Booking/Cancellation Terms & Conditions
Smooth Events is a specialist event management and marketing company. We have developed an unrivalled reputation for developing and delivering the highest quality events for our clients and working with them as a valued partner to achieve a successful outcome for their event and objectives.
We operate conscientiously within the requirements of the General Data Protection Regulations 2018 and other electronic marketing legislation. We work within the principles of fair data processing, namely:
- Using information in a way that people would reasonably expect.
- Thinking about the impact of our processing.
- Being transparent and ensuring that people know how we’ll use their information.
This statement (together with our Terms and Conditions), as may be amended from time to time by updates on this page, sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us, as data controller and a data processor. Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it.
- What This Privacy Statement Covers
This statement covers how we treat any personal information that we collect and receive either from our website or as part of our broader operating processes.
We do not sell or pass on any personal information about our clients or prospects for marketing purposes; we only use any information shared with us for running and improving our services and in that capacity operate as a data controller and, in the extent that we process the data, as a data processor.
This statement tells you what information we collect, the steps we take to protect and secure it, how we use and share information, and finally, how you can contact us with questions or concerns.
- Information We Collect
(a) Personal Information. We collect personal information (e.g., name, email address, phone number, etc.) when you:
- Send us an enquiry through our website
- Email us
- Work with us as a customer, supplier or employee
- Exhibit at an event where we are appointed to organise and / or manage operations
- Sign-up to participate / attend an event where we are appointed to manage the registration process
We also maintain a simple prospect database justified under a Legitimate Interest assessment where we collate names and contact details of B2B decision makers who are known buyers of our type of service or attendees at the events that we run.
(b) Other User Information. When you access and use our services, we may collect additional contextual information about your company. We do not link this additional data to any other information we collect about you and do not undertake any profiling activity from this type of data.
(c) Billing Information. If you contract us for event services, we will require your billing information in order to process the transaction. Billing information includes your name, address, telephone number, credit, debit or bank details and other information necessary to process the transaction.
We do not store credit card numbers; we use a payment gateway – Stripe – which processes your card details on our behalf and does not share your card details with us, except the last four digits for identification reasons.
(e) Disclosure of this information
We may disclose your personal information to third parties:
- If Smooth Events or substantially all of our assets are acquired by a third party, in which case personal data held by it about our customers will be one of the transferred assets.
- If we are under a duty to disclose or share your personal data in order to comply with any legal obligation, or in order to enforce or apply our Terms and Conditions and other agreements; or to protect the rights, property, or safety of our clients, customers or others.
- Our site may, from time to time, contain links to and from the websites of our partner networks, clients, affiliates or other external websites. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these privacy policies. Before you submit any personal data to our site, you may want to check the policies of our client, for whom we are collecting the data, and whom for your purposes is the data controller. In the absence of any details being listed on our site, you may contact us at or on the details provided below.
- Information Use, Legal Basis, Sharing, Disclosure, and Retention
(a) Use and Legal Basis.
Sales and Service Delivery. Smooth Events uses personal data for developing and issuing sales proposals and for providing its products and services – and justifies this under the legal basis of “Contract”.
Marketing Emails. Smooth Events uses personal data to update existing clients and prospective B2B clients with information about our services. We justify this through a “Legitimate Interests” assessment and offer opt-out functionality for those no longer wishing to hear from us in this way. In this sense “existing clients” and “prospective B2B clients” can be taken to mean professional persons within a business organisation who have previously purchased our services or attended our events or who we have identified through assessment are procurers of our types of service or are reasonably likely to be interested in attending one of our events.
Reminder / Engagement Emails to Third Party Event Participants. Smooth Events uses data provided by event owner clients to inform and remind their event participants of key operational information and of our and others’ official operational services to ensure that ordering deadlines are not missed and that requirements for these services are understood. We justify this through a “Legitimate Interests” assessment.
Engagement Emails and Vital Information about Event Registrants. Smooth Events captures registration details of event attendees (both for its own events and where it has been contracted to do so by third party event owners) and justifies this through “Contract” and for health related information through “Consent” and “Vital Interests”. Health related information may include rudimentary medical data captured for an attendees vital interest, such as dietary requirements, allergies or accessibility / inclusivity requirements. Our processes provide full transparency that this data is then shared with the event owner.
Administrative and Legal. We process small amounts of employee and subcontractor data under the legal basis of “Contract” and, if in the Vital Interests of the data subject, or with specific consent, or to comply with Employment or Health and Safety or another Legal requirement will hold special category data such as medical history or driving convictions.
(b) Sharing. Smooth Events does not share, sell, rent or trade personal information with any third parties for marketing or promotional purposes. It will only share limited data with suppliers where required operationally and with clients (where the data has been collected on their behalf in the first instance).
It does share small quantities of employee data for administrative and legal purposes.
It also reserves the right to share data with relevant authorities if compelled to do so to comply with legal obligations. We will use third party payment processors for card transactions to pay for goods and services but these third parties are authorized to use the data only as necessary to provide these services to us and are prohibited from using your personal information for promotional purposes.
(c) Retention. We will retain existing customer information for as long as a customer account is active with us or as needed to provide our services – and where required to comply with our legal obligations, resolve disputes, and enforce our agreements. We will retain all prospective customer data on an ongoing basis until any such time that we receive a request to opt-out.
- Confidentiality and Security
We use physical, electronic, and procedural safeguards to protect personal information – Our IT arrangements aspire to “Data Protection by Design” and should be able to detect a significant data breach. Where such a breach could result in discrimination, damage to reputation, financial loss, loss of confidentiality or any other significant economic or social disadvantage we will notify the ICO. Where a breach is likely to result in a high risk to the rights and freedoms of individual data subjects, we will also notify those concerned directly and at the earliest practical opportunity. We shall then fully investigate a data breach and implement corrective action to prevent recurrence.
By using our services or providing personal information to us, you are consenting to Smooth Events communicating with you electronically regarding security, privacy, and administrative issues related to your use of our services. We may post a notice on our website if a security breach occurs. In these circumstances, we may also send an email to you at the email address you have provided to us.
Data transmissions over the Internet are not 100% secure. Consequently, we cannot guarantee or warrant the security of any information you transmit to us and you do so at your own risk. Once we receive your transmission, we use reasonable efforts to ensure security on our systems.
- Right to Be Informed
We strive to ensure that all those engaging with us are informed of our arrangements for processing personal data through this Privacy Statement which is linked to from our email signatures and website home page.
- Right of Access
We will respond to data requests within 1 month and will only charge for requests that are manifestly unfounded or excessive. If we have grounds to refuse a request we will inform the data subject and make them aware of their right to complain to the ICO or to seek civil action – again within 1 month of receiving the request
- Right to Rectification
For personal data obtained directly from a data subject under the legal basis of consent – and obtained indirectly from a data subject under the legal basis of legitimate interest – we will correct any inaccuracies in a data subject’s personal data upon receipt of a request. For personal data held under the legal basis of “Contract” or “Vital Interests” or “Legal Obligations” we will endeavour to correct the data upon request but may not be able to do so if changing the data may conflict with our legal obligations or disadvantage us in a future legal action. In cases where we cannot rectify the data for these reasons we shall inform the data subject and make them aware of their right to complain to the ICO or to seek civil action
- Right to Erasure
For personal data obtained directly from a data subject under the legal basis of consent – and obtained indirectly from a data subject under the legal basis of legitimate interest – we will erase a data subject’s personal data upon receipt of a request / opt-out notification. For personal data held under the legal basis of “Contract” or “Vital Interests” or “Legal Obligations” we will endeavour to erase data upon request but will not be able to do so if holding the data is necessary to fulfil our legal obligations or may be necessary as evidence in a future legal action involving us. In cases where we cannot erase the data for these reasons we shall inform the data subject and make them aware of their right to complain to the ICO or to seek civil action
- Right to Restrict Processing
For personal data obtained directly from a data subject under the legal basis of consent – and obtained indirectly from a data subject under the legal basis of legitimate interest – we will restrict the processing of a data subject’s personal data upon receipt of a request / opt-out notification. For personal data held under the legal basis of “Contract” or “Vital Interests” or “Legal Obligations” we will endeavour to facilitate the requested restriction upon request but will not be able to do so if restricting the processing of the data prevents us from fulfilling our legal obligations or the current processing of the data may be necessary as evidence in a future legal action involving us. In cases where we cannot restrict the processing of the data for these reasons we shall inform the data subject and make them aware of their right to complain to the ICO or to seek civil action
- Right to Data Portability
For personal data obtained directly from a data subject under the legal basis of consent – we shall provide, upon receiving a request, the data that we hold in a standard, widely accessible format
- Right to Object
For personal data obtained directly from a data subject under the legal basis of consent – and obtained indirectly from a data subject under the legal basis of legitimate interest – we will cease to process a data subject’s personal data upon receipt of a request / opt-out notification
- Changes to this Privacy Statement
Smooth Events reserves the right to revise, modify, or update this statement at any time. We will notify you via email about material changes in the way we treat personal data or by placing a prominent notice on this website.
- Contacting Smooth Events
If you have a privacy concern regarding Smooth Events, or this statement, you may contact us via info@Smooth-Events.com