Privacy Policy

We sometimes process important, valuable and confidential data on behalf of our clients. We do this in a secure and appropriate way and have prepared this to demonstrate our security commitment in the context of travel procurement and privacy laws.

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Data ownership and legal basis for data processing

We (Conference Space Limited: Registered Company 15195149) act as a data processor, in the majority of cases, when processing our customers’ personal data and will process it in accordance with the UK data protection law and the contractual obligations in our contracts.

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This means only processing customer data in accordance with the written instructions of our customers, who are the data controllers.

Where we have entered into standard contractual clauses (SCCs) for the purpose of transferring data outside of the EEA, we take the position of data controller to enable this.

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Data collection

For the purpose of providing travel, meeting and event services we collect, use and disclose personal data. Personal data is any information that can be used to identify you or that we can link to you.

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Any user of our services may be asked to provide certain personal data such as: name and contact information (work and home/ mobile phone, fax, email, address); emergency contact names and information; preferences and trip/meeting details.

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Dependent upon the type of service taken you may also be asked to supply additional documentation such as passport/visa/driver’s licence number, and date of birth.

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Under UK GDPR, Data subjects have the right to data portability, access, object, restrict, rectification and erasure of data we may hold on them. In order to exercise any of these rights or for any issues with how we handle your data, please contact us at hello@conferencespace.co.uk

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Data sharing

Each of our customers can be assured that we are taking the necessary steps with its suppliers (who are sub-processors of the personal data) to require them to comply with the UK GDPR using both contractual clauses and annual due diligence reviews.​

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· For the purpose of fulfilling the provision of travel, meeting and event services any personal data collected may be shared with or disclosed to our customer, as the data controller, for the purpose of management information, auditing, tracking and other purposes as necessary.

· Our related companies, partners, subcontractors, and agents as necessary to fulfil and support the services, including facilitated bookings and assistance, responding to queries, ticket issue, responding to requests, and engagement in customer campaigns or supplier promotions.

· Third-party travel service providers to fulfil contractual travel and events services (e.g. Global Distribution Systems (GDSs); trains, hotels, airlines, rental car / and other ground transportation companies, car parking facilities and other travel suppliers for booking purposes.

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Additionally; technology platform providers, including, without limitation, online booking tool providers, meeting registration software providers (including onsite and mobile event management solution providers), visa and passport providers; credit card companies and payment collection and processing companies).

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Data transfers

When sharing with or disclosing personal data to other parties, as stated above, personal data may be transferred to countries with data protection laws providing a lower standard of protection for your personal data than your country.

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We will transfer your personal data in compliance with applicable data protection laws, including having adequate mechanisms in place to protect your personal data when it is transferred internationally e.g. facilitating Model Clauses, data protection agreements.

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Data governance

We adhere to a data retention policy that ensures that data is only stored as long as necessary to comply with legal and regulatory requirements.

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Data security

Whilst employing security measures to provide both data confidentiality, integrity and availability it should be noted that no transmission over the internet can be guaranteed as secure from illegal or unauthorised activity and so any personal data supplied is done so at your own risk.

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Changes to our privacy policy

We reserve the right to revise, amend, or modify this privacy policy at any time and in any manner. If changes are made, the ‘Last updated’ date will be amended, and we encourage you to regularly check for changes.

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You have the right to make a complaint at any time to the UK supervisory authority for data protection issues, the Information Commissioner's Office (ICO) (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 – any questions can be directed to enquiry@Conference Space

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​​Collection of personal information 

The information which we collect and store during normal use of the site is used to monitor and analyse how parts of the site are used. Such use does not result in any personally identifiable data being collected or stored. 'Personal information' means information from which someone else would be able to identify you as an individual.

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You have the option on certain pages within this site to submit personal information to us. In each case, we will only use the information about you for the purpose for which you provide it. 

IP Addresses and log file data

This site does not automatically capture or store personal information, other than logging the user’s IP Address or the location of your computer or network on the Internet, for systems administration and troubleshooting purposes. (If you are connected to the Internet you have an IP address, for example, an IP address might read “154.198.97.9”). We also use IP addresses to track visitor pages in order to improve the quality of the site.

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Google Analytics

We use Google Analytics to collect information about visitor behaviour on our website. Google Analytics stores information about what pages you visit, how long you are on the site, how you got here and what you click on.

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Visitors may choose to opt-out of Google Analytics tracking with the Google Analytics opt-out browser add-on.

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​Changes to our privacy policies

Conference Space reserves the right to revise, amend, or modify these privacy policies at any time and in any manner. When we post changes to them, we will amend the ‘Last updated’ date, and we encourage you to regularly check for changes.

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Cookies

We use a minimal number of different cookies on our site. If you do not know what cookies are, or how to control or delete them, then we recommend you visit https://www.aboutcookies.orgfor detailed guidance.

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Currently, we operate an ‘implied consent’ policy which means that we assume you are happy with this usage. If you are not happy, then you should either not use this site, or you should delete the cookies having visited the site, or you should browse the site using your browser’s anonymous usage setting (called “Incognito” in Chrome, “InPrivate” for Internet Explorer, “Private Browsing” in Firefox and Safari etc.).

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You should also read our privacy policy in conjunction with this information about cookies.

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First Party Cookies

These are cookies that are set by this website directly.