Privacy Policy
Last Updated: 3 November 2026
This Privacy Policy explains how ICP Events Limited, trading as Metis RoomPlanner ("Company", "we", "us", or "our"), a company registered in England and Wales under company number 17284114 with its registered office at 167-169 Great Portland Street, London, England, W1W 5PF, collects, uses, and protects personal data in connection with the Metis Planner software platform and associated services (the "Service"), including the websites on which the Service is made available.
We are the data controller for the personal data described in this policy, except where section 4 (Guest and Client Data) applies. Questions and requests should be directed to [email protected].
1. Personal Data We Collect
- Account data — name, email address, company name, and phone number provided at registration; account role and status.
- Security data — password (stored only as a cryptographic hash, never in plain text), two-factor authentication settings and authenticator secrets, security codes, and recovery codes (stored hashed).
- Sign-in and audit records — IP address, browser/device information (user agent), timestamps, and outcomes of security-relevant actions (sign-ins, password resets, verification attempts). These records protect accounts against unauthorised access.
- Billing data — subscription package, seat count, billing country, VAT/tax identification number, tax status, and the IP address recorded at the time of purchase (kept as evidence of the place of supply for tax purposes). Card details are collected and stored by our payment processor, Stripe — full card numbers never touch or reside on our systems.
- Content you upload — floor plans, drawings, venue scans and point clouds, background images, logos and custom items, plan details (event names, dates, customer names), and guest lists.
- AI requests — when you use Create with AI or Hey Metis: the description you type or say, the room it was for, a small picture of the layout produced, whether you kept it, and any rating or comment you send about it.
- Review-link recipients — the email address of a client you issue a plan review link to, and any comments they leave.
- Support and correspondence — emails you send us and our replies.
- Requests from our website — if you ask us to email you a link, call you back or tell you more, the name, email address and phone number you give, the page you were on, and your IP address (to stop abuse of the form).
2. How and Why We Use Personal Data
| Purpose | Legal basis (UK GDPR) |
|---|---|
| Creating and administering your account; providing the Service, including storing and displaying your plans and content | Performance of a contract (Art. 6(1)(b)) |
| Processing subscription payments, renewals, upgrades and cancellations via Stripe | Performance of a contract (Art. 6(1)(b)) |
| Retaining tax and place-of-supply evidence (billing country, VAT number, purchase IP) | Legal obligation (Art. 6(1)(c)) |
| Account security: verification codes, two-factor authentication, sign-in audit logs, rate limiting, malware scanning of uploads | Legitimate interests (Art. 6(1)(f)) — keeping the Service and its users secure |
| Transactional email (verification codes, receipts, renewal and account notices) | Performance of a contract (Art. 6(1)(b)) |
| Keeping a record of email addresses used to register free trial accounts, so the one-trial-per-customer limit cannot be bypassed by re-registering | Legitimate interests (Art. 6(1)(f)) — preventing abuse of the free-trial offer |
| Responding to support requests | Legitimate interests (Art. 6(1)(f)) |
| Sending the link you asked for, calling you back, and following up once about Metis | Legitimate interests (Art. 6(1)(f)) — answering your request; you can ask us to stop at any time |
| Turning your descriptions into layouts (Create with AI, Hey Metis), and reviewing those requests and your feedback to find and fix what the features get wrong | Performance of a contract (Art. 6(1)(b)); legitimate interests (Art. 6(1)(f)) — improving the Service |
We do not sell personal data, and we do not use your content or your guests' data for advertising or to train artificial-intelligence models. The only advertising use of personal data is the optional advertising cookies on our public website described in section 3, which load only if you accept them.
3. Cookies and Local Storage
Inside the Service (the planner and your account) we use only cookies and browser storage that are strictly necessary to operate:
- Session cookie — keeps you signed in; deleted or invalidated when you sign out or the session expires.
- Security (CSRF) cookie — protects signed-in requests against cross-site forgery.
- 3D viewer cookie — a short-lived token that authorises the 3D view of your plan.
- Local storage — working copies of plans and interface preferences (for example, panel layout) kept in your own browser.
Advertising and analytics cookies — public website only, and only if you accept. On our public marketing pages and the sign-up page (not inside the planner or your account) we ask before using advertising or analytics cookies. If you choose Accept, we load the Meta Pixel (Meta Platforms) and the Google tag (Google Ads and Google Analytics), which set cookies so we can measure how well our adverts work, count sign-ups that came from an advert, and show our adverts to people who have visited the site. We may also load Microsoft Clarity, which records how pages are used (scrolling, taps and clicks) so we can make the site easier to use; it hides anything typed into forms. If you choose No thanks, none of these are loaded. Your choice is remembered in your browser; to change it, clear this site's data in your browser and you will be asked again. If your browser sends a Global Privacy Control (GPC) signal, we treat it as No thanks: none of these are loaded and you are not asked. Meta, Google and Microsoft may process this data in the United States under their own privacy policies.
4. Guest and Client Data — Our Role as Processor
Where you upload personal data about your own guests, clients, or contacts (for example a guest list for a seating plan, the people at your exhibitors and stand builders, or the email address of a client you send a review link to), you are the data controller for that data and we act as your data processor. We process it only to provide the Service to you, on your instructions given through the Service, and we delete it when you delete the relevant plan or your account (subject to section 7). You are responsible for ensuring you are entitled to upload such data.
5. Who We Share Personal Data With, and How
We disclose personal data only to the recipients below, only to the extent needed for the stated purpose. Disclosures are made over encrypted (TLS) connections directly between our servers and the recipient's systems — for example, payment details are transmitted from your browser and our servers to Stripe's API, and email content is transmitted to SendGrid's API for delivery. We never sell personal data, publish it, or transfer it in bulk to third parties.
| Recipient | Purpose | Location / safeguards |
|---|---|---|
| Stripe, Inc. and affiliates | Payment processing, subscription billing, tax calculation | May process data in the United States; safeguarded by the UK International Data Transfer Agreement / Addendum and Stripe's certifications |
| Twilio SendGrid | Delivery of transactional email (security codes, receipts, notices) | May process data in the United States; safeguarded by the UK International Data Transfer Agreement / Addendum |
| Our AI model provider (currently OpenAI) | Reading the descriptions you give Create with AI and Hey Metis, and producing AI visualisations you ask for | May process data in the United States; safeguarded by the UK International Data Transfer Agreement / Addendum |
| Hosting infrastructure | Running the application and database on which the Service and your content are stored | United Kingdom |
| Professional advisers, authorities | Where required by law, to enforce our terms, or to protect rights and safety | As applicable |
People you share content with can also see it: colleagues in your company account can see shared plans, templates, logos, and custom items, and anyone holding an unexpired review link can view the plan it was issued for.
6. Security
All traffic to the Service is encrypted in transit (HTTPS/TLS). Passwords and recovery codes are stored hashed; two-factor authentication is available (and may be required) on accounts; uploads are scanned for malware; and security-relevant actions are recorded in an audit log. Access to production systems is restricted to authorised personnel.
7. Retention
- Account and content data — kept while your subscription or trial is active, and for up to ninety (90) days after termination or expiry, after which it may be permanently deleted (see the Terms of Use). Export anything you need before your account closes.
- Billing and tax records — kept for six (6) years as required by UK tax law.
- Sign-in and audit records — kept for as long as reasonably necessary for security purposes and then deleted or anonymised. Server log files are deleted after ninety (90) days.
- AI requests — the description, picture, rating and comment are kept for ninety (90) days and then deleted automatically. A count of requests (with no content) is kept for the monthly allowance and usage reporting.
- Exhibitor and stand-builder contacts — the names, roles, emails, phone numbers and notes our customers keep about the people at their exhibitors and stand builders are encrypted in our database and deleted automatically a set time after the event (12 months by default, 24 months for people who may hear about future events; each customer can change these), or sooner when the customer deletes them.
- Review links — expire automatically at the time set when they were created and can be revoked at any time.
- Trial registration records — to enforce the one-trial-per-customer limit and prevent misuse, when a trial or account ends we may keep a one-way fingerprint of the email address it was registered with, not the address itself. It lets us recognise the same address if it is used to sign up again, and is used for nothing else. Our record of an account deletion likewise keeps the fingerprint, not the address, so we can show the deletion was carried out. We keep these after the trial ends or the account is deleted, including when you ask us to erase your other data, on the basis of our legitimate interest in preventing misuse of the free trial (UK GDPR Article 6(1)(f)). You can object to this; we will consider your circumstances against that interest.
- When you ask us to delete your account — your account, your sign-in history, the emails we sent you and, where you were the only member of your company, the company's plans, uploads and records are permanently deleted. If colleagues still use your company, the company's work stays with them and your name is removed from it. Billing and tax records are kept for six (6) years as above: in our own systems, the subscription and payment history stays linked to an anonymised company record without your name; the invoices themselves, which show the name, email address, billing address and VAT number they were issued to, are kept by our payment processor, Stripe, for that period. The email-address fingerprint described above is also kept. A backup taken just before the deletion is kept for up to thirty (30) days and then deleted.
8. Your Rights
Under the UK GDPR you have the right to request access to, rectification of, or erasure of your personal data; to restrict or object to processing; and to data portability. You can exercise these rights by emailing [email protected]. We will respond within one month.
If you are unhappy with how we handle your personal data, you have the right to complain to the Information Commissioner's Office (ICO) at ico.org.uk, although we would welcome the chance to resolve any concern first.
United States residents (including California)
If you live in a US state with a consumer privacy law — including California (the California Consumer Privacy Act, as amended by the California Privacy Rights Act), Colorado, Connecticut, Virginia, Texas and others — you have these rights, whichever of those laws applies to us:
- Right to know and access — the categories and specific pieces of personal data we hold about you, where it came from, why we use it, and who we disclose it to.
- Right to delete and right to correct personal data we hold about you. As those laws allow, a deletion does not remove billing and tax records we must keep by law, or the email-address fingerprint we keep to prevent misuse of free trials (see section 7).
- Right to opt out of the sale or sharing of personal data, and of targeted advertising.
- Right to limit use of sensitive personal data — we do not use sensitive personal data for anything other than providing the Service.
- Right not to be treated differently — we will not deny you the Service, charge you a different price or give you a lower level of service because you used any of these rights.
Categories we collect (as listed in section 1): identifiers (name, email address, phone number, IP address); professional information (company name); commercial information (subscription and billing records); account sign-in credentials, which are sensitive personal data and are used only to sign you in and keep your account secure; internet activity (sign-in and audit records); the content you upload and the requests you make to our AI features; and, only if you accept advertising cookies, online identifiers set by advertising partners. The business purposes are those in section 2. We disclose personal data to the service providers in section 5, who may use it only to provide services to us.
Sale and sharing. We do not sell personal data for money, and we have not done so in the past 12 months. Under California law, letting advertising partners set cookies to measure our adverts or show them to past visitors can count as "sharing" for cross-context behavioural advertising. We only do this on our public website, and only if you click Accept on the cookie banner. To opt out, choose No thanks (or clear this site's data and choose again), or turn on Global Privacy Control in your browser, which we honour automatically. We do not knowingly sell or share the personal data of anyone under 16.
Your customers' guests and clients. Where we hold personal data on behalf of a customer (see section 4), we act as that customer's service provider (processor). Requests about that data should go to the customer, and we will help them respond.
Making a request. Email [email protected]. We will confirm we received it within 10 business days and respond within 45 days (we may extend this by a further 45 days where reasonably necessary, and will tell you if we do). We will verify your identity by checking the request against the details on your account, usually by asking you to reply from your account's email address. You may use an authorised agent, who must provide your signed permission; we may still ask you to confirm your identity directly. If we decline a request, you may appeal by replying to our decision, and we will answer the appeal within 60 days; if you are still unhappy you may contact your state attorney general.
9. Children
The Service is a business tool and is not directed at children. We do not knowingly collect personal data from anyone under 18 as an account holder.
10. Changes to this Policy
We may update this policy from time to time. The "Last Updated" date above shows the current version, and material changes will be notified within the Service or by email. Continued use of the Service after publication constitutes acceptance of the revised policy.
11. Contact
ICP Events Limited (trading as Metis RoomPlanner)
Registered in England and Wales, company number 17284114
Registered office: 167-169 Great Portland Street, London, England, W1W 5PF
Email: [email protected]
See also our Terms and Conditions of Use.