We collect or use the following information to provide our services services:

• names and contact details;

• booking addresses;

• booking, service and purchase history;

• payment and transaction details—we do not receive full card details when card payments are processed by Stripe;

• compliments, complaints and customer feedback; and

• booking and enquiry details, including the service requested, preferred dates and times, participant numbers, booking location, parking and access information, attendance time, additional information and confirmation that required booking information has been read.

For service updates or marketing, we may collect or use:

• names and contact details;

• addresses or general business location;

• marketing preferences;

• photographs or video recordings where specific consent has been given;

• records of consent; and

• publicly available professional information used for relevant corporate outreach, such as job title, employer, business contact details, general business location, the source of the information and records of objections or opt-outs.

To meet legal requirements, we may collect or use names, contact information, financial transaction information and factual health and safety or incident records. We do not routinely collect health or medical information.

To deal with queries, complaints or claims, we may collect or use:

• names and contact details;

• addresses;

• payment details and financial transaction information;

• booking, purchase or service history;

• witness statements and contact details;

• photographs relating to reported damage, complaints, incidents or claims;

• customer booking and service records;

• factual health and safety or incident records; and

• correspondence.

Under UK data protection law, we must have a lawful basis for collecting and using personal information.

For providing services, responding to enquiries and administering bookings, we rely on:

• contract—where the information is needed to take steps at your request, enter into a contract or provide the booked service; and

• legitimate interests—where necessary to administer enquiries and bookings, maintain accurate service records, obtain and respond to feedback, improve our services, and protect our business and property.

For service updates or marketing, we rely on:

• consent—for optional consumer marketing and promotional photographs or videos; and

• legitimate interests—for proportionate business-to-business marketing to relevant corporate organisations and professional contacts.

We identify ourselves clearly and provide an easy way to withdraw consent, object or opt out.

For processing required by law, we rely on legal obligation.

For dealing with queries, complaints, incidents or claims, we may rely on contract, legal obligation and legitimate interests. This allows us to investigate matters fairly, resolve disputes, recover losses and establish, exercise or defend legal claims.

Where we rely on legitimate interests, we use only information that is relevant and proportionate, restrict access to it and consider the possible effect on the people involved.

Depending on the circumstances, you may have the right to:

• ask for a copy of your personal information;

• ask us to correct inaccurate or incomplete information;

• ask us to delete your information;

• ask us to restrict how we use your information;

• object to our use of your information;

• ask us to transfer information you provided to us or another organisation; and

• withdraw consent at any time where we rely on consent.

These rights may be subject to legal exemptions. We will respond to a valid request without undue delay and normally within one month.

To exercise your data protection rights, email ukteam.metime@gmail.com.

We may receive personal information:

• directly from you;

• from corporate clients, booking organisers, other participants, witnesses or someone acting on your behalf;

• from insurance companies;

• from legal and judicial-sector organisations;

• from suppliers and service providers; and

• from publicly available sources, including professional websites, company websites, social media profiles and public business records.

We keep personal information only for as long as it is reasonably needed to provide our services, meet legal and accounting obligations, respond to complaints and protect or defend legal claims.

Our usual retention periods are:

• enquiries, quotations and unsuccessful booking requests—12 months after our last contact;

• booking, service and related correspondence records—six years after the service or our last transaction with you, where needed for accounting, insurance or legal-claims purposes;

• invoices, payment and transaction records—six years after the end of the relevant financial year, or longer where required by law;

• marketing information and preferences—until you withdraw consent, object or opt out. We may retain a minimal suppression record so that we continue to respect an opt-out;

• records of marketing or promotional consent—while we rely on the consent and for as long afterwards as reasonably necessary to demonstrate compliance;

• photographs and videos used with consent—until consent is withdrawn or the material is no longer required. Withdrawal may not affect material already lawfully printed, published or distributed; and

• complaints, incidents and claims—normally for three years after the matter is closed, but longer where required by law, our insurer or an ongoing or reasonably anticipated legal claim.

When information is no longer required, we securely delete it or anonymise it so that it no longer identifies anyone. We will review these periods if our legal, insurance or operational requirements change.

We share personal information only where necessary for the purposes described in this notice.

Our data processors include:

• Squarespace, which hosts and operates our website and processes information submitted through our website contact and corporate enquiry forms, together with necessary website visitor and security information; and

• Zoho, which provides our customer booking request form and stores form responses. Zoho Invoice also creates, sends and stores quotations, invoices, customer billing details and associated payment and transaction records.

Other service providers include:

• Google, which provides our Gmail email service and stores enquiry, booking, payment and customer correspondence, including notifications received from our website forms;

• Monzo Bank Limited, which provides our business banking and payment-link services; and

• Stripe Payments UK Limited, which processes card payments made through our Monzo payment links.

Monzo, Stripe and Google may also process information for their own legal, security, fraud-prevention and regulatory purposes under their respective privacy notices.

Where necessary, we may also share relevant personal information with:

• insurance companies;

• professional or legal advisers;

• regulatory authorities;

• organisations with which we are legally required to share information;

• emergency services; and

• other suppliers and service providers involved in operating our business.

We may publish photographs, videos, testimonials or other information on our website, social media or marketing materials only where we have the required permission or consent.

Some of our processors and service providers may store, access or process personal information outside the UK. Where this happens, appropriate safeguards are used in accordance with UK data protection law.

Squarespace, Inc.

• Service: website hosting, website forms and cloud services

• Country: United States

• Safeguard: the UK Extension to the EU–US Data Privacy Framework, also known as the UK–US data bridge, with contractual safeguards available where required

Zoho Corporation Private Limited

• Service: online forms, invoicing, cloud storage and technical support

• Country: India and other locations used by Zoho and its approved subprocessors

• Safeguard: the UK Addendum to the EU Standard Contractual Clauses or another legally approved transfer mechanism

Google

• Service: Gmail and associated cloud services

• Country: United States and other locations used by Google and its service providers

• Safeguard: the UK Extension to the EU–US Data Privacy Framework and other legally approved contractual safeguards where required

For more information about the safeguards used for international transfers, email ukteam.metime@gmail.com.

Squarespace uses essential cookies and similar technologies to operate and secure this website. These cannot be disabled through our cookie banner because the website may not function properly without them.

Optional analytics cookies are restricted unless you choose to accept them. If accepted, Squarespace may process technical information such as your browser, device, network information, pages visited and interactions with the website to help us understand how the site is used.

We have disabled the Squarespace Activity Log, so we do not use it to view individual visitors’ IP addresses.

You can accept, decline or manage optional cookies through the cookie banner. You can also change your preferences later using the Manage cookies link in the website footer.

If you have concerns about how we use your personal information, please contact us first so that we can investigate.

Email: ukteam.metime@gmail.com

If you remain unhappy after raising your concern with us, you can complain to the Information Commissioner’s Office:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Telephone: 0303 123 1113

Website: https://www.ico.org.uk/make-a-complaint