Privacy Policy

SF Events understands Data Privacy and the Security of Personal Data is a sensitive area. This Policy covers how SF Events collects, uses, discloses, transfers and stores personal information, informing our clients of  their rights over their Personal Data. This policy applies when our clients use our services, either by post, web or telephone or otherwise by using electronic means interacting with our websites or email.

What data do we collect, process and why?
The Personal Data we collect is limited to what is necessary to conduct event bookings and includes name, mailing address, contact telephone numbers and email address. When you make a booking, depending on the arrangements you ask us to make we will ask if you have special requirements, such as dietary requirements, medical/health conditions so as to ensure that your particular needs in relation to a booking are met.

How we use your Personal Data

We use the Personal Data we collect and process it, either (A) because it is necessary for us to do so as part of the services we provide to you due to having entered into a contract with us or (B) because we have a legitimate business reason for doing so.

A) Activities carried out by SF Events Ltd in order to provide the services you have entered into a contract with us for, are the following:
 

• Managing your booking internally, communicating your booking with external suppliers such as hotels, so as to ensure that the services you requested are arranged.
• Communicating with you regarding your requested booking, including sending booking information or payment receipts.
• Assisting you or arranging for assistance to be provided to you by third parties in the event of an incident or health emergency which is in your vital interests.

B) Activities carried out by SF Events on the basis of our legitimate interests as a business which you employ to provide your event services, are the following:
 

• The improvement of the customer experience using our online and offline services
• The protection of our business against financial loss for payment card and booking verification
• Contacting you if you make any enquiry on our website
• The resolution of complaints, dealing with disputes and legal proceedings which may include contacting you if we need to resolve any issues you may be experiencing or have experienced with a booking or other purchased service provided by SF Events.

Which countries and who will your Personal Data be sent to?

SF Events and any suppliers we use to provide your selected service (e.g. hotels, venues) hold your personal data within the European Economic Area (EEA). We carefully select and source third party suppliers that are required to receive your Personal Data in order to deliver the services offered to you.

We ensure that SF Events vendors are reputable suppliers, in particular:

Without a known history of data protection breaches

With credible data protection policies/practices to ensure the integrity and safety of the data

With a policy of using the data only for the delivery of the contractually agreed Service.
 

Legal and Governmental Authorities

When SF Events is requested to provide Personal Data by law, legal process, litigation and/or requests from governmental authorities within or outside the clients’ country of residence, it will be obliged to comply and proceed with providing your Personal Data.

Protection of Personal Information and Security

Servers hosting the online booking services use SSL (Secure Sockets Layer) data encryption to help keep your data secure. Where possible, Personal Data entered is encoded before it is sent to SF Events and our suppliers, protecting it as it is transferred over the Internet. However, it must be noted that the transmission of information via the Internet is not completely secure and while SF Events will endeavour to ensure that any information entered into the online booking form is secure, it does not guarantee the security of the data transmitted to or from such services.

How long do we keep your Personal Data?

SF Events retains your Personal Data for the period necessary to fulfil your event booking except in cases when a longer retention period is required by law or other legal obligation. We will only hold the minimum necessary data to provide the services you have requested us to provide and we will do so for no longer than 3 months after the last booking has been completed. Should we be operating with you through a client contract and that be terminated, your data will not be kept for longer than 12 months. A period of up to 12 months post-contract termination is acceptable to cater for bookings which are made for up to 12 months in advance.
 

What are your rights as to your personal data?

As entitled by the GDPR, as our client, you have the right to request and receive a copy of your Personal Data in a user-friendly format. You are also entitled to request the erasure of your personal data, exercising your “Right to be Forgotten”. Note that SF Events has the option to refuse such requests if they impact its ability to provide the contracted services to the organisation which the customer belongs to or if there is a legal requirement to maintain the data.

Withdrawing your consent

At any given point in time, you have the right to withdraw your consent for us to use your Personal Data when providing our services to you.

Any communications relating to data access requests or the withdrawal of your consent must be made in writing to:

SF Events Ltd

The Withyholt

Paul Mead

Stroud

Gloucestershire

GL6 6PG

Changes to this Policy

SF Events Privacy Policy is a live policy and adjusts to the changes in the ever-evolving frameworks governing privacy concerns. As such, our Privacy Policy will change from time to time. Client rights will not be affected without the client’s explicit consent. All Privacy Policy changes will be communicated to our clients using email communications. Our users have the right to request a copy of a previous version of our Privacy Policy.