Introduction
The University’s Venues and Events Department is committed to protecting your privacy and ensuring that your personal data is handled securely and responsibly. This Privacy Notice outlines how we collect, use, store and protect your information when you engage with our venues, events, and related services.
This notice applies to all individuals who interact with our services including event attendees, venue hirers and suppliers. It explains your rights regarding your personal data and how you can contact us if you have any concerns or queries.
We encourage you to read this notice carefully to understand how we handle your information in accordance with applicable data protection laws, including the General Data Protection Regulation (GDPR) and the Data Protection Act 2018.
Personal Data we collect
The Venues and Events Department may collect and process the following categories of personal data:
- Full name
- Contact number
- Email address
- Home address
- Information regarding disabilities
- Ages of individuals under 18 years old
We may also process the following categories of special category data:
- Information regarding disabilities
- Medical information , such as allergies and medical conditions
- Dietary requirements
How we use your personal data
Personal data is processed for the following purposes:
- To communicate with clients regarding their upcoming events,
- To issue invoices for events and services,
- To provide catering teams with necessary dietary requirement information,
- To ensure appropriate arrangements for individuals with mobility impairments, including the development of an effective evacuation procedure in the event of an emergency (e.g. fire),
- To determine the ages of individuals under 18 when arranging accommodation for programmes such as Summer ,
- To send you marketing material to which you have either consented to receive or where we have a legitimate interest to contact you about relevant news and events.
Sharing and Disclosure of Information
- Dietary requirement information may be shared with third-party catering providers.
- We may share your personal information with contractors or suppliers who are performing services on our behalf. For example, data processors who handle the storage of data on our behal
Data Security
The University is committed to ensuring that personal data is handled securely. Data is stored on servers located within the United Kingdom or elsewhere within the European Economic Area (EEA), in compliance with applicable data protection legislation.
All external platforms for the processing and storing of your data have been reviewed and approved by the University, and where necessary, appropriate data processing contracts have been agreed
Your Rights
Under data protection legislation, you have the following rights regarding your personal data:
- Access: You may request access to the personal data held about you and receive a copy of such information, including details of how it is processed, to verify that it is being handled lawfully.
- Correction: You may request correction of any inaccurate or incomplete personal data.
- Deletion: You may request the deletion of your personal data where there is no legitimate reason for its continued processing, or where you object to its processing.
- Restriction: You may request that the University limits the processing of your personal data under certain circumstances, such as verifying its accuracy or the reasons for its retention.
- Objection: You may object to the processing of your personal data where it is based on the University’s or a third party’s legitimate interests. You may also object to its use for direct marketing purposes.
- Portability: Where processing is based on consent or contractual necessity and carried out by automated means, you may request that your data be provided to you in an electronic format or transferred to another organisation.
- Complaints: If you have concerns about how your personal data is being processed, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO) or another relevant supervisory authority
To exercise any of these rights, please contact the University’s Data Protection Officer at data-protection@bristol.ac.uk. In some cases, the University may be unable to fulfil a request, and where this applies, you will be informed accordingly.
Where processing is based on your consent, you have the right to withdraw that consent at any time. However, withdrawing consent may impact the University’s ability to provide certain services.
Requests to exercise these rights are free of charge. However, where a request is clearly unfounded or excessive, the University reserves the right to charge a reasonable fee or refuse to comply. In such cases, you will be notified accordingly.
For security and confidentiality reasons, the University may require verification of your identity before processing any request.
Data Retention
The Venues and Events Department retains personal data only for as long as necessary to fulfil the purposes for which it was collected and to comply with legal, regulatory, accounting, or reporting obligations.
Retention periods are determined based on:
- The nature, sensitivity, and volume of the personal data
- The potential risk of harm associated with continued retention
- The specific purposes for which the data was collected and processed
- Legal, regulatory, or institutional requirements
Data regarding commercial event management will be kept for a period of up to three years from the year of event. This is subject to the guidance set out in the University’s Records Retention Schedule. Once the retention period has elapsed data will be securely destroyed.
Please note that this does not include broader categories of information such as financial transactions which will be kept for six years from the financial year and longer subject to legal hold. Health and safety incident reporting will be kept for up to six years from date of the incident and 25 years from date of birth if concerning a minor.
Changes to This Privacy Notice
This Privacy Notice may be updated periodically. Any significant changes affecting your rights or the way your personal data is processed will be communicated appropriately. You are encouraged to review this notice regularly to remain informed about how your data is handled.
Contact Information
For questions or concerns, please email: uob-venues@bristol.ac.uk
To contact the University of Bristol’s Information Compliance Officer, please email: data-protection@bristol.ac.uk