What information do we collect about you and why?
We collect the following information:
Account Information: This is the information required to create an account on our system and allow us to identify you and provide the contracted service. It will include your name, address and contact information. For online accounts an email address is required but for other types of account it may be a telephone number or something else. We will use your contact information to provide confirmations and information on bookings you make though our service. In some cases we may ask for your consent to use your contact information to provide information on special offers, surveys, updates to our terms and conditions or event specific information.
Profile Information: In addition to account information we may also hold various profile information for instance your dietary needs, access requirements, loyalty cards or prefered hotel room type. This information is optional but not providing it may affect the quality of the service we provide.
Booking History: We keep a record of venues and events your have previously booked both to improve the quality of the service we provide to you and for our own financial reasons to manage our relationship with venues.
Financial Information: In most cases we will also need to hold your credit card details. These are used to guarantee accommodation and pay deposits or pre-payments. Generally you can choose an alternative payment method on arrival but a guarantee method is required when booking.
Server logs: In order to meet our technical needs of managing the online booking service we log all accesses to our servers, the IP address they originated from, the web browser used and the time that the access occurred.
How long do you hold the information?
In general we hold account, profile, booking history and financial information for 7 years from the date of your last booking. In some cases (such as where there is a financial dispute with the venue) we may hold your details until the situation is resolved.
Cookies are preserved for the length of your login session. These are deleted either when you log out or when you close your web browser.
Server logs: We keep detailed server logs for around 6 months. Anonymised information (with IP addresses and account details removed) may be stored for up to 2 years to manage long term trends.
Who do we share the information with?
Your personal information is shared only as is required to provide the booking service you request. If you make a booking through our service we will pass on your name and contact details to any venue or event that you book as well as financial information required by the venue to guarantee the booking. If you have provided details of personal preferences we may pass this on to the venue where appropriate (for instance to ensure that a vegan meal is available at an event).
We also manage your booking through a booking tool provided by SJJB Management (www.sjjb.co.uk). As part of our day to day operations we may share your details with them for the purposes of software support and to facilitate their technical needs in managing the booking tool.
How is your data protected?
As required by UK and European data protection laws we take all reasonable precautions to secure your data and restrict access to those staff with a need to access it. We encrypt your data both in transit and on our servers as well as maintaining physical security.
Your rights to control the data
You have the right to review the data we keep about you. You may view your information through the online booking tool or contact us for more information.
You have the right to correct any mistakes, please contact us if you feel we are holding incorrect data about you.
You have the right to request we delete your data – although there are some restrictions, for example we are unable to delete your profile until all bookings are complete and finalised.
Who is responsible for managing your data?
Meetings and Events controls the processing of personal data in relation to our online booking tool and agency service. If you have any questions or concerns regarding the privacy of your data or if you would like to review, update or delete data we hold please email [email protected] or telephone us on +44 (0)1423 888 889.