Scope
This document refers to personal data, which is defined as information concerning any living person (a natural person who hereafter will be called the Data Subject) that is not already in the public domain.

The General Data Protection Regulation (GDPR) seeks to protect and enhance the rights of EU data subjects. These rights cover the safeguarding of personal data, protection against the unlawful processing of personal data and the unrestricted movement of personal data within the EU and its storage within the EEA. It should be noted that GDPR does not apply to information already in the public domain such as Companies House data.

Wedding Venues Support Group Ltd (referred to hereafter as WVSG), are pleased to provide the following information:

Who we are
WVSG is a trade membership body set up as a Company Limited by Guarantees representing wedding venues located in the UK. Its primary goal is to assists wedding venues, from sole  traders to larger independent and privately owned organisations, by providing legal resources and representation to government pertinent to wedding venue contracts. 

Personal Data
WVSG uses the information collected from you to seek pledges for legal work and to email you information which the company believes may be of interest to you and your business. In you making initial contact you consent to WVSG maintaining a marketing dialogue with you until you either opt out  (which you can do at any stage) or we decide to desist in promoting our services. WVSG may occasionally also act on behalf of its members in the capacity of data processor. When working exclusively as a data  processor, WVSG will be acting on the instruction of its members, and will work hard to ensure that the work is fully GDPR compliant.

Some personal data may be collected about you from the forms and surveys you complete, from records of our correspondence and details of your visits to our website, including but not limited to, personally identifying information like Internet Protocol (IP)  addresses. WVSG may, from time to time, use such information to identify its visitors. WVSG may also collect statistics about the behaviour of visitors to its website.

The WVSG websites may at times use cookies, which is a string of information that a website stores on a visitor’s computer, and that the visitor’s browser provides to the website each time the visitor returns.  WVSG website visitors who do not wish to have cookies placed on their computers should set their browsers to refuse cookies before using the WVSG website.

Any information WVSG holds about you and your business encompasses all the details we hold about you and any sales transactions including any third-party information we have obtained about you from public sources.

WVSG will only collect the information needed so that it can provide you with the services it provides, it does not sell or broker your data

For the purposes of marketing uses third party software, and in particular Salesforce, who for the purposes of GDPR are processors. Where these suppliers are not based within the EEA, they are signatures to the EU-US Privacy Shield.

Legal basis for processing any personal data
To meet WVSG obligations to its membership and to respond to business enquiries.

Legitimate interests pursued by WVSG
To promote membership of WVSG and the benefits of joining. This may include direct mail, email, newsletters, telephone calls, social media and any other channels to reach those involved in the wedding venue sector.

Consent
Through agreeing to this privacy notice you are consenting to WVSG processing your personal data for the purposes outlined. You can withdraw consent at any time by emailing info@wvsg.org.

Disclosure
WVSG may on occasions pass your Personal Information to third parties exclusively to process work on its behalf. WVSG requires these parties to agree to process this information based on our instructions and requirements consistent with this Privacy Notice and GDPR. WVSG do not broker or pass on information gained from your engagement with the company without your  consent. However, WVSG may disclose your Personal Information to meet legal obligations, regulations or valid governmental request. The business may also enforce its Terms and Conditions, including  investigating potential violations of its Terms and Conditions to detect, prevent or mitigate fraud or security or technical issues; or to protect against imminent harm to the rights, property or safety of WVSG, its clients and/or the wider community.

Retention Policy
WVSG will process personal data during the duration of membership or contract and will continue to  store only the personal data needed for seven years after the contract  has expired to meet any legal obligations. After seven years any  personal data not needed will be deleted. Data storage concerning  employees is covered in an addendum to their employment contracts.

Data storage
Data is held in the United Kingdom and also potentially held outside the EEA on Salesforce and FormAssembly, all of whom have signed the EU-US Privacy Shield.

Your rights as a data subject
At any point whilst WVSG is in possession of or processing your personal data, all data subjects have the following rights:

• Right of access – you have the right to request a copy of the information that we hold about you.
• Right of rectification – you have a right to correct data that we hold about you that is inaccurate or incomplete.
• Right to be forgotten – in certain circumstances you can ask for the data we hold about you to be erased from our records.
• Right to restriction of processing – where certain conditions apply you have a right to restrict the processing.
• Right of portability – you have the right to have the data we hold about you transferred to another organisation.
• Right to object – you have the right to object to certain types of processing such as direct marketing.
• Right to object to automated processing, including profiling – you  also have the right not to be subject to the legal effects of automated  processing or profiling.

In the event that WVSG refuses your request under rights of access, we will provide you with a reason as to why, which you have the right to legally challenge.

At your request WVSG can confirm what information it holds about you and how it is processed.

You can request the following information:

• Identity and the contact details of the person or organisation (WVSG) that has determined how and why to process your data.
• Contact details of the data protection officer, where applicable.
• The purpose of the processing as well as the legal basis for processing.
• If the processing is based on the legitimate interests of WVSG and information about these interests.
• The categories of personal data collected, stored and processed.
• Recipient(s) or categories of recipients that the data is/will be disclosed to.
• How long the data will be stored.
• Details of your rights to correct, erase, restrict or object to such processing.
• Information about your right to withdraw consent at any time.
• How to lodge a complaint with the supervisory authority (ICO).
• Whether the provision of personal data is a statutory or contractual  requirement, or a requirement necessary to enter into a contract, as well as whether you are obliged to provide the personal data and the possible consequences of failing to provide such data.
• The source of personal data if it wasn’t collected directly from you.
• Any details and information of automated decision making, such as profiling, and any meaningful information about the logic involved, as well as the significance and expected consequences of such processing.

To access what personal data is held, identification will be required
WVSG will accept the following forms of ID when information on your personal data is requested: a copy of your driving licence, passport,  birth certificate and a utility bill not older than three months. A minimum of one piece of photographic ID listed above and a supporting document is required. If WVSG is dissatisfied with the quality,  further information may be sought before personal data can be released.

All requests should be made to info@wvsg.org 

Complaints
In the event that you wish to make a complaint about how your personal data is being processed by WVSG or its processors, you have the right to complain to any WVSGs director. If you do not get a response within 30 days you can complain to the ICO.

ICO
Wycliffe House, Water Lane, Wilmslow, SK9 5AF
Telephone +44 (0) 303 123 1113 or email: https://ico.org.uk/global/contact-us/email/