Privacy Policy

Effective Date: [24.04.2025]

This Privacy Policy explains how Gathersphere Events Ltd ("we", "us", or "our") collects, uses, discloses, and protects your personal information when you use our website, www.gathersphere.co.uk ("Website") or interact with us.

We are committed to safeguarding your personal data and complying with our obligations under the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and any other applicable data protection laws.

1. About Us

Gathersphere Events Ltd
Company Registration Number: 16406484
Registered Office: Albemarle Street, Mayfair, London, W1S 4JL
Website: www.gathersphere.co.uk
Email: info@gathersphereevents.co.uk

We are a company specialising in event organisation and related services. For the purposes of data protection laws, we are the data controller of your personal information.

2. Information We Collect

We may collect and process the following types of personal data:

a) Information You Provide Directly:

Full name
Email address
Phone number
Job title and company
Event registration details
Payment details (processed through third-party payment providers)
Communication preferences
Any other information you voluntarily provide when contacting us

b) Information We Automatically Collect:

IP address
Browser type and version
Time zone settings
Pages visited, time spent, and actions on the website
Device type and operating system
Cookies and similar technologies (see our Cookie Policy)

c) Sensitive Data:

We do not actively collect special category or sensitive personal data (e.g. health data, political beliefs, etc.). If you voluntarily provide such data (e.g. for accessibility or dietary requirements), we will only use it with your explicit consent and for the stated purpose.

3. How We Use Your Personal Data

We process your personal data for the following purposes:

To provide you with our services, including event registration and communication
To manage payments and invoices
To send important administrative or transactional communications
To send marketing communications (only with your consent or as allowed by law)
To improve our website, services, and user experience
To comply with legal and regulatory obligations
To prevent fraud and enhance security

4. Lawful Bases for Processing

We rely on the following lawful bases to process your personal data:

Consent – where you have given us clear permission to process your data (e.g. for marketing)
Contract – where processing is necessary for a contract you have with us or to take steps before entering into a contract
Legal obligation – where we must process data to comply with the law
Legitimate interests – where processing is necessary for our legitimate business interests, and your rights do not override those interests

5. Marketing Communications

We may send you emails about our events, services, or updates if:

You have opted in to receive them, or
You are an existing customer and we are promoting similar services (soft opt-in)

You can opt out at any time by clicking the unsubscribe link in our emails or contacting us at info@gathersphereevents.co.uk.

6. Sharing Your Data

We may share your data with trusted third parties, including:

Service providers (e.g. IT support, payment processors, mailing platforms)
Event partners or co-organisers (only with your prior consent)
Legal or regulatory bodies (if required by law)

We ensure all third-party processors are contractually obligated to protect your data and only process it on our instructions.

7. International Data Transfers

Some of our service providers may be located outside the UK. Where your data is transferred internationally, we ensure it is protected by:

Adequacy decisions (if applicable), or
Standard contractual clauses approved by the UK government

8. How Long We Keep Your Data

We retain your personal data only as long as necessary for:

The purpose for which it was collected
Legal, regulatory, or reporting obligations
Legitimate business needs (e.g. resolving disputes or enforcing agreements)

Typically, we retain data for 6 years after our last interaction, unless required otherwise.

9. Your Rights Under Data Protection Law

You have the right to:

Access your personal data
Correct inaccurate or incomplete data
Erase your data (“right to be forgotten”)
Restrict or object to processing
Data portability
Withdraw consent at any time (where applicable)
Lodge a complaint with the Information Commissioner’s Office (ICO)

To exercise your rights, contact us at info@gathersphereevents.co.uk.

10. Security Measures

We take appropriate technical and organisational measures to secure your personal data, including:

Secure servers and firewalls
Access controls and staff training
Encrypted data storage and transmission
Regular security assessments

While we take these steps, no system is 100% secure. You are responsible for maintaining the security of your own devices and passwords.

11. Cookies and Tracking

Our site uses cookies and other tracking technologies. For more information on the cookies we use and how to manage your preferences, please refer to our Cookie Policy.

12. Links to Other Websites

Our website may contain links to external websites. We are not responsible for the privacy practices or content of those sites. We encourage you to read their privacy policies.

13. Updates to This Policy

We may update this Privacy Policy occasionally to reflect changes in the law or our practices. The latest version will always be available on our website, and the date of the most recent update will be shown at the top.

14. Contact Us

If you have any questions, requests, or concerns about this Privacy Policy or how we handle your personal data, contact us at:

Data Protection Officer
Gathersphere Events Ltd
Albemarle Street, Mayfair, London, W1S 4JL
📧 Email: info@gathersphereevents.co.uk

You also have the right to contact the Information Commissioner’s Office (ICO) at www.ico.org.uk if you're not satisfied with how we handle your data.