Best Options – Venue Finding / Reservation Service & Event Sourcing is working to ensure that we comply to the Policy and the Principles of the General Data Protection Regulation (GDPR), which comes into effect from 25th May 2018. The Freedom of Information Act 2000 and the Protection of Freedoms Act 2012 are also relevant to parts of this policy.

Introduction

Best Options hold your personal data, safe and secure for a variety of business proposes.

This policy sets out how we seek to protect your personal data.

Business Purposes

Business purposes include the following:

• Sourcing the best deals for events.
• Sourcing the best deal for accommodation bookings.
• Sourcing the best deal for third party products related to the your event.

Sensitive personal data

We do not hold any personal data about you relating to racial or ethnic origin, political opinions, religious or similar beliefs, trade union membership (or non-membership), physical or mental health or condition, criminal offences, or related proceedings.

Fair and lawful processing

We process personal data fairly and lawfully in accordance with your rights. This generally means that we should not process personal data unless the individual whose details we are processing has consented to this happening.

Our responsibilities

To use reasonable administrative, physical and electronic security measures to protect against the loss, misuse and alteration of your Personal Information.

As no system is 100% secure, any submission or transmission of your Personal Information is done at your own risk. We cannot accept any liability for the loss, theft or misuse of any Personal Information.

The processing of all data must be:

• Necessary to deliver our services
• In our legitimate interests and not unduly prejudice of your privacy

GDPR provisions

Where not specified previously in this policy, the following provisions will be in effect on or before 25 May 2018.

Privacy Notice – transparency of data protection

Being transparent and providing accessible information to individuals we have on our database (s) about how we will use personal data is important for our organisation. The following are details on how we collect data and what we will do with it:

What information is being collected

• Client Name / Title
• Organisation / Company Email Address or other as given by the client
• Mobile number
• Organisation / Company name
• Organisation / Company address or other as given by the client
• Past searches & proposal for Event Projects
• Past confirmations / contracts / Invoices for Event Projects
• Comments to help source the best options for future events
• Details of future events – searches, proposal, confirmations & contracts

Who is collecting it

Best Options

How is it collected

It is freely given to Best options via website / email / telephone / text / fax or social media

Why is it being collected

In order to provide a free venue finding and reservation service to clients.

How will it be used

• To search for the best options for the client’s requirements.
• To form a legal contract between you and the approved third party supplier.
• To improve and assist with future bookings via Best Options.

Who will it be shared with

Approval third party suppliers as agreed on the booking confirmation or for the purpose of arranging visit inspection of the venues.

Retention period

To be compliant with legal requirements.

Consent

The data that we collect is subject to active consent by the data subject (yourself). This consent can be revoked at any time by you.

Right to be forgotten

You may request that any information held by Best Options to be deleted or removed, and any third parties who process or use that data must also comply with the request. An erasure request can only be refused if an exemption applies.