DATA PROTECTION POLICY
How Match My Venue protects, manages, and processes personal data
1. Purpose of This Policy
This policy sets out how Events Networking Limited, trading as Match My Venue, Match My Venue Limited, and The Events Consultant Limited (“we”, “us”, or “our”) protects personal data, complies with UK GDPR, and ensures personal information is handled lawfully, securely, and responsibly.
This policy applies to all personal data processed through our website, venue sourcing services, event management activities, communications, and business operations.
2. Legal Entities Covered
This policy applies to:
Events Networking Limited (Company No. 15296018)
Match My Venue Limited (Company No. 15951898)
The Events Consultant Limited (Company No. 16744281)
Registered office:
32 Hayes Square, Cranbrook, Exeter, Devon, EX5 7AT, United Kingdom
We operate under the laws of England and Wales.
3. Data Protection Principles
We process personal data in line with the UK GDPR principles, ensuring data is:
Processed lawfully, fairly, and transparently
Collected only for specific, legitimate purposes
Adequate, relevant, and limited to what is necessary
Accurate and kept up to date
Retained only as long as necessary
Protected through appropriate security measures
Processed in a way that respects individual rights
4. Types of Personal Data We Process
We may process:
Client & Enquiry Data
Names
Contact details
Company details
Job titles
Event briefs and related information
Venue & Supplier Contact Data
Names
Business contact details
Job roles
Guest List Data (Event Delivery Only)
Names
Email addresses
Used only to support event operations where required.
Communications Data
Emails
Phone voicemail recordings
Live chat messages
Social media enquiries
WhatsApp communications (limited use)
Website & Usage Data (Anonymised)
Analytics data
Session recordings (Wix)
Click tracking
Location estimates (non-identifiable)
We do not knowingly collect personal data relating to individuals under 18.
5. Lawful Bases for Processing
We process personal data under:
Contractual Necessity
To deliver venue sourcing, introductions, bookings, and event management services.
Legitimate Interest
To operate our business, recommend relevant venues, maintain relationships, and communicate appropriately.
Consent
For cookies, analytics tracking, and marketing communications where required.
Legal Obligation
For compliance with tax, licensing, contractual, and regulatory requirements.
6. Data Collection Methods
We collect personal data via:
Website forms (Wix)
Live chat (Wix)
Email (Outlook)
Voicemail (recorded and transcribed)
Phone communications
Social media direct messages
Client-provided guest lists
Venue partner communications
Edge Venues CRM (restricted senior access)
7. How Personal Data Is Used
Personal data may be used to:
Provide venue recommendations and shortlists
Introduce clients to venues at appropriate stages
Arrange site visits
Confirm bookings and contracts
Deliver event management services
Support event logistics
Communicate with clients, venues, and suppliers
Improve website performance and usability
Prevent misuse, fraud, or spam
Meet legal and regulatory obligations
8. Data Sharing & Disclosure Controls
We limit data sharing strictly to what is necessary:
With Venues
Client details are not shared at shortlist stage
Limited details may be shared at site visit or contract stage, with client awareness
With Suppliers
Only essential event-related business information is shared
With Partners
Data shared only where required to deliver services
Access restricted to senior staff
Legal Disclosure
Data shared only when legally required
9. Data Storage & Retention
We store data within the UK and EU.
Retention periods:
Unconverted enquiries: up to 2 years
Converted client data: 5–7 years
Venue partner contacts: retained while active
Marketing contacts: until unsubscribed or inactive
We conduct regular data cleanup and deletion routines.
10. Security Measures
We apply proportionate security measures, including:
Multi-factor authentication
Restricted access to sensitive systems
Device encryption
Password management tools
Secure hosting environments
Limited CRM access (CEO-only)
We avoid publishing sensitive internal security details.
11. Individual Rights
Individuals may request:
Access to personal data
Correction of inaccurate information
Deletion of data (where applicable)
Restriction or objection to processing
Data portability
Withdrawal of consent
Complaint escalation to the ICO
Requests should be sent to:
adam@matchmyvenue.com
We respond within one month.
12. Data Breaches & Incident Handling
We maintain procedures to:
Detect and assess data breaches
Contain and mitigate risks
Notify affected individuals and regulators where required
Prevent recurrence
13. Staff Responsibilities & Access Controls
Only authorised personnel may access personal data.
Staff and senior team members are responsible for:
Maintaining confidentiality
Following security procedures
Reporting potential data risks
Handling data lawfully and responsibly
14. International Transfers
We do not store personal data outside the UK and EU.
Where third-party tools involve international processing, we ensure appropriate legal safeguards are in place.
15. Policy Updates
This policy is reviewed periodically and updated where necessary to remain compliant with legal requirements and business operations.
16. Contact
For data protection enquiries: