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Data Retention Policy

How We Store Your Data.

Events Networking Limited, trading as Match My Venue, is committed to ensuring the secure and responsible retention of personal and business data in compliance with applicable data protection laws, including the GDPR. This policy outlines the types of data we collect, how long we retain it, and the procedures for securely archiving or disposing of the data when it is no longer needed.

1. Types of Data Collected

We collect and process the following types of data:

  • Client Personal Data: Full name, email address, phone number, and company information sourced from Companies House.

  • Venue Data: Contact details of venue representatives and financial information for invoicing purposes.

  • Special Requirements: In cases where a venue find involves accessibility or dietary requirements (e.g., wheelchair access, vegan menu), these needs are communicated without associating specific names.

  • Other Non-Sensitive Data: Job titles may occasionally be mentioned but are not recorded or passed on to venues without prior approval. 

2. Retention Periods

We retain data based on its relevance and legal requirements:

  • Confirmed Client Bookings: Client data for bookings confirmed through our services is retained indefinitely or until it is deemed unnecessary for future reference.

  • Unconfirmed Client Enquiries: Data from clients who enquire but do not proceed with a booking is retained for 2 years, after which it is archived within our CRM system.

  • Venue Financial Information: Financial data related to venues, including commission payment details, is stored for 8 years to comply with legal and tax obligations.

  • Venue Contacts: Venue and contact details are stored indefinitely or until they are no longer relevant.

  • Mailing List: Data from our mailing list is automatically archived if there is no engagement (e.g., no interaction with newsletters) for a period of 1 year.

3. Data Archiving and Disposal
  • Data is archived within our CRM system and with Microsoft, and no printed copies of data are held.

  • HubSpot and Wix, our third-party service providers, have their own data retention policies and are fully compliant with GDPR. All data is stored within the EU.

  • Data that is no longer required is securely archived and retained for legal, compliance, or operational purposes only.

4. Access to Data
  • Data is accessible only by senior management and the specific team member managing the client or venue. Each user only has access to the relevant data necessary for their work and cannot download copies of data.

  • Data access is strictly controlled within our systems to ensure that only authorised personnel can view or handle sensitive information.

5. Automated Retention Processes
  • Mailing List Archiving: Data from mailing lists is automatically archived after 1 year of inactivity.

  • CRM Archiving: Clients who do not confirm events through our services and make no future enquiries are archived after 2 years.

6. Third-Party Data Handling
  • We only work with third-party service providers who comply with GDPR and store data within the EU.

  • HubSpot and Wix hold data as per their individual data retention policies, ensuring compliance with data protection regulations.

7. Ongoing Disputes or Legal Requirements
  • In the case of ongoing disputes, legal investigations, or regulatory requirements, data will be retained for as long as legally required or until it is no longer relevant.

  • Data may be retained beyond standard retention periods if required by courts or legal authorities, and it will be securely deleted or archived once the matter is resolved.

8. Review and Deletion of Data
  • Data retained indefinitely will be reviewed periodically to assess whether it is still necessary for operational or legal purposes. If data is no longer required, it will be securely deleted or anonymised.

9. Contact Us

If you have any questions about our data retention practices, please contact us:

Match My Venue
Events Networking Limited
32 Hayes Square, Exeter, EX5 7AT
Phone: 020 4591 3554
Email: adam@theeventsconsultant.com

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