Introduction
We respect your privacy and is committed to protecting your personal data. This privacy policy will inform you as to how we look after your personal data when you visit our website (regardless of where you visit it from) and tell you about your privacy rights and how the law protects you.
1. Important information and who we are
Purpose of this privacy policy
1.1 This privacy policy aims to give you information on how We collect and processes your personal data through your use of this website, including any data you may provide through this website when you create a listing or book a venue or engage a supplier.
1.2 This website is not intended for children and we do not knowingly collect data relating to children.
1.3 It is important that you read this privacy policy together with any other privacy policy or fair processing policy we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data. This privacy policy supplements other notices and privacy policies and is not intended to override them.
Data Controller
1.4 The controller is Venuebility Limited referred to as "We" and/or "Venuebility" and/or "Our". We are registered in England and Wales under company number 11271520 and have our registered office at 1 Castle Close, Eardisley, Hereford, Herefordshire, HR3 6NL.
1.5 Any questions you have on how We use your data can be directed to the Data Protection Officer at Venuebility, 1 Castle Close, Eardisley, Hereford, Herefordshire, HR3 6NL.
2. Changes to the privacy policy and your duty to inform us of changes
2.1 We keep our privacy policy under regular review. This version was last updated on 01 Aug 19
2.2 It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.
3. Third-party links
This website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy policy of every website you visit.
4. The Data we may Collect from You
4.1 We may collect and process the following data:
a) Information that you provide by using our Website https://www.venuebility.com/ (our Website and any other websites we my register and operate from time to time), including your name, contact number and email address. This includes information provided at the time of registering to use our Website, subscribing to our service, posting material or requesting further services; b) If you contact us, we will keep a record of that correspondence while we process your transaction. We’ll also keep a record of details of transactions you carry out through our Website and of the fulfilment of your orders;
c) Details of your visits to our Website and the resources that you access;
d) Anonymous information from 3rd party sites who have referred you to our Website;
e) Information that you post publicly on the internet, including your username and the content of your posts (when you leave feedback and rating of the venues), content you submit in public forums or in posts on social media platforms;
f) Information that you voluntarily provide to us through forms on our website or otherwise or which you may receive from us, in particular for the purpose of subscribing to our email notifications and/or newsletters (including your name and email address);
g) We may keep a record of different types of mobile data about your location, including general information (e.g., IP address, zip code) and more specific information (e.g. GPS-based functionality on mobile devices used to access the Website or specific features of the Website) when you use our platform on your mobile; and
h) Information contained in or relating to communication between you and Venuebility, for instance through our website, chat, forms, mobile application, email, telephone or other means (including your contact details, the communication content and meta data associated with the communication).
4.2 We may collect information about your computer, including where available your IP address, operating system and browser type. This information is statistical data and does not identify any individual.
4.3 Venuebility does not store any personal banking details. Any payment transactions are carried out by appropriately regulated third parties.
5. If you Fail to Provide Personal Data
Where we need to collect personal data by law, or under the terms of a contract we have with you, and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with goods or services). In this case, we may have to cancel a product or service you have with us but we will notify you if this is the case at the time.
6. How we Process your Personal Data
Venuebility complies with its obligations where your personal data is concerned by keeping it up to date; by storing and destroying it securely; by not collecting or retaining excessive amounts of data; by protecting personal data from loss, misuse, unauthorised access and disclosure and by ensuring that appropriate technical measures are in place to protect personal data we hold.
7. How we use your Personal Data
Venue Bookers
7.1 Transactional Communications
These refer to the use of your name, email address and telephone number for the purposes in our legitimate interest of facilitating a specific transaction initiated by you, usually an enquiry for a venue or supplier made through our platform, and to provide you with customer service, support and service notices, reminders, technical updates and security alerts relating to that enquiry. We’ll use the personal data you provide us with for:
a) Responding to and communicating with you for the purposes of sourcing you a venue or supplier requested by you.
b) Enabling communication with venues or suppliers chosen by you.
c) Sending you service, support and administrative messages, reminders, technical notices, updates, security alerts, and information relating to an enquiry and.
d) Checking with the relevant venue if you have made a booking.
We may also use it to perform various legal and compliance requirements we may have, including:
a) Complying with and performing our legal obligations arising from agreement between you and ourselves or our agreements with third parties
b) Verifying compliance with the terms and conditions governing the use of our platform and
c) Resolving disputes which may arise from the booking of venues or suppliersthrough our platform
7.2 Optimisation
We may use data you make available to us during your transaction to improve in our legitimate interest the experience and personalise our platform for our users, to understand, administer, develop and improve our platform and to create a safe and trusted environment for our users. We may also request feedback from you about our platform and venues you book through us.
7.3 Key Accouncements
To occasionally in our legitimate interest inform you of updates to, and news about, Venuebility and its key products, including updates to our terms and conditions, news on product releases, invitations to key events and other exceptional announcements deemed relevant to you.
7.4 Marketing and Promotions
Only with your consent, to periodically provide you with information by email we believe will enrich your experience as a user of Our website, including, updates on new venues, suppliers, deals and offers and event invitations and industry news and commentary.
Venue Operators and Suppliers
For venue operators and suppliers using our platform, we’ll use your data for the following purposes:
7.5 Transactional Communications
These refer to the use of your name, email address and telephone number for the purposes in our legitimate interest of facilitating a specific transaction, usually an enquiry for your venue through our platform, and to provide you with customer service, support and service notices, reminders, technical updates and security alerts relating to that enquiry. Processing of your data for transactional purposes is ongoing and may be terminated at your request, either by removing your venue from Venuebility or contacting us at helpdesk@venuebility.com.
7.6 Optimisation
We may use data you make available to us during your transaction to improve in our legitimate interest the experience and personalise our platform for our users, to understand, administer, develop and improve our platform and to create a safe and trusted environment for our users. We may also request feedback from you about our platform and venues you book through us.
7.7 Key Accouncements
To occasionally in our legitimate interest inform you of updates to, and news about, Venuebility and its key products, including updates to our terms and conditions, news on product releases, invitations to key events and other exceptional announcements deemed relevant to you.
8. Sharing your personal data
8.1 Your personal data will be treated as strictly confidential, and will be shared only with venues, suppliers, or venue-bookers, in relation to a specific enquiry, with your explicit permission. We will not share your data with third parties, except with your explicit written permission.
8.2 We will never share your data outside of the EU except with your explicit written permission, or to put you in touch with a venue outside that jurisdiction without your permission.
8.3 We may share your personal data to any of our insurers, members, employees, professional advisers, agents, suppliers, contractors or subcontractors as required for the purposes outlined in this policy.
9. How long do we keep your personal data?
9.1 We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.
9.2 To determine the appropriate retention period for personal data, we consider the amount, nature and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal, regulatory, tax, accounting or other requirements.
Venue and Supplier Bookers
9.3 For data processing for the purposes of Transactional Communications, we will use your personal data for a period of 12 months after your enquiry is considered “Closed” by Venuebility.
9.4 For data processing for the purposes of Optimisation and Key Announcements, Venuebility will keep your personal data until the point at which you instruct us to securely delete that personal data. You may instruct us to securely delete your personal data at any time by writing to Data Protection Officer, Venuebility, 1 Castle Close, Eardisley, Hereford, Herefordshire, HR3 6NL.
9.5 For data processing for Marketing and Promotions, Venuebility will keep your data until you unsubscribe from our email communications or you withdraw your consent. You may withdraw your consent at any time by writing to Data Protection Officer, Venuebility, 1 Castle Close, Eardisley, Hereford, Herefordshire, HR3 6NL.
Venue and Supplier Operators
9.6 Processing of your data is ongoing in order to facilitate enquiries to your venue, and may be terminated at your request, either by removing your venue from Venuebility or by contacting us at info@venuebility.com.
10. Change of purpose
10.1 We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us.
10.2 If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.
10.3 Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.
11. Your Rights and Your Personal Data
You have the right to:
11.1 Request access: This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
11.2 Request correction: This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.
11.3 Request erasure: This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.
11.4 Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.
11.5 Request restriction of processing: This enables you to ask us to suspend the processing of your personal data in the following scenarios:
a) If you want us to establish the data's accuracy.
b) Where our use of the data is unlawful but you do not want us to erase it.
c) Where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims.
d) You have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.
11.6 Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.
11.7 Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.
11.8 All requests relating to the above may be made in writing to Data Protection Officer, Venuebility, 1 Castle Close, Eardisley, Hereford, Herefordshire, HR3 6NL.
11.9 You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we could refuse to comply with your request in these circumstances.
11.10 We try to respond to all legitimate requests within one month. Occasionally it could take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.
12. Data security
12.1 We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.
12.2 We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
13. Cookies
Our website uses cookies to distinguish you from other users of our website. This helps us to provide you with a good experience when you browse our website and also allows us to improve our Website. For detailed information on the cookies we use and the purposes for which we use them see ourCookie Policy
14. Changes to our Privacy Policy
Any changes we may make to our privacy policy in the future will be posted on this page. We will update the “Last Updated” date when we update this policy. Please check this page periodically to ensure you agree with any changes to this policy.
15. Guarantee
Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our Website; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.
16. Contact
Questions, comments and requests regarding this privacy policy are welcomed and should be addressed to info@venuebility.com.
