Privacy Policy

Contents

• Important information and who we are
• The data we collect about you
• How is your personal data collected?
• How we use your personal data
• Disclosures of your personal data
• International transfers
• Data security
• Data retention
• Your legal rights
• Glossary

1. Important information and who we are

   1. Purpose of this privacy notice
      This privacy notice aims to give you information on how West End Events Limited collects and processes your personal data through your use of this website, including any data you may provide through this website when you purchase our services or sign up to our newsletter or take part in a competition.
      This website is not intended for children and we do not knowingly collect data relating to children.
      It is important that you read this privacy notice together with any other privacy notice or fair processing notice 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 notice supplements the other notices and is not intended to override them.
   2. Controller
      West End Events Limited is the controller and responsible for your personal data (collectively referred to as “WEE“, “we“, “us” or “our” in this privacy notice).
   3. Contact details
      Our full details are:
      Full name of legal entity: West End Events Limited
      Email Address: [email protected]
      Postal Address: Kintyre House, 70 High Street, Fareham, Hampshire, PO16 7BBYou have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.
   4. Changes to the privacy notice
      This version was last updated on 23/10/2020 and historic versions can be obtained by contacting us.
   5. Your duty to inform us of changes
      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.
   6. 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 notice of every website you visit.

2. The data we collect about you

Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).

We may collect, use, store and transfer different kinds of personal data about you which we have grouped together follows:

1. 1. Identity Data includes first name, last name, username or similar identifier, title, date of birth and gender.
   2. Contact Data includes billing address, postal address, email address and telephone numbers.
   3. Financial Data includes payment card details and bank account details
   4. Transaction Data includes details about payments to and from you and other details of services you have purchased from us.
   5. Technical Data includes internet protocol (IP) address, browser type and version, time zone setting and location, operating system and platform and other technology on the devices you use to access this website.
   6. Profile Data includes your information about your enquiries, purchases, correspondence, feedback and survey responses.
   7. Usage Data includes information about how you use our website and services.
   8. Marketing and Communications Data includes your preferences in receiving marketing from us and our third parties and your communication preferences.
   9. We also collect, use and share Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data may be derived from your personal data but is not considered personal data in law as this data does not directly or indirectly reveal your identity. For example, we may aggregate your Usage Data to calculate the percentage of users accessing a specific website feature. However, if we combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this privacy notice.
   10. We collect certain Special Categories of Personal Data about you which are used exclusively to enable us to provide the service you have purchased. These Special Categories are as follows:
       1. Religious Belief Data includes your requirement for a special menu for example a kosher menu for a Jewish guest
       2. Health Data includes allergies and intolerances that affect the food you can eat or disability and mobility information that would require special provisions to be made at the venue.
   11. 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 the services). In this case, we may have to cancel the service you have requested from us but we will notify you if this is the case at the time.

2. How is your personal data collected?

We use different methods to collect data from and about you including:

1. 1. Through direct interactions. You may give us your Identity, Contact, Financial, Religious and Health Data by filling in forms or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you:
      1. make enquiries about our services;
      2. purchase our services;
      3. submit your dietary requirements and other event planning details;
      4. request marketing to be sent to you;
      5. enter a competition, promotion or survey; or
      6. give us some feedback.
   2. Through automated technologies or interactions. As you interact with our website, we may automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies, server logs and other similar technologies. Please see our cookie policy for further details.
   3. From third parties or publicly available sources. We may receive personal data about you from various third parties as set out below:
      1. Event agencies, ticketing agents and other booking agents;
      2. Advertising networks
      3. Employment establishments
      4. Venues, entertainers and other suppliers
      5. Social media sites and your other online profiles
   4. Technical Data from the following parties:
      1. analytics providers such as Google based outside the EU;
      2. advertising networks such as event listing platforms inside the EU and Google based outside the EU;
      3. crm software
      4. booking software
      5. WordPress
      6. marketing platforms
   5. From Contact, Financial and Transaction Data from providers of technical, payment and delivery services such as:
      1. Credit card processing companies such as Stripe

2. How we use your personal data

   1. We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:
      1. Where we need to perform the contract we are about to enter into or have entered into with you.
      2. Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.
      3. Where we need to comply with a legal or regulatory obligation.
   2. Generally we do not rely on consent as a legal basis for processing your personal data other than in relation to sending third party direct marketing communications to you via email or text message. You have the right to withdraw consent to marketing at any time by contacting us using any of the contact details / methods set out above.
   3. Purposes for which we will use your personal data
      
      We have set out below, in a table format, a description of all the ways we plan to use your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.Note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data. Please contact us using any of the contact details / methods set out above if you need details about the specific legal ground we are relying on to process your personal data where more than one ground has been set out in the table below.

1. 1. MarketingWe strive to provide you with choices regarding certain personal data uses, particularly around marketing and advertising. We have established the following personal data control mechanisms:
      1. Unsubscribe links on all marketing emails
      2. CRM system to log your preferences in terms of marketing
   2. Promotional offers from usWe may use your Identity, Contact, Technical, Usage and Profile Data to form a view on what we think you may want or need, or what may be of interest to you. This is how we decide which services, events and offers may be relevant for you (we call this marketing).You will receive marketing communications from us if you have requested information from us or purchased services from us or if you provided us with your details when you entered a competition or registered for a promotion and, in each case, you have not opted out of receiving that marketing.
   3. Third-party marketingWe will get your express opt-in consent before we share your personal data with any company outside WEE for marketing purposes.
   4. Opting outYou can ask us or third parties to stop sending you marketing messages at any time by contacting us using any of the contact details / methods set out above at any time.
   5. CookiesYou can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies, please note that some parts of this website may become inaccessible or not function properly. For more information about the cookies we use, please see our cookie policy
   6. Change of purposeWe 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 using any of the contact details / methods set out above.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.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.

2. Disclosures of your personal data

   1. We may have to share your personal data with the parties set out below for the purposes set out in the table in paragraph 4 above.
      1. External Third Parties as set out in the Glossary.
      2. Third parties to whom we may choose to sell, transfer, or merge parts of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this privacy notice.
   2. We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.

3. International transfers

   1. If we do transfer your personal data out of the EEA, we will ensure a similar degree of protection is afforded to it by ensuring that we will only transfer your personal data to countries that have been deemed to provide an adequate level of protection for personal data by the European Commission. For further details, see European Commission: Adequacy of the protection of personal data in non-EU countries.
   2. Please contact us using any of the contact details / methods set out above if you want further information on the specific mechanism used by us if we transfer your personal data out of the EEA.

4. Data security

   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.
   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.

5. Data retention

   How long will you use my personal data for?

   1. We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.
   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 requirements.
   3. By law we have to keep basic information about our customers (including Contact, Identity, Financial and Transaction Data) for six years after they cease being customers for tax purposes.
   4. In some circumstances you can ask us to delete your data: see Request Erasure below for further information.
   5. In some circumstances we may anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes in which case we may use this information indefinitely without further notice to you.

6. Your legal rights

   1. Under certain circumstances, you have rights under data protection laws in relation to your personal data. These rights are:
      1. Request access to your personal data (commonly known as a “data subject access request”). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
      2. Request correction of the personal data that we hold about you. 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.
      3. Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. 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.
      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 overrides your rights and freedoms.
      5. Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios:
         1. if you want us to establish the data’s accuracy;
         2. where our use of the data is unlawful but you do not want us to erase it;
         3. 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; or
         4. you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.
      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.
      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 services to you. We will advise you if this is the case at the time you withdraw your consent.
   2. If you wish to exercise any of the rights set out above, please contact us.
   3. No fee usually requiredYou 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 may refuse to comply with your request in these circumstances.
   4. What we may need from youWe may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.
   5. Time limit to respondWe try to respond to all legitimate requests within one month. Occasionally it may 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.

7. Glossary

   1. Lawful BasisLegitimate Interest
      means the interest of our business in conducting and managing our business to enable us to give you the best service/product and the best and most secure experience. We make sure we consider and balance any potential impact on you (both positive and negative) and your rights before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law). You can obtain further information about how we assess our legitimate interests against any potential impact on you in respect of specific activities by contacting us.Performance of Contract
      means processing your data where it is necessary for the performance of a contract to which you are a party or to take steps at your request before entering into such a contract.Comply with a legal or regulatory obligation
      means processing your personal data where it is necessary for compliance with a legal or regulatory obligation that we are subject to.
   2. Third PartiesExternal Third Parties
      (a) Service providers acting as processors based inside the UK who provide IT and system administration services;
      (b) Professional advisers acting as processors or joint controllers including lawyers, bankers, accountants, payroll services, auditors and insurers based in the United Kingdom who provide consultancy, banking, legal, insurance and accounting services;
      (c) HM Revenue & Customs, regulators and other authorities acting as processors or joint controllers based in the United Kingdom who require reporting of processing activities in certain circumstances; and
      (d) Our venue suppliers, entertainment suppliers and their sub-contractors, tour operators, travel agencies, event agents, booking agents, ticketing agents, advertising networks, employment establishments, social networks.