Here at Brief to Event Solutions Ltd. we take your privacy seriously and will only use your personal information to administer your account and to provide the services you have requested from us.
If you have any question regarding this policy or our privacy practices you can email us: email@example.com or contact us by phone 01202 400850.
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 booking 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 proposals, 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, service status information 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 preferred venues or 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, events and bedroom reservations you have previously booked both to improve the quality of the service we provide to you, to provide you with Management Information when required and for our own financial reasons to manage our relationship with venues and suppliers.
Financial Information: In some cases we will also need to hold your credit card details. These are used to guarantee accommodation and pay deposits or pre-payments. Generally, for hotel accommodation you can choose an alternative payment method on arrival but a guarantee method is required when booking.
Server logs: In order to meet the technical needs of managing the online booking services our online booking system provider will log all accesses to the servers, the IP address they originated from, the web browser used and the time that the access occurred.
How long do we 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 when using our online booking tools. These are deleted either when you log out or when you close your web browser.
Server logs: Our online booking provider will keep detailed server logs for around 6 months. Anonymised information (with IP addresses, account details and other private information 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 supplier that you book as well as financial information required by the venue to guarantee or pay for 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).
In some cases bookings are made through a 3rd party system managed i.e. Travelport (www.travelport.com) and in these cases we may also share your details with that service.
We will never share your information with third parties that are not directly connected to your reservation or venue or supplier booking.
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. Our booking tool providers encrypt your data both in transit and, for sensitive information, on their servers as well as maintaining physical security.
Your rights to control your data
- You have the right to review the data we keep about you. You may view your information through our online booking tools 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 and our legal obligations are met.
Who is responsible for managing your data
Brief to Event Solutions Ltd. controls personal data which is then processed by our software providers in relation to our online booking tools. 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 firstname.lastname@example.org or telephone us on 01202 400850.