Privacy Policy

1 What Information We Collect

We may collect personal data directly from you, automatically through your use of the Services, or from third parties where permitted by applicable law.

Information You Provide to Us

Depending on how you interact with Momenza, we may collect the following categories of personal data:

Account and business information, including your name, email address, telephone number, company or organisation name, job title, business type, account details, and other information required to establish and administer your account.

Contact and enquiry information, including information you provide when submitting a contact form, requesting a demonstration, contacting customer support, communicating with our team, or otherwise enquiring about our Services.

Customer and event information, including names and contact details of clients, event dates, event types, venues, schedules, requirements, tasks, guest or attendee information, and other information entered into the Services by you or authorised users.

Vendor and supplier information, including vendor names, contact details, services provided, assignments, pricing, costs, payment information, and other information relating to vendors or suppliers that you choose to store within the Services.

Commercial and financial information, including proposals, quotations, budgets, invoices, expenses, payment records, outstanding balances, revenue, costs, profitability information, and other business or financial information entered into the Services.

Content and files, including documents, images, contracts, communications, attachments, and other materials that you upload, submit, create, or store through the Services.

Billing and payment information, where you purchase a paid subscription or otherwise make a payment to us. Where a third-party payment service provider processes payments, the relevant payment information may be collected and processed directly by that provider in accordance with its own privacy policy.

You are responsible for ensuring that you have the necessary rights, permissions, and lawful basis to provide personal data relating to other individuals to Momenza.

Information We Collect Automatically

When you access or use the Services, we may automatically collect certain technical, device, and usage information, including:

• IP address;
• browser type and version;
• operating system;
• device type and identifiers;
• referring and exit pages;
• date and time of access;
• pages, features, and functions accessed;
• interactions with the Services;
• account activity; and
• diagnostic, log, and security information.

We may use this information to operate, secure, maintain, analyse, and improve the Services and, where permitted by applicable law, may associate such information with your account.

Information We Receive From Third Parties

We may receive personal data from third parties, including authentication providers, payment processors, technology providers, business partners, integrations, or other services that you choose to connect with Momenza.

Where we receive personal data from a third party, we will process it in accordance with this Privacy Policy and applicable data protection laws.

Customer-Provided Personal Data

Momenza is designed to allow businesses, including event agencies, planners, venues, and other event professionals, to manage information relating to their own customers, vendors, employees, attendees, and other individuals.

Where you or your organisation provide such personal data to Momenza through the Services, you remain responsible for ensuring that the collection and use of such data complies with applicable data protection laws.

Depending on the circumstances and the particular processing activity, you may act as the data controller, and Momenza may act as your data processor. Where Momenza determines the purposes and means of processing personal data for its own purposes, Momenza may act as a data controller for that processing. The respective roles and responsibilities may be further defined in an applicable agreement or Data Processing Agreement.

2 How We Use Your Information

We may process personal data for the following purposes:

Providing and Operating the Services

We use personal data to create and administer accounts, provide access to the Services, facilitate event management workflows, and deliver the functionality requested by you or your organisation.

This may include enabling features relating to lead management, client management, proposals, quotations, scheduling, event planning, vendor management, invoicing, payment tracking, expenses, reporting, analytics, and profitability management.

Account and Customer Support

We may use personal data to provide onboarding, technical support, training, customer service, troubleshooting, and other assistance relating to the Services.

Communications

We may use your contact information to send service-related communications, including account notifications, security alerts, transactional messages, updates, and information relating to changes to the Services.

Where permitted by applicable law, we may also send marketing or promotional communications. You may opt out of marketing communications at any time using the available unsubscribe mechanism or by contacting us.

Payments and Billing

We may process relevant information to administer subscriptions, billing, invoices, payments, refunds, and other transactions associated with the Services.

Security and Fraud Prevention

We may process information to detect, investigate, prevent, and respond to fraud, abuse, security incidents, unauthorised access, malicious activity, and other threats to the Services or our users.

Service Improvement and Analytics

We may analyse usage and technical information to understand how the Services are used, identify performance issues, improve existing functionality, develop new features, and enhance the overall user experience.

Legal and Regulatory Compliance

We may process or disclose personal data where necessary to comply with applicable laws, regulations, court orders, legal processes, governmental requests, or other legal obligations.

Protection of Rights and Interests

We may process information where reasonably necessary to establish, exercise, or defend legal claims, enforce our agreements and policies, protect our rights and property, or protect the safety, security, and interests of our users and other individuals.

Legal Bases for Processing

Where applicable data protection law requires a lawful basis for processing, we may rely on one or more of the following:

• performance of a contract with you;
• compliance with a legal obligation;
• our legitimate interests, where those interests are not overridden by your rights and freedoms;
• your consent; or
• another lawful basis permitted under applicable law.

We will not process personal data for purposes that are materially incompatible with the purposes described in this Privacy Policy unless such processing is permitted or required by applicable law.

3 Who We Share Your Information With

We do not sell personal data.

We may disclose personal data to third parties where reasonably necessary to provide the Services, operate our business, comply with legal obligations, or otherwise fulfil the purposes described in this Privacy Policy.

Service Providers and Subprocessors

We may engage third-party service providers to perform services on our behalf, including providers of:

• cloud hosting and data storage;
• payment processing;
• authentication and account management;
• communications and notifications;
• analytics;
• customer support;
• security and fraud prevention;
• infrastructure and technical services; and
• other business and operational functions.

Where such providers process personal data on our behalf, we require them to process the data only for authorised purposes and to implement appropriate confidentiality and security measures consistent with applicable legal requirements.

Where required by applicable law, our use of subprocessors will be governed by appropriate contractual arrangements.

Third-Party Integrations

If you choose to integrate Momenza with a third-party application or service, we may share information with that service to the extent necessary to provide the integration or functionality requested by you.

The third party’s processing of personal data will be governed by its own privacy policy and terms.

Legal and Regulatory Authorities

We may disclose personal data where required or permitted by law, including where reasonably necessary to:

• comply with a legal obligation, court order, or lawful governmental request;
• investigate suspected unlawful activity, fraud, or abuse;
• enforce our Terms of Service or other agreements; or
• protect the rights, property, safety, or security of Momenza, our users, or other individuals.

Corporate Transactions

If Momenza or its business is involved in a merger, acquisition, financing, restructuring, sale, transfer of assets, or similar corporate transaction, personal data may be transferred as part of that transaction, subject to applicable legal requirements and appropriate safeguards.

At Your Direction

We may disclose personal data where you expressly instruct us to do so, authorise such disclosure, or otherwise direct us to share information with another party.

Customer-Controller Relationship

Where Momenza processes personal data on behalf of a business customer, that customer may determine the purposes and means for which such personal data is processed.

In such circumstances, Momenza will process the relevant personal data in accordance with the customer’s documented instructions and the applicable contractual arrangements, subject to applicable data protection law.

The business customer remains responsible for providing appropriate privacy notices to individuals whose personal data it collects and for responding to data-subject requests relating to its processing, except where Momenza is required to provide assistance under applicable law or contractual obligations.

4 Cookies and Tracking

Momenza may use cookies, pixels, tags, scripts, local storage, and similar technologies (“Cookies”) on its website and Services.

Cookies may enable us to recognise your browser or device, remember preferences, maintain authenticated sessions, understand how the Services are used, improve functionality, maintain security, and measure performance.

We may use Cookies for purposes including:

• essential operation of the website and Services;
• authentication and session management;
• security and fraud prevention;
• remembering user preferences and settings;
• analytics and performance measurement;
• understanding website and product usage; and
• marketing or advertising activities, where applicable and permitted by law.

Certain Cookies may be placed or accessed by third-party service providers that provide analytics, functionality, security, advertising, or other services.

Where applicable law requires consent for the use of non-essential Cookies, we will request such consent before placing or accessing those Cookies.

You may also manage Cookies through your browser settings or any cookie-preference tools made available through the Momenza website. Please note that disabling certain Cookies may affect the availability or functionality of parts of the Services.

5 How We Protect Your Data

We take reasonable and appropriate technical and organisational measures designed to protect personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure, or unauthorised access.

Depending on the nature of the processing and the risks involved, these measures may include access controls, authentication mechanisms, confidentiality requirements, security monitoring, system safeguards, data backup procedures, and other administrative, technical, and organisational controls.

Access to personal data is restricted to authorised personnel, contractors, and service providers who require such access for legitimate business or service-related purposes and who are subject to appropriate confidentiality obligations.

Where Momenza acts as a processor on behalf of a customer, we will implement appropriate security measures in accordance with applicable data protection requirements and the relevant contractual arrangements. Under applicable data protection frameworks, processors are required to process personal data on the controller’s instructions and implement appropriate security measures.

Notwithstanding the measures described above, no method of transmission, storage, or processing over the internet can be guaranteed to be completely secure. Accordingly, we cannot guarantee the absolute security of personal data.

You are responsible for maintaining the confidentiality of your account credentials and for taking reasonable precautions to prevent unauthorised access to your account. If you become aware of any suspected unauthorised access, security incident, or compromise involving your account, you should notify us without undue delay.

6 How Long We Keep Your Data

We retain personal data only for as long as reasonably necessary to fulfil the purposes for which it was collected, provide and maintain the Services, comply with legal and regulatory obligations, resolve disputes, enforce our agreements, prevent fraud and abuse, and protect our legitimate business interests.

The applicable retention period may vary depending on:

• the nature and sensitivity of the personal data;
• the purpose for which the data is processed;
• the nature of our relationship with you;
• whether the data is required to provide the Services;
• applicable contractual obligations; and
• applicable legal, accounting, tax, or regulatory requirements.

When personal data is no longer required, we may securely delete, anonymise, or otherwise dispose of it in accordance with our applicable retention and deletion procedures.

Where Momenza processes personal data on behalf of a customer, the retention and deletion of that data may be governed by the customer’s instructions and the applicable agreement or Data Processing Agreement.

Following termination or expiry of a customer’s use of the Services, personal data may remain available for a limited period where necessary to comply with legal obligations, resolve disputes, enforce agreements, maintain security, or complete deletion and backup processes.

Specific retention periods may be provided in applicable contractual documentation, data-processing terms, or other notices where required by law.

7 Third-Party Links

The Momenza website and Services may contain links to websites, applications, platforms, or services operated by third parties.

Such third-party services are not controlled by Momenza, and this Privacy Policy does not apply to their collection, use, disclosure, or other processing of personal data.

We encourage you to review the privacy policies, terms of service, and other applicable notices of third-party services before providing personal data or using those services.

Momenza is not responsible for the privacy, security, content, or practices of third-party services, except to the extent required by applicable law.

8 Changes to This Policy

We may amend or update this Privacy Policy from time to time to reflect changes to our Services, business practices, technology, applicable laws, or regulatory requirements.

When we make changes, we will update the “Last Updated” date displayed at the beginning of this Privacy Policy.

Where required by applicable law, we will provide additional notice of material changes and, where necessary, obtain your consent before the changes take effect.

We encourage you to review this Privacy Policy periodically to remain informed about how we collect, use, disclose, retain, and protect personal data.

Your continued use of the Services following the effective date of an updated Privacy Policy will constitute acknowledgement of the updated Policy to the extent permitted by applicable law.