We appreciate how important yours and your employees’ privacy is and recognise that we are being trusted with protecting it, so the purpose of this privacy notice is to give you a clear explanation about how we collect and use personal data.
How we collect and store personal data
Client data is requested and stored in order to provide event management services and for accountancy purposes.
Personal delegate data collected is stored in a secure manner, accessible only by SG Venues Ltd staff who need to do so in order to facilitate requests and requirements of the event.
We will only retain personal data for as long as necessary in order to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.
Delegate / attendee data will only be retained whilst the event is ‘live’, once the event has passed and the account has been closed, the data will be deleted from all sources; email/attachments and any paper copies will be shredded by SG Venues Ltd.
SG Venues Ltd have issued strict guidelines and a process document to all staff in order to facilitate these requirements.
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.
In some circumstances, we may anonymise personal data (so that it can no longer be associated with an individual) for research or statistical purposes in which case we may use this information indefinitely without further notice to you.
We do not, and will not, sell any of yours or your employees / delegates’ personal data to any third party – including your name and contact details and your payment information.
How we protect personal data
We’re committed to keeping yours and your employees’ personal data secure and 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 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.
How we use personal data
Delegate data collected and maintained lists will be shared with the approved client contact in order to provide updates on booking requirements. Access to these lists / spreadsheets will be password protected with access granted to authorised personnel only.
SG Venues Ltd will use data collected to contact delegates in accordance with any requests made by the client, the individual or in order to facilitate requirements and provide services for the event:
To send information about the event e.g. confirmation of attendance, changes, notifications regarding travel, accommodation and the event arrangements.
To ask attendees to review or take a survey about the event they have attended. Data is only collected if requested by the client and only the results approved are shared with third parties such as the hotel, dinner venue and suppliers who have provided services for this specific event.
As an essential part of being able to provide our services to you and the event attendees we share yours and the delegates’ personal data with third party suppliers in order to provide requested services and bookings such as: event attendance, flight reservations, accommodation, and ground transportation. Only information relevant to the specific service is provided and only to direct suppliers contracted in relation to the event.
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.
Confidentiality and Non-Disclosure Agreements
SG Venues Ltd. will only disclose client information to employees and suppliers directly involved in providing a service and as requested by the client. Information disclosed will be limited and only provided if directly linked to an enquiry or confirmed event e.g. company name, client contact name and event details.
If a non-disclosure agreement has been provided, SG Venues Ltd. and its employees will strictly adhere to the rules outlined. SG Venues Ltd. will enforce rules (if applicable) to third party suppliers as stipulated in client non-disclosure agreement.
Client company name, logo and specific details which may identify the client company will only be used in case studies or for marketing purposes by SG Venues Ltd. with written permission by the authorised client company contact.