Our privacy policy
PRIVACY POLICY
INTRODUCTION
This Privacy Policy applies to the processing by Nottingham Venues Limited (“we” or “our”) of your personal data. We take your privacy seriously and treat all personal data with great care. We act in accordance with applicable data protection legislation.
When you visit our website, make a reservation, contact us, purchase products from us or visit one of our properties, we collect information from and about you. Some of this information is personal data under data protection legislation, that is, “any information relating to an identified or identifiable natural person”. It may be collected any time you submit it to us, whatever the reason may be.
This Privacy Policy describes which personal data is collected and for which purposes this personal data is used by Nottingham Venues. It also informs you about the rights you have under data protection legislation.
Please read this Privacy Policy carefully. If you have any questions in relation to it, please contact us at dataprotection@nottinghamvenues.com
HOW DO WE COLLECT YOUR PERSONAL DATA?
We collect information about you in the following ways:
Through our Website (www.nottinghamvenues.com) when you register, login, commence or complete and online transaction to use our products or services.
When you contact our reservations or events team to make an enquiry or booking or use the facilities at any of our properties. Facilities are not limited to, meeting rooms, bar/restaurant and guest Wi-Fi.
When you have provided consent, in order to sign up to any loyalty programmes, subscribe to any marketing communication or complete customer surveys, feedback or enter competitions.
Through face-to-face interactions such as conversations with our reception staff.
Through social media platforms such as LinkedIn.
WHAT PERSONAL DATA DO WE COLLECT?
We collect the following personal data from you:
Full or partial contact details including names and addresses (including business details if you are making a corporate booking), telephone and email details.
Details of any special requirements such as diet or disability needs diet or disability or any other requirements you may have.
Your car registration number for your visit with us (where car parking arrangements at our properties make that necessary).
Card payment information from you should you choose to use this form of payment for purchasing or guaranteeing use of our products and services.
Your birthdate or other significant dates for the use of creating special offers personalised to you.
Passports from our overseas guests.
Some additional personal data may be automatically collected in the following ways:
Through our Website - We automatically log information about you and your computer or mobile device when you access our website. The information about your use of the website comprises http header information which your browser transmits to our webserver, information is collected through the use of cookies and is then logged For example, when visiting Nottinghamvenues.com, we log your computer or mobile devise operating systems name and version, manufacturer and model, browser type, browser language, screen resolution, the website you visited before browsing ours, pages you viewed, how long you spent on a page, access times and information about your use of actions on Nottinghamvenues.com For more information on our use of cookies please see our cookie policy.
Through CCTV on our properties – We operate CCTV systems at our properties. These are in operation and video recordings may be made. This activity is carried out for security and service reasons for the safety and security of both guests and staff at Nottingham Venues.
WHY DO WE PROCESS YOUR PERSONAL DATA?
We use the information we collect about you to process your bookings, for billing and credit control purposes, to communicate with you about your reservation, answer your queries, provide our events, hotel and restaurant facilities and services and provide loyalty programmes and special offers.
With your consent, we will contact you via our marketing and sales channels (email/ phone/ post) about other related products and services. Our marketing communications are generally sent by email but we may sometimes use other methods of delivery such as by post.
Targeted Advertising - We use website information to provide you with (personal) offers, both on our Website and via advertisements on other websites you visit. In order to serve offers and advertisements that may interest you, we may display targeted advertisements on the Website, or other digital properties or applications in conjunction with our content based on information provided to us by our users and information provided to us by third parties that they have independently collected. We do not provide personal data to advertisers when you interact with an advertisement.
Legal grounds for use of your personal data
We only use your personal data to the extent the law allows us to. The most common legal grounds for the use of your personal data are:
Where we need to perform the contract we are about to enter into or have entered into with you (for example your contract to use one of our facilities).
Where it is necessary for our legitimate interests* (or those of a third party) and your interests and fundamental rights do not override those interests (for example to answer your queries).
Where we need to comply with a legal or regulatory obligation (for example reporting to HMRC).
Where you have provided your consent (for example the sending of electronic messages).
* For your information “Legitimate Interest” means the interest of our business in conducting and managing our business to enable us to give you the best service/product and the best and most secure experience. We make sure we consider and balance any potential impact on you (both positive and negative) and your rights before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law). You can obtain further information about how we assess our legitimate interests against any potential impact on you in respect of specific activities by contacting us.
SHARING YOUR DATA
We may share your personal data as follows:
Third Parties Designated by You. We may share your personal data with third parties where you have provided your consent to do so.
With the University of Nottingham where we are acting as their agent for the booking of their facilities. In this case, the University will be the controller of your data and they will provide (and you should read) a separate privacy notice telling you how they handle your data.
Our Third Party Service Providers. We may share your personal data with our third party service providers who provide services such as payment processing, information technology and related infrastructure provision, business support (operational and administrative), customer service, the processing and delivery of marketing communications to you, email delivery, auditing and other similar services. These third parties are only permitted to use your personal data to the extent necessary to enable them to provide their services to us. They are required to follow our express instructions and to comply with appropriate security measures to protect your personal data. Third parties are subject to confidentiality obligations and may only use your personal data to perform the necessary functions and not for other purposes. As a guest your information will be entered into “Opera” which is a hotel property management system and, if you have consented to electronic marketing, your details will be entered into “Cendyn” which is a customer relationship management system.
Affiliates. We may share some or all of your personal data with our affiliates, in which case we will require our affiliates to comply with this Privacy Policy. In particular, you may let us share personal data with our affiliates where you wish to receive marketing communications from them.
Corporate Restructuring. We may share personal data when we do a business deal, or negotiate a business deal, involving the sale or transfer of all or a part of our business or assets. These deals can include any merger, financing, acquisition, or bankruptcy transaction or proceeding.
Other Disclosures. We may share personal data as we believe necessary or appropriate: (a) to comply with applicable laws; (b) to comply with lawful requests and legal process, including to respond to requests from public and government authorities to meet national security or law enforcement requirements; (c) to enforce our Privacy Policy; and (d) to protect our rights, privacy, safety or property, and/or that of you or others.
We may use other companies to serve third-party advertisements when you visit and use the Website. These companies may collect and use click stream information, browser type, time and date, subject of advertisements clicked or scrolled over during your visits to the Website and other websites in order to provide advertisements about goods and services likely to be of interest to you. These companies typically use tracking technologies to collect this information. Other companies’ use of their tracking technologies is subject to their own privacy policies and you should read these where appropriate.
We do not share your data with any third parties outside of the above processing arrangements and we do not share your data with any external businesses for their own marketing purposes. From the data we collect, you should only ever receive marketing communications from Nottingham Venues.
INTERNATIONAL DATA TRANSFER
In some instances it is necessary to transfer your personal data overseas. Any transfers will be made in full compliance with all aspects of the applicable regulations.
For many of our business purposes we use cloud based services. Therefore, for technical and organizational reasons, it is necessary that your personal data is transferred to servers located in the US, or to servers located in countries outside of the UK.
In each case, we ensure that our suppliers provide adequate protection for the confidentiality and security of this information and the rights of data individuals in connection to the transfer of their personal data.
Specific safeguards exist to govern this sharing, including ensuring that these countries have adequate data protection provisions in place as agreed by the Information Commissioner’s Office (“ICO”) or other additional safeguards are in place, most commonly implementing standard contractual clauses agreed by the European Data Protection Board and/or the ICO for international transfers within their contracts.
YOUR RIGHTS
You have the following rights in relation to your personal data:
Right to revoke consent
If we process personal data on the basis of your consent, you have the legal right to revoke such consent at any time. We will then cease the relevant processing activity going forward. To revoke your consent to receive marketing emails please email us at dataprotection@nottinghamvenues.com or click on the unsubscribe option at the bottom of any one of those emails.
Right of access to your information
If you want to know what personal data we have collected or process about you, you may request us to provide a copy of your personal data by sending an email to dataprotection@nottinghamvenues.com. We will ask you to identify yourself. Once you have identified yourself, we will provide the requested personal data as soon as reasonably possible however, we will not provide you with a copy of your personal data to the extent that the rights and freedoms of others are or may be adversely affected.
Right to rectification and erasure of data, and restriction of processing
If you believe that our processing of your personal data is incorrect, inaccurate, unlawful, excessive, incomplete, no longer relevant, or if you think that your data is stored longer than necessary, you may ask us to change or remove such personal data or restrict such processing activity, by sending an email to dataprotection@nottinghamvenues.com
Right to data portability
You have the right to receive your personal data, which you have provided to us, in a structured, commonly used and machine-readable format. If you want a copy of your personal data in this format please email us at dataprotection@nottinghamvenues.com
Right to object
You have the legal right to object, on grounds relating to your particular personal situation, at any time to processing of your personal data. Furthermore, you have the right to object at any time to our processing of your personal data for direct marketing purposes or to profiling.
Opting out of marketing
You can opt out of receiving marketing messages from us by using the “unsubscribe” option we provide in the relevant direct marketing message or by sending an email to dataprotection@nottinghamvenues.com, or writing to:
Director of Marketing
Nottingham Venues
Beeston Lane
Nottingham
NG7 2RJ
For the sake of clarity: we are at all times entitled to send you messages that do not constitute direct marketing, i.e. service messages even if you have opted out of receipt of our marketing messages.
General information relevant for all requests and queries
We will use reasonable endeavours to respond to your request or query within one month. We are entitled to extend this term by up to two months if the complexity of the situation so requires. If this is the case, we will let you know.
If your request is manifestly unfounded or excessive we may either (i) charge you a fee, or (ii) refuse to process your request. With respect to access requests we may also charge you for extra copies.
If we decide not to honour your request or answer your query, we will explain our reasons for doing so in our reply.
PROTECTION AND STORAGE OF YOUR DATA
Regardless of which Nottingham Venues property that you visit, your personal data will be stored in centralized systems which are under the control of Nottingham Venues and accessible only by authorized staff.
We have used and will continue to use reasonable endeavours to protect your personal data against loss, alteration or any form of unlawful use. Where possible, your personal data will be encrypted and stored on a virtual private server that is secured by means of state of the art protection measures.
We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
COOKIES
Our Website uses various cookies. We may track and record your use of our online services, either through cookies or via other means. Cookies enable us and others to monitor your browsing behaviour. Information generated by the use of cookies may constitute personal data. We may use the personal data collected in this manner for the purposes as stipulated in this Privacy Policy. If you want to know more about our use of cookies, read our Cookie Policy.
RETENTION OF INFORMATION
We will only retain your personal data for the period necessary to fulfil the purposes outlined in this Privacy Policy. In relation to guest information this period is 7 years and for marketing information this period is the period from collection until you opt out of marketing (see above
Please contact us at dataprotection@nottinghamvenues.com for details of any other retention periods.
Should you choose to unsubscribe from our mailing list, please note that your personal data may still be retained on our database to the extent permitted by law.
GENERAL
We are committed to resolve any complaints about our collection or use of your personal data. In case you have any questions in relation to this Privacy Policy or our practices in relation to your personal data please send an email to dataprotection@nottinghamvenues.com
We hope to resolve any complaint brought to our attention, however if you feel that your complaint has not been adequately resolved, you reserve the right to contact your local data protection supervisory authority, which for the UK, is the Information Commissioner’s Office. You can find their contact details at: www.ico.org.uk
We have done our best to make sure that this Privacy Policy explains the way in which we process your personal data, and rights you have in relation thereto. We may change this Privacy Policy from time to time to make sure it is still up to date and we will notify you if we make any material updates. We may also notify you in other ways from time to time about the processing of your personal information.