This policy explains how WISDM collects, uses, and protects personal data about members and applicants. It is written to meet our obligations under the UK GDPR, the Data Protection Act 2018, and the EU GDPR where applicable.
1. Data Controller
The data controller is WISE The Agency (James Clinton, sole trader), 2 Munday Street, Manchester M4 7BG. Contact: wisdm@wisetheagency.com.
2. Personal Data We Collect
The categories below reflect the fields actually held in our systems today. Not every member provides every field — most dossier data is optional and self-supplied.
a. Identity & contact details
- Full name, email address, telephone number
- Profile photo and cover image (if uploaded)
- Location, short biography
- Social handles you choose to share (Instagram, LinkedIn, Twitter/X, personal website)
b. Professional details
- Job title, company, industry
- Role/member type (e.g. Family, Team, Personal)
c. Application & membership data
- Information provided on the membership application form (referrer, message, review status)
- Invite codes issued to you and their usage
- Account role (member / admin) and account timestamps
d. Preference / dossier data
- Favourite cuisines, disliked foods, drink of choice, additional drink preferences
- Preferred hotel brands, loyalty programme memberships
- Room and seating preferences
- Occasions to remember (e.g. birthdays, anniversaries) — for you and any "inner circle" contacts you add on your own behalf
- Favourite fragrance, favourite song and hobbies
e. Special category data — dietary, allergen & health-adjacent information
Allergies, intolerances, and dietary requirements are treated as special category data under UK GDPR Article 9 because they can reveal information about your health. We only process this data with your explicit consent, which you give by choosing to enter it into your dossier or an enquiry, and solely to help arrange bookings safely on your behalf.
You can remove this information from your profile at any time. As stated in the app, WISDM is not responsible for confirming allergen information with venues — please always communicate dietary needs to the venue or supplier directly.
When arranging a booking we share the essentials with the venue — your name, party size and dietary requirements. By adding further dossier detail (preferences, occasions, favourites) you agree it may be used, with discretion, to personalise and elevate your experience; anything beyond the essentials is only discussed with a venue where you have agreed.
f. Inner-circle / third-party details you add
If you add family members, colleagues, or personal contacts to your dossier, you provide their name and (optionally) their contact and preference data. You are responsible for having the appropriate basis to share that information with us.
g. Booking & enquiry data
- Enquiry details: subject / booking name, type, dates, party size, format, privacy requirement, budget, occasion, dietary requirements, additional information, and any proposals we send you
- Booking log: venue, date/time, occasion, notes, final spend and currency, rating and feedback
- Uploaded receipts and "WOW moment" images
h. Event participation
- RSVPs (going / not going), guest count, notes
- Event likes
- Redemptions of event tickets against loyalty points
i. Loyalty (WISDM Wins) activity
- Points earned and redeemed, source, reference amounts
- Reward redemption history
j. Community & content you submit
- Member-to-member connection requests and status
- Recommendations you post (title, creator, link, note, category)
k. Technical data
Standard authentication data (hashed credentials handled by our auth provider), session tokens, and basic request metadata required to operate the service securely.
3. Lawful Bases
- Contract — to provide the WISDM concierge service, manage your account, process enquiries and bookings, and administer events and loyalty points.
- Legitimate interests — to personalise the concierge experience, operate the members' directory, secure the platform, and communicate service updates. You can object at any time.
- Explicit consent (Article 9) — for any special category data (dietary, allergen, health-adjacent information). You can withdraw consent at any time by removing the data or contacting us.
- Legal obligation — where we must retain records (e.g. financial records tied to bookings).
4. How We Use Your Data
- Delivering the concierge service and arranging bookings on your behalf
- Personalising recommendations, proposals, and partner introductions
- Administering events, RSVPs, and guest lists
- Tracking and awarding WISDM Wins loyalty points
- Enabling opt-in member-to-member connections and community features
- Sending service communications
- Maintaining the security and integrity of the platform
5. Sharing Your Data
We share personal data only where necessary:
- Hosting & database provider — the platform runs on Google Firebase (Firestore, Authentication and Cloud Storage) and Cloudflare, acting as data processors for storage, authentication, file hosting and site delivery.
- Other members — limited profile information you choose to publish (name, role, company, industry, location, biography, avatar, social links) is visible in the members' directory. Your dossier (preferences, allergies, notes) is not visible to other members.
- Event attendees — your name and avatar may be visible to other confirmed attendees of the same event.
- Partner venues & suppliers — when we place a booking or enquiry on your behalf, we share the minimum details required (e.g. name, party size, date, dietary requirements).
- OTHER SUB-PROCESSORS — e.g. email delivery, analytics, or payment providers, once integrated.
- Legal & regulatory — where required by law or to protect our rights.
We do not sell personal data.
6. Data Retention
We retain personal data for as long as your account is active and for a defined period afterwards to handle post-membership queries, financial reconciliation, and legal obligations.
- Account & dossier data — active account + 90 days after closure
- Booking, enquiry & financial records - 365 days to meet accounting obligations
- Applications not accepted — 90 days
- Event RSVPs, loyalty transactions, recommendations — retained with the account and anonymised or deleted on closure
7. Your Rights
Under UK & EU GDPR you have the right to:
- Access the personal data we hold about you
- Have inaccurate data rectified
- Request erasure ("right to be forgotten")
- Restrict or object to processing
- Data portability (receive your data in a structured format)
- Withdraw consent at any time (for special category data)
8. Accessing, Exporting & Deleting Your Data
You can view and edit most of your personal data directly in your Profile within the app. To request an export or full account deletion, email wisdm@wisetheagency from the address on your account.
9. Cookies & Tracking
WISDM uses only essential cookies and local storage required to keep you signed in and to operate the service. We do not currently use advertising or third-party analytics cookies.
10. Children
WISDM is a private members' service intended for adults aged 21 and over. Membership is confirmed at sign-up, and we do not knowingly collect personal data from anyone under 21.
11. Security
We use industry-standard measures — encryption in transit, access controls, row-level security in our database, and authenticated file storage — to protect personal data. No system can be guaranteed 100% secure; please tell us immediately if you suspect an issue.
12. Third-Party Suppliers & Operators
When we share your information with a venue, hotel, restaurant, event organiser, or other supplier in order to arrange a booking or fulfil a request on your behalf, that operator becomes an independent data controller of the information they receive.
WISDM is not responsible for how those third parties store, use, or protect your personal data once it is in their hands. Their own privacy policies and practices apply, and any queries about their handling of your data should be directed to them.
13. Changes to This Policy
We may update this policy from time to time. Material changes will be communicated in-app or by email. The "last updated" date at the top of this page reflects the most recent revision.
These Booking Terms & Conditions govern bookings and reservations arranged through WISDM on behalf of members. They apply in addition to any terms imposed by the venue, supplier, or event organiser handling the booking.
1. How Bookings Work
Enquiries submitted through WISDM are proposals, not confirmed bookings. A booking is only confirmed once (a) you accept a proposal in the app, and (b) our concierge team has confirmed availability with the venue or supplier and communicated the confirmation to you.
Until both steps are complete, dates, prices, and availability may change without notice.
2. Our Role as Concierge
WISDM acts as a concierge and intermediary. We arrange bookings on your behalf with independent third-party venues, hotels, restaurants, and suppliers. WISDM does not own or operate any of these venues.
The contract for the service you receive at the venue is between you and the venue/supplier. WISDM is not liable for the venue's service, food quality, hospitality, or any act or omission of the venue or its staff.
3. Pricing & Payment
Prices quoted in proposals are estimates based on information from the venue at the time of quoting. Final spend may differ due to menu choices, drinks consumption, service charges, taxes, or other extras.
Payment can be made via WISDM directly or with the venue / supplier, depending on the terms agreed. Payment terms specific to a booking will be shared with your confirmation.
4. Cancellations & Changes
Cancellations and changes are subject to the venue's own policy in addition to WISDM's guidelines: We ask for 14 days notice for any group booking and 90 days for an event confirmed.
To cancel or amend a booking, contact the concierge team as early as possible via the private line or email: wisdm@wisetheagency.com
5. No-Shows
No-shows may be chargeable at the venue's discretion, up to the full value of the booking. Repeated no-shows may affect your future booking privileges with WISDM and our partner venues.
6. Dietary & Allergen Information
WISDM will pass on any dietary requirements, allergies, or intolerances you provide to the venue when placing the booking. However, you must confirm these directly with the venue at the time of service.
WISDM is not liable for errors, omissions, or cross-contamination in the venue's fulfilment of dietary or allergen requirements.
7. Force Majeure
Neither WISDM nor the venue/supplier will be liable for any failure or delay in performance caused by events outside their reasonable control, including but not limited to acts of God, severe weather, fire, flood, epidemic or pandemic, industrial action, war, terrorism, civil unrest, or government restrictions.
8. WISDM Wins Loyalty Points
Points are earned and redeemed on bookings in accordance with the WISDM Wins programme rules displayed in the app. Points may be withheld, adjusted, or reversed if a booking is cancelled, amended, marked as a no-show, or if the associated final spend is refunded or altered.
Some partner venues do not contribute towards points; this is noted on the relevant partner listing.
Points expire 12 months after the date they are earned, on a rolling basis. Expired points cannot be reinstated or exchanged for cash.
9. Changes to These Terms
We may update these Booking Terms from time to time. Material changes will be communicated in-app or by email. The "last updated" date at the top of this page reflects the most recent revision.
These Event Terms & Conditions apply to all WISDM-hosted and WISDM-curated events. They sit alongside — and are separate from — the general Booking Terms that govern venue reservations arranged through the concierge service.
1. RSVPs & Attendance
RSVPing "going" to an event reserves your place. Guest allowances (if any) follow the limit shown on the event listing. If you bring more guests than permitted, entry may be refused for the additional attendees.
If your circumstances change and you can no longer attend, please update your RSVP promptly so your place can be offered to another member.
2. Refund & Cancellation Policy
Cancellations made at least 1 week (7 days) before the event start date are eligible for a full refund of any points or fees paid to attend.
Cancellations made less than 7 days before the event are non-refundable, except at WISDM's sole discretion for exceptional circumstances.
3. Points-Based Event Redemptions
If the event was booked using WISDM Wins points rather than a cash fee, points are only returned to your balance if the cancellation is made within the 7-day window outlined above.
Late cancellations forfeit the points and they will not be re-credited.
4. No-Shows
No-shows to an RSVP'd event are treated the same as a late cancellation — they are non-refundable and may affect future event invitations at WISDM's discretion.
5. Event Changes or Cancellation by WISDM
WISDM reserves the right to change the venue, date, time, or line-up of an event, or to cancel it entirely, for operational, safety, or commercial reasons.
If WISDM cancels an event, or makes a material change that you do not wish to accept, you will be offered a full refund of any points or fees paid.
6. Capacity & Waitlists
Event capacity is limited and places are allocated on a first-come, first-served basis once RSVPs open.
If an event is full, members may join a waitlist. If a place becomes available, waitlisted members will be notified in the order they joined. A waitlist place does not guarantee entry.
7. Guest Conduct
WISDM events are private gatherings. We reserve the right to refuse entry or remove attendees whose conduct is inappropriate, disruptive, or harmful to the experience of others, without refund.
Attendees are expected to respect venue property, staff, and fellow members at all times.
8. Photography & Media
Events may be photographed or filmed for WISDM marketing and promotional purposes.
9. Changes to These Terms
We may update these Event Terms from time to time. Material changes will be communicated in-app or by email. The "last updated" date at the top of this page reflects the most recent revision.