PRIVACY POLICY

1. Introduction

This Privacy Policy explains how Events Networking Limited, trading as Match My Venue, Match My Venue Limited, and The Events Consultant Limited (together referred to as “Match My Venue”, “we”, “us”, or “our”), collects, uses, stores, shares, and protects personal data in accordance with UK GDPR and applicable data protection laws in England and Wales.

This policy applies to personal data collected through our website, communications, venue sourcing services, event management services, and business operations.

We do not provide services to individuals under the age of 18.

2. Who We Are

We operate under the following legal entities:

• Events Networking Limited (Company No. 15296018)

• Match My Venue Limited (Company No. 15951898)

• The Events Consultant Limited (Company No. 16744281)

Registered office for all entities:
32 Hayes Square, Cranbrook, Exeter, Devon, EX5 7AT, United Kingdom

We operate only within the UK and are governed by the laws and courts of England and Wales.

Contact Details

General email: hello@matchmyvenue.com
Data protection contact: adam@matchmyvenue.com
Phone: 020 4591 1672

3. The Personal Data We Collect

a) Client & Enquiry Data

We may collect the following personal and business information:

• First name and surname

• Email address

• Company name

• Company number

• Company email address

• Phone number

• Job title

• Event details (including event type, dates, guest numbers, budget ranges, venue requirements)

We do not collect personal dietary or medical data about individuals.
We may collect general event-level dietary or accessibility requirements where relevant to delivering our services.

b) Venue & Supplier Contacts

We may collect:

• Names

• Business email addresses

• Phone numbers

• Job titles

c) Guest Lists (Where Applicable)

In some cases, clients may share guest lists to support event delivery. These typically contain:

• Name

• Email address

This information is used only for event-related purposes and is not repurposed for marketing.

d) Communications Data

We collect personal data through communications including:

• Website enquiry forms (Wix)

• Live chat (Wix)

• Email (Outlook)

• Phone calls (voicemails only — recorded and transcribed)

• WhatsApp (limited use)

• Social media direct messages (LinkedIn, Instagram, Facebook)

e) Website Usage & Session Analytics

We use anonymised session recording and analytics tools. These may collect:

• Location (approximate)

• Device and browser data

• Click behaviour

• Session activity

This data is anonymised, and we cannot personally identify users from these recordings.

We do not collect personally identifiable IP address records for profiling.

4. How We Use Personal Data

We process personal data to:

• Provide venue recommendations and curated shortlists

• Introduce clients to venues when contract or site visit stages require it

• Arrange and manage site visits

• Negotiate and confirm bookings

• Deliver event management services

• Provide customer support

• Prevent fraud, spam, or misuse

• Operate website analytics and performance tools

• Send legitimate-interest communications where appropriate

• Send marketing communications where users have opted in

• Comply with legal and regulatory requirements

We do not sell personal data.

5. Lawful Bases for Processing

We process personal data under the following lawful bases:

Contractual Necessity

Where processing is required to deliver venue sourcing, booking, or event management services.

Legitimate Interests

Including:

• Venue recommendations relevant to prior event types

• Industry or service updates

• Operational communications

• Business development activities

These interests do not override individual rights.

Consent

For:

• Website cookies

• Optional marketing communications

Legal Obligation

Where required for:

• Contracts

• Regulatory compliance

• Licensing (e.g., TENs where applicable)

• Financial or legal record-keeping

6. How and When We Share Personal Data

a) With Venues

We do not share client personal data during the shortlist stage.

We may share client name, company name, event brief, and budget:

• At site visit stage (only if required)

• At contract stage

• Always with client awareness and approval

b) With Suppliers

We share only essential event-related business information, such as:

• Company name

• Event name

• Guest numbers

We do not share unnecessary personal data.

c) With Partners

We may share limited data with partners (e.g., Edge Venues) only where necessary to deliver venue sourcing services.

Edge Venues CRM access is restricted to senior staff, and venue partners do not receive client personal data until contract stage.

d) Legal & Regulatory Disclosure

We may disclose personal data where legally required, including:

• Licensing obligations

• Court orders

• Regulatory authorities

7. Technology & Service Providers

We use:

• Wix Studio (website & forms)

• Outlook (email)

• Google Analytics (GA4)

• Google Tag Manager

• Meta Pixel

• LinkedIn Insight Tag

• Wix Client Manager

• Edge Venues CRM

Data is stored within the UK and EU, with appropriate safeguards in place.

8. Marketing Communications

We may send:

• Legitimate-interest service communications

• Marketing emails only where users opt in

• Industry or venue updates relevant to prior client activity

We do not automatically add users to mailing lists.

You may unsubscribe at any time, and we regularly clean inactive or bounced contacts.

9. Cookies & Tracking

We use cookies to:

• Operate website functionality

• Analyse performance

• Improve user experience

Users can manage cookie preferences via our cookie banner.
For more information, see our Cookies Policy.

10. Data Retention

We retain data as follows:

• Unconverted enquiries: up to 2 years, then archived

• Converted client data: 5–7 years (legal/financial requirements)

• Venue partner contacts: retained while commercially active

• Marketing contacts: retained until unsubscribed or inactive

We conduct regular deletion and cleanup routines.

11. Data Security

We apply appropriate technical and organisational safeguards, including:

• Multi-factor authentication on key systems

• Restricted access (CEO-only for CRM and forms)

• Encrypted devices

• Password management tools

• Secure hosting environments

We avoid publishing sensitive operational security details publicly.

12. International Data Transfers

We store personal data within the UK and EU only.
Where third-party tools operate outside this region, we rely on appropriate legal safeguards and adequacy protections.

13. Individual Rights

Under UK GDPR, you have the right to:

• Access your personal data

• Correct inaccurate data

• Request erasure

• Restrict processing

• Object to processing

• Request data portability

• Withdraw consent

• Lodge a complaint with the ICO

Requests should be sent to:
adam@matchmyvenue.com

We aim to respond within one month.

14. Children’s Data

We do not knowingly collect or process data from individuals under 18.

15. Third-Party Links

Our website may contain links to third-party websites. We are not responsible for their privacy practices.

16. Updates to This Policy

We may update this Privacy Policy periodically. The most current version will always be available on our website.

17. Contact Us

For privacy-related enquiries:

Email: adam@matchmyvenue.com
General contact: hello@matchmyvenue.com
Phone: 020 4591 1672