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EventProcurement.co.uk
Legal

Privacy Policy

Last updated: 17 August 2026

EventProcurement.co.uk (“Event Procurement”, “we”, “us” or “our”) is operated by Eureka Events Ltd, a company registered in England and Wales.

We are committed to protecting your privacy and handling your personal information responsibly, transparently and in accordance with applicable UK data protection legislation, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

This Privacy Policy explains what personal information we collect, why we collect it, how we use it and the rights you have in relation to your information.

1. Who We Are

EventProcurement.co.uk provides event procurement, venue sourcing, supplier sourcing and related event services to businesses and organisations.

For the purposes of applicable data protection legislation, the data controller is:

Eureka Events Ltd
Trading as EventProcurement.co.uk
Website: www.eventprocurement.co.uk

For privacy-related enquiries, please contact us using the contact details provided on our website.

2. Information We May Collect

Depending on how you interact with us, we may collect information including:

  • Your name
  • Job title and department
  • Company or organisation
  • Business email address
  • Business telephone number
  • Information submitted through website enquiry or contact forms
  • Details of events, meetings or programmes you ask us to assist with
  • Event dates, locations, budgets, delegate numbers and requirements
  • Venue, accommodation and supplier requirements
  • Communications between you and our team
  • Information provided when downloading resources, registering for events or subscribing to communications
  • Information relating to your organisation’s procurement or event requirements
  • Website usage and technical information, including IP address, browser type, device information and pages visited
  • Marketing preferences and records of your interactions with our communications

We generally operate on a business-to-business basis and do not intentionally request personal information that is unnecessary for providing our services.

3. How We Collect Information

We may collect personal information when you:

  • Submit an enquiry through EventProcurement.co.uk
  • Contact us by email or telephone
  • Request information about our services
  • Ask us to source a venue or event supplier
  • Download a guide, report or other resource
  • Register for an event, briefing, webinar or procurement session
  • Subscribe to our communications
  • Meet or communicate with us at an event or exhibition
  • Communicate with us through professional networking platforms
  • Engage with our marketing or business development activity

We may also obtain business contact information from publicly available professional sources and reputable business data providers where permitted by law.

4. How We Use Your Information

We may use personal information to:

Provide our services

We use information to understand your requirements, source venues and suppliers, obtain quotations, negotiate commercial terms and provide event procurement and related services.

Communicate with you

We may contact you regarding an enquiry, project, proposal, quotation or service you have requested.

Introduce you to suppliers

Where necessary to fulfil an enquiry, we may provide relevant information to venues, hotels, event suppliers or other service providers so they can provide availability, pricing or proposals. We will only share information that is reasonably necessary for the relevant enquiry or service.

Manage our business relationships

We may maintain records of organisations and professional contacts that we work with or may reasonably wish to work with.

Improve our services and website

We may analyse website usage, enquiries and service activity to understand how our website and services are being used and how they can be improved.

Marketing and business development

Where permitted by law, we may contact business professionals regarding services, insights, events or information that we reasonably believe may be relevant to their professional role. You can opt out of marketing communications at any time.

5. Our Lawful Bases for Processing

Under UK data protection law, we must have a lawful basis for processing personal information. Depending on the circumstances, we may rely upon:

Contract – where processing is necessary to provide services you or your organisation have requested or to take steps before entering into a contract.

Legitimate interests – where processing is necessary for our legitimate business interests, including responding to business enquiries, managing client and supplier relationships, developing our business and undertaking appropriate business-to-business marketing. When relying on legitimate interests, we consider the potential impact on the individuals concerned and whether those interests are overridden by their rights and interests.

Consent – where you have specifically consented to a particular form of processing.

Legal obligation – where we are required to process or retain information to comply with applicable laws or regulations.

6. Business-to-Business Marketing

Event Procurement provides services primarily to businesses and organisations. We may contact individuals in relevant professional roles where we reasonably believe our services or information may be relevant to their organisation or responsibilities.

This may include procurement professionals, event professionals, finance professionals, executive assistants, marketing professionals and other individuals involved in purchasing or managing corporate events.

Where we undertake business-to-business marketing, we do so in accordance with applicable data protection and electronic marketing legislation. You may object to our use of your personal information for direct marketing at any time. Every marketing email we send will provide an appropriate method of opting out of future marketing communications.

7. Information Obtained From Third Parties

From time to time, we may obtain professional contact information from third-party business data providers or publicly available sources. This may include information such as:

  • Name
  • Job title
  • Employer
  • Business email address
  • Business telephone number
  • Professional profile information

Where appropriate, we will provide information about our use of your personal data and your rights under applicable data protection law. We do not knowingly purchase or use personal contact databases that have been obtained unlawfully.

8. Sharing Information With Venues and Suppliers

A key part of our service involves sourcing and negotiating with venues and event suppliers. When you ask us to undertake procurement or sourcing activity, we may therefore share relevant details of your requirements with selected third parties, including:

  • Hotels
  • Conference and event venues
  • Restaurants
  • Production and AV suppliers
  • Caterers
  • Transport providers
  • Entertainment suppliers
  • Event technology providers
  • Destination and activity providers
  • Other suppliers required to deliver an event or programme

Where possible, we will limit the personal information shared to what is reasonably necessary to obtain pricing, availability or deliver the requested service. Third-party suppliers may act as independent data controllers in relation to information they receive.

9. Other Third Parties

We may also share personal information with organisations that help us operate our business, such as:

  • Website and hosting providers
  • CRM and business management systems
  • Email and communications providers
  • IT and technology providers
  • Analytics providers
  • Professional advisers
  • Accountants
  • Legal advisers

Where organisations process personal information on our behalf, we take reasonable steps to ensure appropriate contractual and data protection arrangements are in place. We may also disclose information where required by law or where necessary to establish, exercise or defend legal claims. We do not sell personal information.

10. International Transfers

Some technology providers or suppliers we work with may process information outside the United Kingdom. Where personal information is transferred internationally, we take appropriate steps to ensure that the transfer complies with applicable UK data protection requirements. This may include relying on UK adequacy regulations, approved contractual safeguards or other lawful transfer mechanisms.

11. How Long We Keep Information

We retain personal information only for as long as reasonably necessary for the purposes for which it was collected. The appropriate retention period depends on factors including:

  • The nature of our relationship with you
  • Whether you are an active or prospective client
  • Whether we need the information to provide services
  • Legal, accounting and tax requirements
  • The need to maintain appropriate business records
  • Whether there is an ongoing legitimate business reason for retaining the information

Information that is no longer required will be deleted, anonymised or securely disposed of where appropriate.

12. Cookies and Website Analytics

EventProcurement.co.uk may use cookies and similar technologies to operate the website, understand website usage and improve the visitor experience. These may include:

  • Essential cookies required for website functionality
  • Analytics cookies
  • Performance cookies
  • Marketing or advertising cookies, where applicable

Where required by law, non-essential cookies will only be used after you have provided the appropriate consent. Further information may be provided in our Cookie Policy or cookie management tool.

13. Security

We take reasonable technical and organisational measures to protect personal information against:

  • Unauthorised access
  • Accidental loss
  • Unlawful disclosure
  • Alteration
  • Destruction
  • Misuse

However, no internet-based system can be guaranteed to be completely secure.

14. Your Data Protection Rights

Depending on the circumstances, UK data protection law gives you rights including the right to:

  • Request access to personal information we hold about you
  • Request correction of inaccurate information
  • Request deletion of your information in certain circumstances
  • Request restriction of processing
  • Object to processing based on legitimate interests
  • Object to direct marketing
  • Request transfer of certain information to another organisation
  • Withdraw consent where processing is based on consent

You will not normally be charged for exercising these rights. To exercise your rights, please contact us using the contact details available on EventProcurement.co.uk.

15. Marketing Opt-Outs

You can ask us to stop sending marketing communications at any time by:

  • Using the unsubscribe link contained within a marketing email; or
  • Contacting us directly.

We may retain limited information about individuals who have opted out so that we can ensure their marketing preference continues to be respected.

Our website may contain links to third-party websites. We are not responsible for the privacy practices or content of websites operated by third parties. We recommend reviewing the privacy policy of any external website you visit.

17. Children’s Information

Our services are intended for businesses and professional users and are not directed at children. We do not knowingly collect personal information from children through EventProcurement.co.uk for marketing purposes.

18. Complaints

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

You also have the right to complain to the UK’s data protection regulator, the Information Commissioner’s Office (ICO). Information about making a complaint is available from the ICO.

19. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes to our services, technology or legal obligations. The latest version will be published on EventProcurement.co.uk and the “Last updated” date at the top of this policy will be amended accordingly.

20. Contact Us

If you have questions about this Privacy Policy, how we use your personal information or wish to exercise your data protection rights, please contact:

Eureka Events Ltd
Trading as EventProcurement.co.uk
Please use the contact details published on www.eventprocurement.co.uk.