Privacy Policy
Last updated: April 2026
This policy explains how Event Experience — a UK event management company operating across England, Scotland, Wales, and Northern Ireland — collects, uses, and protects your personal data in accordance with UK GDPR. If you have any questions, contact us.
1. Who We Are
Event Experience ("we", "us", "our") is a creative event management company operating across the United Kingdom — delivering corporate events, gala dinners, conferences, meetings, brand activations, product launches, private celebrations, and venue styling and production across England, Scotland, Wales, and Northern Ireland. We are committed to protecting your personal data and respecting your privacy in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This Privacy Policy explains what personal data we collect, why we collect it, how we use it, and your rights as a data subject.
2. What Data We Collect
We may collect and process the following personal data when you interact with our event management services: your name and contact details (email address, phone number); company name, job title, and professional information; event enquiry details including event type, date, location, guest numbers, and budget; correspondence records including emails, messages, and call notes; website usage data collected via cookies and analytics (pages visited, time on site, device information); payment and billing information where applicable; and any other information you voluntarily provide when contacting Event Experience.
3. How We Collect Your Data
We collect personal data directly from you when you submit an enquiry via our website contact form, email us, or call us; through cookies and analytics tools when you browse our website; from third parties where you have given consent for your data to be shared, such as referral partners or event platforms; and through publicly available sources such as LinkedIn or company websites when researching potential clients or partners.
4. How We Use Your Data
We use your personal data to respond to event management enquiries and provide quotes; to plan, manage, and deliver your event — including coordinating with venues and suppliers across the UK; to send relevant communications about your event or our services; to improve our website, services, and client experience; to comply with legal and regulatory obligations; and to send marketing communications where you have given consent or where we have a legitimate interest. You may opt out of marketing at any time by contacting us.
5. Legal Basis for Processing
We process your personal data under UK GDPR on the following bases: Contract — processing necessary to fulfil our event management agreement with you; Legitimate Interests — processing necessary for our business interests such as responding to enquiries, improving services, and maintaining client relationships; Consent — where you have given explicit consent, for example to receive marketing emails; and Legal Obligation — where processing is required to comply with a legal or regulatory requirement.
6. Data Sharing
We do not sell, rent, or trade your personal data. We may share data with trusted third parties only where necessary: venues, caterers, entertainers, AV companies, and other event suppliers involved in delivering your event across England, Scotland, Wales, and Northern Ireland; IT service providers and software platforms used to manage our business; professional advisers including accountants and legal advisers; and regulatory bodies or law enforcement where required by law. All third parties must handle your data securely and in accordance with UK data protection law.
7. Data Retention
We retain personal data only as long as necessary. Enquiry data from prospective clients who do not proceed is typically retained for up to 2 years. Client data related to delivered events may be retained for up to 7 years for legal, accounting, and audit purposes. Marketing opt-in records are retained until you withdraw consent. When data is no longer required, it is securely deleted or anonymised.
8. Cookies & Analytics
Our website uses cookies and similar tracking technologies to improve your browsing experience and analyse site traffic. We use Google Analytics to collect anonymised usage data. Cookies include strictly necessary cookies (required for the website to function), analytics cookies (to measure and improve performance), and preference cookies (to remember your settings). You can control or disable cookies through your browser settings. Disabling certain cookies may affect website functionality.
9. Your Rights Under UK GDPR
Under UK GDPR, you have the right to access a copy of the personal data we hold about you; the right to rectification of inaccurate or incomplete data; the right to erasure in certain circumstances; the right to restrict processing; the right to data portability in a structured, machine-readable format; the right to object to processing based on legitimate interests or for direct marketing; and the right to withdraw consent at any time. To exercise any of these rights, please contact us at the details below.
10. Data Security
We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, alteration, or disclosure. These include secure email communications, access controls, encryption where appropriate, and regular review of our data handling practices. While we take all reasonable steps to protect your data, no method of transmission over the internet is completely secure.
11. International Transfers
We primarily process data within the United Kingdom and European Economic Area. Where third-party services may transfer data outside the UK or EEA, we ensure appropriate safeguards are in place — such as standard contractual clauses or adequacy decisions — to protect your data in accordance with UK GDPR.
12. Changes to This Policy
We may update this Privacy Policy from time to time. Changes will be posted on this page with an updated effective date. We encourage you to review this policy periodically. Continued use of our website or services after changes constitutes acceptance of the updated policy.
13. Contact Us & Complaints
If you have questions about this Privacy Policy, wish to exercise your data rights, or have a concern about how we handle your personal data, please contact us. If you are not satisfied with our response, you have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk or by calling 0303 123 1113.