PRIVACY POLICY

Last updated: January 28, 2025

This Privacy Policy describes how Vendor Booking UK Ltd (the "Site",·we",·us", or ·our") collects, uses, and discloses your personal information when you visit, use our service, or make purchases from www.vendorbookinguk.co.uk. (the "Site") or otherwise communicate with us regarding the Site (collectively, the "Service"). For purposes of this Privacy Policy, "you· and "your· means you as the user of the Service, whether you are a customer, website visitor, or another individual whose information we have collected pursuant to this Privacy Policy.  Within the terms of this policy we act as the data controller for all information relating to the Site, with several data processor parties for enhancing and ensuring effective running of the Site and related services, including OBN Technology, Google, Mailersend, Facebook and tawk.to.

Please read this Privacy Policy carefully.

Changes to This Privacy Policy

We may update this Privacy Policy occasionally to reflect changes to our practices or for other operational, legal, or regulatory reasons. We will post the revised Privacy Policy on the Site, update the "Last updated" date and take any other steps required by applicable law.

How We Collect and Use Your Personal Information

To provide the Service, we collect and have previously collected personal information about you from a variety of sources, as set out below. The information collected and used varies depending on how you interact with us.

In addition to the specific uses set out below, we may use information we collect about you to communicate with you, provide or improve our/the Service, comply with any applicable legal obligations, enforce any applicable terms of service, and to protect or defend the Service, our rights, and the rights of our users or others.

What Personal Information We Collect

The types of personal information we obtain about you depends on how you interact with our Site and use our Service. When we use the term "personal information", we are referring to information that identifies, relates to, describes or can be associated with you. The following sections describe the categories and specific types of personal information we collect.

Information We Collect Directly from You

Information that you directly submit to us through our Service may include:

• Contact details including your name, business name, address, phone number, and email.

• Payment information including your name, billing address, payment confirmation, email address, and phone number.

• Account information including your login email address.  We do not store passwords (if these are forgotten then you (the user) must reset it via the login page, or alternatively a site admin can create a temporary password for you upon request but it is your sole responsibility to update this to something more suitable/secure once you have access to the platform.

• Customer support information including the information you choose to include in communications with us, for example, when sending a message through the Services.

Some features of the Services may require you to directly provide us with certain information about yourself. You may elect not to provide this information, but doing so may prevent you from using or accessing these features.

Information We Collect about Your Usage

We may also automatically collect certain information about your interaction with the Services ("Usage Data"). To do this, we may use cookies, pixels and similar technologies ("Cookies"). Usage Data may include information about how you access and use our Site and your account, including device information, browser information, information about your network connection, your IP address and other information regarding your interaction with the Services.

Information We Obtain from Third Parties

Finally, we may obtain information about you from third parties, including from vendors and service providers who may collect information on our behalf, such as:

• Companies who support our Site and Services

• Our payment processors, who collect payment information (e.g., bank account, credit or debit card information, billing address) to process your payment in order to fulfill your orders and provide you with products or services you have requested, in order to perform our contract with you.

• When you visit our Site, open or click on emails we send you, or interact with our Service, we, or third parties we work with, may automatically collect certain information using online tracking technologies such as pixels, web beacons, software developer kits, third-party libraries, and cookies.

Any information we obtain from third parties will be treated in accordance with this Privacy Policy. Also see the section below, Third Party Websites and Links.

How We Use Your Personal Information

• Providing Products and Services. We use your personal information to provide you with the Service in order to perform our contract with you, including to process your payments, fulfill your orders, to send notifications to you related to your account, purchases or other transactions, to create, maintain and otherwise manage your account and any other features and functionalities related to your account. 

• Marketing and Advertising. We may use your personal information for marketing and promotional purposes, such as to send marketing, advertising and promotional communications by email, text message and push notifications (mobile app).  This may include using your personal information to better tailor the Service and advertising on our Site. 

• Security and Fraud Prevention. We use your personal information to detect, investigate or take action regarding possible fraudulent, illegal or malicious activity. If you choose to use the Service and register an account, you are responsible for keeping your account credentials safe. We highly recommend that you do not share your username, password, or other access details with anyone else. If you believe your account has been compromised, please contact us immediately.

• Communicating with You and Service Improvement We use your personal information to provide you with customer support and improve our Service. This is in our legitimate interests in order to be responsive to you, to provide effective services to you, and to maintain our business relationship with you.

How We Disclose Personal Information

In certain circumstances, we may disclose your personal information to third parties for contract fulfillment purposes, legitimate purposes and other reasons subject to this Privacy Policy. Such circumstances may include:

• With companies or other third parties who perform services on our behalf (e.g., IT management, payment processing, data analytics, customer support, cloud storage, fulfillment of purchases).

• With business and marketing partners to provide services and advertise to you. Our business and marketing partners will use your information in accordance with their own privacy notices.

• When you direct, request us or otherwise consent to our disclosure of certain information to third parties, such as to invoice you for products/services we provide, convey pertinent information for security or access purposes whether relating to a physical or digital access request (security or compliance portals relating to a third party source) or through your use of social media widgets or login integrations, with your consent.

• With our affiliates or otherwise within our corporate group, in our legitimate interests to run a successful business.

• In connection with a business transaction such as a merger or bankruptcy, to comply with any applicable legal obligations (including to respond to subpoenas, search warrants and similar requests), to enforce any applicable terms of service, and to protect or defend the Service, our rights, and the rights of our users or others.

We have in the past disclosed the following categories of personal information and sensitive personal information about users for the purposes set out above in “How we Collect and Use your Personal Information” and “How We Disclose Personal Information”:

Category

• Identifiers and personal information such as basic contact details and certain order and account information.

• Commercial information such as purchase information and customer support information.

• Internet or other similar network activity, such as Usage Data

• Geolocation data such as locations determined by an IP address or other technical measures

We do not use or disclose sensitive personal information without your consent or for the purposes of inferring characteristics about you.

We do not share your personal information with third parties for the purpose of engaging in advertising and marketing activities.  Any/all marketing and advertising materials will come directly from our Service.

Third Party Websites and Links

Our Site may provide links to websites or other online platforms operated by third parties. If you follow links to sites not affiliated or controlled by us, you should review their privacy and security policies and other terms and conditions. We do not guarantee and are not responsible for the privacy or security of such sites, including the accuracy, completeness, or reliability of information found on these sites. Information you provide on public or semi-public sites, including information you share on third-party social networking platforms may also be viewable by other users of the Services and/or users of those third-party platforms without limitation as to its use by us or by a third party. Our inclusion of such links does not, by itself, imply any endorsement of the content on such platforms or of their owners or operators, except as disclosed on the Services.

Children's Data

The Service is not intended to be used by children, and we do not knowingly collect any personal information about children. If you are the parent or guardian of a child who has provided us with their personal information, you may contact us using the contact details set out below to request that it be deleted.

As of the Effective Date of this Privacy Policy, we do not have actual knowledge that we "share" (as those terms are defined in applicable law) personal information of individuals under 16 years of age.

Security and Retention of Your Information

Please be aware that no security measures are perfect or impenetrable, and we cannot guarantee "perfect security." In addition, any information you send to us may not be secure while in transit. We recommend that you do not use insecure channels to communicate sensitive or confidential information to us.

How long we retain your personal information depends on different factors, such as whether we need the information to maintain your account, to provide the Service, comply with legal obligations, financial and tax obligations, resolve disputes or enforce other applicable contracts and policies.

Your Rights

Depending on where you live, you may have some or all of the rights listed below in relation to your personal information. However, these rights are not absolute, may apply only in certain circumstances and, in certain cases, we may decline your request as permitted by law.

• Right to Access/ Know: You may have a right to request access to personal information that we hold about you, including details relating to the ways in which we use and share your information.

• Right to Delete: You may have a right to request that we delete personal information we maintain about you.

• Right to Correct: You may have a right to request that we correct inaccurate personal information we maintain about you.

• Right of Portability: You may have a right to receive a copy of the personal information we hold about you and to request that we transfer it to a third party, in certain circumstances and with certain exceptions.

• Right to Opt of Targeted Advertising: You may have a right to direct us not to process your personal information for purposes considered to be "targeted advertising·, as defined in applicable privacy laws. 

• Restriction of Processing: You may have the right to ask us to stop or restrict our processing of personal information.

• Withdrawal of Consent: Where we rely on consent to process your personal information, you may have the right to withdraw this consent.

• Appeal: You may have a right to appeal our decision if we decline to process your request. You can do so by replying directly to our denial.

• Managing Communication Preferences: We may send you promotional emails, and you may opt out of receiving these at any time by emailing hello@vendorbookinguk.co.uk. If you opt out, we may still send you non-promotional emails, such as those about your account or orders that you have made.

You may exercise any of these rights where indicated on our Site or by contacting us using the contact details provided above and below.

We will not discriminate against you for exercising any of these rights. We may need to collect information from you to verify your identity, such as your email address or account information, before providing a substantive response to the request. In accordance with applicable laws, you may designate an authorised agent to make requests on your behalf to exercise your rights. Before accepting such a request from an agent, we will require that the agent provide proof you have authorised them to act on your behalf, and we may need you to verify your identity directly with us. We will respond to your request in a timely manner as required under applicable law.

Complaints

If you have complaints about how we process your personal information, please contact us using the contact details provided below. If you are not satisfied with our response to your complaint, depending on where you live you may have the right to appeal our decision by contacting us using the contact details set out above and below, or lodge your complaint with your local data protection authority.

International Users

Please note the service is only available to users in England, Wales and Scotland and we do not transfer, store and process your personal information outside the UK and EEA (European Economic Area). Your personal information is also processed by staff and third party service providers and partners in these countries.

Contact

Should you have any questions about our privacy practices or this Privacy Policy, or if you would like to exercise any of the rights available to you, please call 02087130394 or email us at hello@vendorbookinguk.co.uk, or contact us at 34, Stockley Lane, Calne, Wiltshire, SN11 0LA, UK.