personal data. These may include encryption in transit, access restrictions, supplier controls, confidentiality requirements, secure working practices and incident-response procedures. No method of transmission or storage is completely secure, but we take reasonable steps to protect information and respond to incidents.

10. Your Rights

Under UK GDPR you may have rights of access, rectification, erasure, restriction, portability, objection and withdrawal of consent, depending on the circumstances. To exercise a right, use our secure enquiry form. We normally respond within one month after receiving a valid request and any information reasonably required to verify identity. Where the law permits, this period may be extended for particularly complex or multiple requests, and we will explain any extension. If you are not satisfied, you may complain to the UK Information Commissioner’s Office at ico.org.uk or 0303 123 1113.

Your right to object: Where processing is based on legitimate interests or relates to direct marketing, you may have the right to object. We will consider and respond to any objection in accordance with applicable law.

11. Children’s Privacy

Our services and website are intended for business and professional use and are not directed at children under 18. We do not knowingly collect personal data relating to children. If you believe a child has provided us with personal data, please contact us. We will investigate and take appropriate action, including deletion where required and legally permitted.

12. Changes to This Policy

We may update this policy from time to time. The current version is always available on this page, with the “last updated” date shown above. Material changes will be made clear on the website.

13. Contact

International DMC Ltd · Secure enquiry form · 71-75 Shelton Street, Covent Garden, London WC2H 9JQ.