1. Who we are
This policy explains how InMotion Digital Ltd ("InMotion", "we", "us"), a company registered in England and Wales (company number 15626830), handles personal data in:
- the Ticketing system at ticketing.in-motion.digital, including the public business enquiry form; and
- the Ticketing InMotion mobile app for iOS and Android.
We are the controller of this personal data under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. Our general privacy notice for other InMotion services is available at in-motion.digital/terms.
2. Information we collect
Business enquiry form
When you submit an enquiry, we collect:
- business name, business type and postcode;
- contact name, email address, phone number and website;
- details of your display needs and the number of displays;
- whether you agree to receive updates from us.
To protect the form from spam and abuse, we use Cloudflare Turnstile, which processes your IP address and technical information about your browser. We also use your IP address to limit repeated submissions.
User accounts
Accounts for staff and customers are created by InMotion administrators; you cannot register yourself. For each account we hold your name, email address, role, permissions, the customers assigned to you, and your password. Passwords are stored only as a one-way hash, never in readable form.
Content you add
When you use the system, we store the information you or your colleagues enter: enquiries, customer records, media requests, comments, status changes, and files you upload (such as images, videos and design files).
Security and activity records
We record sign-ins, sign-outs, failed sign-in attempts, password resets and changes made in the system. Each record includes the account involved, the time, the IP address and the browser or device type (user agent). We also store which notifications you have read or removed, so this stays the same on the website and in the app.
Mobile app
- The app stores your sign-in token in your device's secure storage (iOS Keychain or Android Keystore), plus a few app preferences on the device.
- The camera, microphone and photo library are used only when you choose to take or attach a photo, video or file. We do not access them in the background.
- The app does not collect your location, contacts or advertising identifier. It does not use analytics, advertising or tracking tools, and does not track you across other companies' apps or websites.
3. How we use information
| Purpose | Lawful basis (UK GDPR) |
|---|---|
| Responding to your enquiry and preparing a proposal | Steps before entering a contract; legitimate interests |
| Providing the Ticketing system and app, and managing accounts and permissions | Performance of a contract; legitimate interests |
| Sending service emails, such as new enquiry alerts and password reset links | Performance of a contract; legitimate interests |
| Keeping the system secure, preventing spam and misuse, and keeping an audit trail | Legitimate interests |
| Sending updates about our services, only if you ticked the box on the enquiry form | Consent, which you can withdraw at any time |
| Meeting legal, tax and accounting obligations | Legal obligation |
We do not sell personal data, and we do not use it for automated decisions that have legal effects on you.
4. Cookies and device storage
The website uses only cookies and storage that are strictly necessary for it to work:
- session cookies that keep you signed in and protect requests;
- a language preference cookie;
- browser storage used to sign you out after inactivity and to limit repeated actions;
- Cloudflare Turnstile on the enquiry form, which may use storage to tell people apart from bots.
We do not use analytics, advertising or tracking cookies.
5. Who we share information with
We share personal data only with service providers that help us run the system, under contract:
- our hosting and infrastructure provider, which stores the system, its database and uploaded files;
- our email delivery provider, which sends service emails;
- Cloudflare, for spam protection on the enquiry form.
Apple and Google distribute the app through their stores and handle store downloads under their own privacy policies. We do not send them your account data. We may also disclose information if the law requires it, or to protect our rights, our users or the public.
6. International transfers
Some providers, such as Cloudflare, may process data outside the UK. When this happens, we rely on UK adequacy regulations or appropriate safeguards, such as the UK International Data Transfer Agreement or Addendum.
7. How long we keep information
- Customer records are typically kept for 6 years after the end of a contract, in line with our legal and accounting obligations.
- Enquiries that do not become customers are kept for as long as we need them to follow up, and are reviewed regularly.
- User accounts are kept while the account is active, and deleted when access is no longer needed.
- Security and activity records are kept for as long as needed for security and audit purposes.
- Sign-in sessions end after 6 hours of inactivity on the website and after 30 days in the app. Signing out of the app, or changing or resetting your password, ends sessions straight away.
8. How we protect information
We use encrypted connections (HTTPS), hashed passwords and role-based access controls, so each user sees only what their role and permissions allow. Spam and brute-force attempts are limited, and sign-in tokens are revoked when you sign out of the app. Changing or resetting your password ends every active session on all devices.
9. Your rights
Under UK data protection law you have the right to:
- access the personal data we hold about you;
- have inaccurate data corrected;
- have your data deleted;
- restrict or object to how we use your data;
- receive your data in a portable format;
- withdraw your consent at any time, where we rely on consent.
To use any of these rights, email info@in-motion.digital. We will respond within one month. If you are unhappy with how we handle your data, you can complain to the Information Commissioner's Office (ICO) at ico.org.uk or on 0303 123 1113.
10. Deleting your account
Because accounts are created by InMotion, you can ask us to delete your account and its personal data at any time. Email info@in-motion.digital from the address linked to your account, with the subject "Account deletion request". We will confirm once your account has been deleted. We may keep some records where the law requires it, such as customer records for accounting purposes.
11. Children
The Ticketing system and app are business tools. They are not intended for children under 16, and we do not knowingly collect their data.
12. Changes to this policy
We may update this policy from time to time. The latest version will always be on this page, with the date it was last updated. If we make significant changes, we will tell account holders.
13. Contact us
InMotion Digital Ltd
Email: info@in-motion.digital
Phone: +44 7396 841265