Privacy Policy
Last updated: 15 October 2026
Your privacy matters to us. This notice explains what personal information London Conference Venue collects, why we collect it, who we share it with, how long we keep it and the rights you have under UK data protection law. It replaces our previous privacy notice of 24 May 2018.
1. Who we are
London Conference Venue (londonconferencevenue.co.uk) is a venue-finding and booking service run by Eventay Ltd (formerly The Corporate Team), 10 The Hangar, Perseverance Works, 38 Kingsland Road, London E2 8DD. In this notice, “we”, “us” and “our” mean Eventay Ltd trading as London Conference Venue.
We are the controller of the personal information described in this notice under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
Questions about this notice or your information: email data.protection@eventay.co.uk, call 0208 017 2799, or write to the Data Protection Lead, Eventay Ltd, 10 The Hangar, Perseverance Works, 38 Kingsland Road, London E2 8DD.
2. The information we collect
When you make an enquiry or booking (by phone, email, our forms or our search tools):
- your name, job title, company or organisation, email address and phone number;
- details of your event: date, number of guests, room layout, catering, equipment, budget, preferred areas and venues;
- accommodation requests for your guests, such as number of rooms and arrival and departure dates;
- any other information you choose to give us, such as dietary or accessibility requirements;
- our correspondence with you, including notes of phone calls, quotes, contracts and invoices.
When you visit our website: technical information our web server records automatically, such as your IP address, browser type and the pages requested. We use this to run and secure the site. See our Cookie Policy for how we use cookies.
Information about other people: if you give us details of colleagues or guests (for example a list of delegates needing hotel rooms), please make sure they know you are sharing their details with us for this purpose.
Special category information: we only ask for health information (such as access needs or dietary requirements linked to a medical condition) where it is needed to arrange your event, and we only use it for that purpose. See section 4.
We do not need or ask for payment card details through this website.
3. How we use your information and our lawful basis
| What we do | Lawful basis under UK GDPR |
|---|---|
| Respond to your enquiry, search for venues, send you options and quotes | Steps you ask us to take before entering into a contract, and our legitimate interest in answering business enquiries |
| Make and manage bookings with venues and hotels on your behalf | Performance of a contract |
| Share your requirements with venues and hotels so they can check availability and quote | Performance of a contract, or our legitimate interest in finding you a venue |
| Keep records of bookings, invoices and commission for tax and accounting | Legal obligation |
| Send you news and offers about venues and our services by email | Your consent, or for existing business customers our legitimate interest under the “soft opt-in” in the Privacy and Electronic Communications Regulations. You can opt out at any time. |
| Keep our website and systems secure, prevent fraud and improve our service | Our legitimate interests |
| Deal with complaints and legal claims | Our legitimate interests and legal obligations |
Where we rely on legitimate interests, we have balanced our interests against your rights. You can ask us for details of that assessment.
4. Health and accessibility information
If you tell us about a guest’s accessibility needs or medical dietary requirements, we use it only to arrange suitable facilities and share it only with the venue or hotel that needs it. Our lawful basis is your explicit consent (UK GDPR Article 9(2)(a)). You can withdraw consent at any time, although this may mean the venue cannot make those arrangements.
5. Who we share your information with
We never sell your personal information. We share it only where needed:
- Venues, hotels and event suppliers you are considering or have booked, so they can check availability, quote and deliver your event. They handle your information under their own privacy notices.
- Our service providers, who process information on our instructions under written contracts: website hosting, email and IT providers, our customer relationship management system, and our venue-search and booking platform provider (VenueDirectory / GRATIS, which runs our online venue search).
- Professional advisers such as accountants, auditors, insurers and lawyers.
- Authorities such as HMRC, the police or regulators, where the law requires it.
- A buyer or successor if our business, or part of it, is sold or reorganised.
6. International transfers
Most of the information we hold stays in the UK. Some of our service providers may store or access information outside the UK. When that happens we make sure it is protected, for example because the country has UK adequacy regulations, or by using the ICO’s International Data Transfer Agreement or the UK Addendum to the EU Standard Contractual Clauses. Contact us for a copy of the relevant safeguards.
7. How long we keep your information
- Enquiries that do not lead to a booking: up to 2 years after our last contact, so we can help with repeat or related events.
- Bookings, contracts and invoices: 6 years after the end of the financial year they relate to, as required for tax and to deal with legal claims.
- Marketing preferences: until you opt out. We keep a record of your opt-out so that we do not contact you again.
- Website server logs: up to 12 months.
After these periods we securely delete or anonymise the information.
8. How we protect your information
We use appropriate technical and organisational measures to protect your information against loss, misuse and unauthorised access. These include access controls, encrypted connections (HTTPS), staff confidentiality obligations and contracts with our suppliers. If a personal data breach is likely to result in a risk to your rights, we will report it to the Information Commissioner’s Office within 72 hours and, where required, tell you without undue delay.
9. Your rights
Under UK data protection law you have the right to:
- access the personal information we hold about you and receive a copy;
- ask us to correct information that is inaccurate or incomplete;
- ask us to delete your information in certain circumstances;
- ask us to restrict how we use your information;
- object to our use of your information based on legitimate interests, and to object at any time to direct marketing;
- data portability: receive information you gave us in a portable format, where we process it by consent or contract;
- withdraw consent at any time, where we rely on consent.
We do not make decisions about you based solely on automated processing.
To use any of these rights, contact us using the details in section 1. There is normally no charge. We will respond within one month, which may be extended by up to two further months for complex requests (we will tell you if so). We may ask you to confirm your identity first.
10. Complaints
If you are unhappy with how we have handled your information, please tell us first so we can put it right. We will acknowledge your complaint within 30 days and tell you the outcome without undue delay.
You also have the right to complain to the Information Commissioner’s Office (ICO), the UK data protection regulator: ico.org.uk/make-a-complaint, telephone 0303 123 1113.
11. Links to other websites
Our website links to other sites, including our venue-search portal and venue websites. We are not responsible for their privacy practices, so please read their privacy notices.
12. Changes to this notice
We review this notice regularly. The date at the top shows when it was last updated. If we make significant changes, we will highlight them on our website.
See also our Cookie Policy and GDPR and Data Protection Policy.