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Privacy

Trinity is committed to protecting your privacy. This policy explains how we collect, use and store information and what it means to you.

Trinity works in partnership with our customers and you have control over the information we store about you and what types of information (if any) you would like to receive from us.

The information we collect about you

We may collect information about you from a variety of sources, including information we collect from you directly; when use our services or contact us; and information we collect about you from other sources.

The information we collect directly from you

When making an enquiry or event booking we ask you for your name; company name; contact details such as phone and e-mail.

When making an accommodation booking we ask you for your name; company name; contact details such as phone and e-mail; credit card details.

When making a booking to attend an event we ask you for your name; company name; contact details such as phone and e-mail, credit card details, your meal preference and occasionally information pertaining to your health.

You may be required to provide sensitive personal information about yourself or others, for example, your dietary requirements or health details (if applicable). If you provide us with any other sensitive personal information by telephone, email or by other means, we will treat that sensitive personal information in accordance with this Privacy Policy.

How we use this information

  • Customer research

We may use your information to gain your valuable feedback about your event booking and experience

  • To provide the services you want

We may use information we collect about you to provide the services you request and to manage our records as well as to help us improve these services to you. So that we can keep you informed of important administrative or service messages, we need to use your information to contact you, even where you have told us you do not wish to receive direct marketing.

The following are examples of how we may use your information:

  • When we process a booking for you
  • So that we can contact you, if we need more information or if there are any changes to the booking or cancellation of the booking
  • To update and/or amend your booking as requested and contact you if we need more information
  • So that we can retrieve your booking for you
  • To help us service any post-event queries
  • To help us develop technology to serve you better in the future

If you give us sensitive personal Information, you are giving your explicit consent for Trinity Event Solutions to collect, process, disclose or transfer, and store it so we can fulfil your requirements or for safety reasons (e.g. using your dietary requirement Information for the specific purpose of providing you with a suitable meal).

Your sensitive personal information will only be disclosed to the appropriate third-parties for the fulfilment of the relevant booking and order to satisfy your requirements.

Marketing

We would like to be able to share with you information about our products and services, invitations to events, special offers and other industry news, so that you can take advantage of the best we can offer. We will only use your information in this way where you have given us approval to do so.

Where you have given us your consent Trinity Event Solutions would like to keep in touch with you by post, phone and electronic mail.

We may disclose your information to third parties, such as hotels and venues. This will only be done under strict contract with the third party.

We will use the most recent consent you have given us, or the most specific consent, subject to the time it takes us to reflect these changes in our systems and/or processes

You may opt-out of marketing by us at any time by  contacting us

We disclose information to Third party/service providers

We may occasionally use third party companies to improve our internal systems and develop software. These companies are carefully selected and screened to ensure maximum protection of your security and privacy and are permitted to use the Information only in accordance with our instructions.

We are committed to keeping personal information secure. We have appropriate technical, administrative and physical procedures in place to protect personal information from loss, misuse or alteration, and ensure it is only accessible by those who have a business need.

Payment online

Credit cards are used to secure accommodation bookings. The details are encrypted and transmitted and held securely.  One month after the booking has been completed, the credit card details are destroyed.

Credit cards are used for delegate registrations and these are processed through a 3rd party, Cvent.  The information is not held by Trinity Event Solutions.

Links to other Websites and their security and privacy policies

On our website we also provide links to other websites for your convenience and information. Please be aware that these sites may have different security and privacy policies and we have no control over and take no responsibility for any information submitted to these sites.

Cookies Policy

Please refer to our cookie policy

Changes to our privacy policy

Our Privacy Policy is reviewed regularly to ensure that it reflects how we use your information. Any changes will be notified to you by updating this policy.

This Privacy Policy was last updated in May 2018.

How to contact us

Our Data Protection Officer is Jacqui Kavanagh, Managing Director of Trinity Event Solutions Ltd.

At any time, you can choose to change your personal details or withdraw from our marketing activity.

You are entitled to receive a copy of the personal information we hold about you.

Simply submit an Access Request by sending a request. Please ensure you enclose the following with your completed request:

A photocopy of your passport, or any other official document upon which your signature is present

  • Your name
  • Your company name
  • Your address
  • The event reference number
  • Current ID - this information is required to establish and confirm your identity, to ensure that consent is provided, and also ensure that Trinity Event Solutions only discloses information about you with your consent.

Please send your request to us at the following address:

The Data Protection Officer

Trinity Event Solutions

Unit 6

Southview Business Centre

Tinwell Road

Stamford

PE9 2JL

Or email  [email protected]

Please contact us if you have any questions about our Privacy Policy or the information we hold about you by emailing  [email protected]

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