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Legal

Privacy policy

Last updated:

Hostology Limited ("Hostology", "we", "us" or "our") respects your privacy and is committed to protecting your personal information.

This Privacy Policy explains how personal information is collected, used and protected when you:

  • visit the Hostology website;
  • enquire about or purchase Hostology services;
  • use Hostology as a venue or authorised member of venue staff;
  • use the Hostology platform as a host or couple;
  • use Hostology as a guest;
  • use Hostology as a supplier; or
  • otherwise communicate or interact with us.

Hostology Limited is registered in England and Wales under company number 11194592.

1. Who this policy applies to

This policy may apply to:

  • visitors to our website;
  • prospective customers;
  • current venue customers;
  • venue staff and authorised users;
  • hosts and couples;
  • event guests;
  • suppliers;
  • other individuals connected with an event; and
  • people who contact Hostology.

The way we process information depends on why we hold it and whether Hostology is acting as a Controller or a Processor.

2. When Hostology is a Controller

Hostology acts as a Controller where we determine why and how personal information is processed for our own purposes.

This may include information relating to:

  • visitors to our website;
  • people who enquire about Hostology;
  • prospective and existing venue customers;
  • subscription and billing contacts;
  • our direct customer relationships;
  • user account administration;
  • customer support;
  • platform security;
  • fraud prevention;
  • legal and regulatory compliance;
  • our own analytics;
  • marketing and communications; and
  • management of our business.

Where Hostology acts as Controller, the processing described in this Privacy Policy applies directly to us.

3. When Hostology is a Processor

Venues use Hostology to collect, store and manage information relating to their events and customers.

For much of this information:

  • the venue is the Controller; and
  • Hostology is the Processor acting on the venue's behalf.

This may include information relating to:

  • enquiries;
  • prospective customers;
  • booked customers;
  • hosts and couples;
  • guests;
  • accommodation;
  • suppliers;
  • event schedules;
  • menus;
  • dietary requirements;
  • allergens;
  • accessibility requirements;
  • contracts;
  • quotes;
  • invoices;
  • payments;
  • communications;
  • event documents; and
  • other event information.

The venue generally determines why this information is collected, how it is used and how long it needs to be retained.

If you are a host, couple, guest or supplier and have a question about how information relating to your event is being used, you should normally contact the venue first.

Hostology will assist venues in meeting their data protection obligations where required.

4. Information we may process

Depending on how you interact with Hostology, personal information may include:

Identity and contact information

  • name;
  • email address;
  • telephone number;
  • business or organisation;
  • job title; and
  • postal address.

Account information

  • username;
  • account details;
  • user role;
  • venue association;
  • access permissions; and
  • account activity.

Enquiry and event information

  • event type;
  • event dates;
  • enquiry information;
  • booking status;
  • event requirements;
  • messages;
  • notes;
  • documents;
  • schedules; and
  • other planning information.

Guest information

  • guest names;
  • contact information;
  • RSVP information;
  • accommodation information;
  • room allocations;
  • menu choices;
  • dietary requirements;
  • allergens; and
  • accessibility requirements.

Supplier information

  • supplier names;
  • contact details;
  • services;
  • documentation;
  • insurance information;
  • licences;
  • compliance documents; and
  • communications.

Payment and transaction information

Hostology may process information relating to payments, including:

  • transaction amount;
  • payment status;
  • payment method;
  • payer;
  • recipient;
  • transaction references; and
  • related payment information.

Payments are processed using third-party payment providers such as Stripe.

Hostology does not ordinarily receive or store complete payment card details.

Technical and usage information

  • IP address;
  • browser and device information;
  • login information;
  • operating system;
  • platform usage;
  • security logs;
  • dates and times of activity; and
  • information collected through cookies or similar technologies.

Communications

We may process communications sent through Hostology or sent directly to us, including support enquiries, feedback and correspondence.

5. Special category personal data

Certain information processed through Hostology may constitute special category personal data under data protection law.

This may include information concerning:

  • food allergies;
  • medical dietary requirements;
  • accessibility requirements;
  • health conditions; or
  • dietary information which may reveal religious beliefs.

Where Hostology processes this information on behalf of a venue, the venue is responsible for identifying an appropriate lawful basis and, where required, an appropriate special category condition for processing.

Hostology processes such information on the venue's documented instructions and in accordance with its contractual and legal obligations.

Where Hostology itself acts as Controller for special category personal data, we will only process it where an appropriate lawful basis and special category condition apply.

6. How we collect information

We may collect information:

  • directly from you;
  • from a venue using Hostology;
  • from a host or couple;
  • from another authorised platform user;
  • when you create or use an account;
  • when you complete forms or event information;
  • when you communicate through Hostology;
  • when you make a payment;
  • automatically when you use our website or platform;
  • from our service providers; or
  • from publicly available sources where appropriate.

For example, a host may provide information about their guests, or a venue may add information about a customer or supplier to Hostology.

7. How we use personal information

Depending on our role, personal information may be used to:

  • provide and operate the Hostology platform;
  • create and administer accounts;
  • manage enquiries;
  • support sales and bookings;
  • facilitate event planning;
  • enable communication between venues, hosts, guests and suppliers;
  • manage accommodation;
  • manage guest information;
  • manage menus, dietary requirements and allergens;
  • manage supplier documentation;
  • facilitate contracts, quotes and documents;
  • facilitate payments;
  • provide customer support;
  • secure and maintain the platform;
  • prevent fraud or misuse;
  • understand how our services are used;
  • improve and develop our services;
  • comply with legal obligations;
  • manage our relationship with customers; and
  • send marketing communications where permitted.

8. Lawful bases

Where Hostology acts as Controller, we will only process personal information where there is an appropriate lawful basis.

Depending on the circumstances, this may include:

Contract

Where processing is necessary to enter into or perform a contract with you.

Legitimate interests

Where processing is necessary for our legitimate business interests or those of another party and those interests are not overridden by your rights and interests.

This may include interests such as:

  • operating and improving Hostology;
  • maintaining security;
  • providing customer support;
  • managing business relationships;
  • preventing fraud; and
  • appropriate business-to-business marketing.

Legal obligation

Where processing is necessary to comply with a legal or regulatory requirement.

Consent

Where we rely on your consent, you may withdraw that consent at any time.

Withdrawing consent does not affect processing that took place before consent was withdrawn.

9. Artificial intelligence and automated technologies

Hostology uses artificial intelligence, machine learning and other automated technologies within some parts of the Services.

These may help venues and users to:

  • classify or organise enquiries and emails;
  • identify event dates or other information;
  • summarise content;
  • assist with drafting communications;
  • prioritise or organise workflows; and
  • perform administrative tasks more efficiently.

Where these technologies process Customer Personal Data on behalf of a venue, Hostology processes that information as Processor in accordance with the venue's instructions and our contractual obligations.

Hostology may use specialist technology providers to provide AI functionality. Such providers are subject to appropriate contractual, security and data protection requirements.

Hostology does not knowingly permit Customer Personal Data submitted to its AI service providers to be used to train their general-purpose AI models, except where the relevant customer has expressly agreed otherwise.

Hostology does not use AI to make solely automated decisions about individuals which produce legal or similarly significant effects.

10. Sharing personal information

We may share information with trusted service providers where reasonably necessary to operate Hostology.

These may include providers of:

  • cloud infrastructure and hosting;
  • artificial intelligence and machine learning services;
  • payment processing;
  • accounting integrations;
  • communications and email services;
  • customer relationship management systems;
  • analytics;
  • security and monitoring;
  • customer support; and
  • other technology necessary to provide the Services.

We may also disclose information:

  • to professional advisers;
  • where required by law;
  • to regulators or public authorities;
  • in connection with legal proceedings;
  • to protect our rights or the security of our users; or
  • in connection with a merger, acquisition, investment, reorganisation or sale of all or part of our business.

Where Hostology acts as Processor, our use of subprocessors is governed by our contract with the relevant venue.

We do not sell personal information.

11. Third-party services and integrations

Hostology may integrate with third-party services such as payment, accounting or communications providers.

Where a venue enables an integration, information may be exchanged with that provider as necessary to provide the requested functionality.

Third parties may act as their own Controllers for some processing and their own privacy policies may apply.

Examples may include providers such as Stripe and Xero where the relevant functionality is enabled.

12. International transfers

Some of our service providers may process personal information outside the United Kingdom.

Where the transfer is a restricted transfer under UK data protection law, we will ensure that an appropriate mechanism or safeguard is used.

This may include:

  • UK adequacy regulations;
  • the UK International Data Transfer Agreement;
  • the UK Addendum to the EU Standard Contractual Clauses; or
  • another recognised lawful transfer mechanism.

Where required, we will assess whether the transferred information receives an appropriate level of protection.

13. Cookies and similar technologies

Our website and platform may use cookies and similar technologies.

These may include:

Strictly necessary technologies

These are required for functionality such as:

  • authentication;
  • login;
  • security;
  • session management; and
  • saving essential preferences.

Analytics technologies

These help us understand how our website and Services are used and how we can improve them.

Where required by law, analytics or other non-essential technologies will only be used with your consent.

You may manage non-essential cookies through the cookie controls made available on our website.

You can also manage cookies through your browser settings, although disabling essential cookies may prevent some parts of Hostology from working correctly.

14. Marketing

We may send information about Hostology products, features, services or events where permitted by law.

You can opt out of marketing communications at any time by:

  • using the unsubscribe link in an email;
  • changing available communication preferences; or
  • contacting us.

Opting out of marketing does not prevent us from sending communications required to operate your account or provide the Services.

We will not share your personal information with third parties for their own marketing purposes without an appropriate lawful basis.

15. Retention

We retain personal information only for as long as reasonably necessary for the purpose for which it was collected and to meet legal, regulatory, contractual or accounting requirements.

Different categories of information may therefore be retained for different periods.

Where Hostology processes Customer Personal Data on behalf of a venue, retention may depend on:

  • the venue's instructions;
  • the duration of its Hostology subscription;
  • the nature of the event information; and
  • our contractual and legal obligations.

When information is no longer required, we will delete or anonymise it in accordance with our retention procedures.

Some information may remain temporarily within secure backups until overwritten or deleted through normal backup cycles.

16. Security

We use appropriate technical and organisational measures designed to protect personal information from:

  • unauthorised access;
  • unlawful processing;
  • accidental loss;
  • destruction;
  • alteration; and
  • disclosure.

These measures may include controls relating to:

  • authentication;
  • access;
  • infrastructure security;
  • transmission of information;
  • monitoring;
  • staff confidentiality; and
  • management of service providers.

No online service can guarantee absolute security, but we regularly review the measures used to protect information processed through Hostology.

17. Your data protection rights

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

  • request access to personal information;
  • request correction of inaccurate information;
  • request deletion of information;
  • request restriction of processing;
  • object to processing;
  • receive certain information in a portable format;
  • withdraw consent where processing is based on consent; and
  • complain about how your information is being used.

These rights are subject to applicable legal conditions and exemptions.

Where Hostology processes information on behalf of a venue, the venue is normally responsible for responding to your request.

If you contact Hostology about information for which a venue is the Controller, we may refer your request to the relevant venue or assist the venue in responding.

18. Children's information

Hostology is not designed as a service for children to independently create and manage accounts.

However, events may include children and information concerning child guests may be entered into Hostology by venues, hosts or other authorised users.

This may include information such as:

  • name;
  • age or age group;
  • meal choices;
  • dietary requirements;
  • allergies; or
  • accommodation information.

Where Hostology processes this information on behalf of a venue, the venue remains responsible for ensuring that it is collected and used lawfully.

19. Third-party websites

Our website or platform may contain links to third-party websites or services.

We do not control those third parties and are not responsible for their privacy practices.

You should review their privacy information before providing personal information directly to them.

20. Changes to this privacy policy

We may update this Privacy Policy from time to time to reflect:

  • changes to Hostology;
  • changes in technology;
  • changes in the way we process information; or
  • changes in legal requirements.

The latest version will be available through our website and platform.

Where a change is significant, we may also bring it to your attention through the platform or by email.

21. Contact us

If you have questions about this Privacy Policy or about personal information for which Hostology acts as Controller, please contact:

Hostology Limited, Britannia House, 1-11 Glenthorne Road, London W6 0LH

Email: support@hostology.co.uk

Company number: 11194592

22. Complaints

If you have concerns about our use of your personal information, we would encourage you to contact us first so that we can try to resolve the issue.

You also have the right to complain to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection.