The Merchants Hall Venue Hire

Privacy Statement

Your privacy is important to us. This Privacy Statement explains what personal data we collect from you, and how we use that data.

The General Data Protection Regulation (GDPR) (Regulation (EU) 2016/679) defines "personal information" and "sensitive personal information" and we have assessed our processes to ensure that we comply with the Regulation. This includes reducing the amount of personal information gathered to the minimim possible level needed in order to provide the requested service(s) to you.

Background

This privacy notice lets you know what happens to any personal data that you give to us.

We may change this privacy notice from time to time by updating this page in order to reflect changes in the law and/or our privacy practices. We therefore encourage you to check this privacy notice for changes whenever you visit our website.

Who are we?

needadisco.com is operated by VV Web Solutions, the controller responsible for your personal data. We have appointed a Data Protection Lead who is responsible for overseeing questions in relation to this privacy policy. Should you have any questions relating to this policy, including any requests to exercise your legal rights, please contact us at the email address compliance@needadisco.com and state that your query is for the attention of the Data Protection Lead.

You have the right to make a complaint regarding our use of your personal data by contacting the Information Commissioner's Office (ICO) who are the UK supervisory authority for data protection issues (ico.org.uk) - we would, however, appreciate the chance to deal with your concerns before a formal approach is made to the ICO so please contact us in the first instance.

What personal information do we process?

• Email Address
• (optional) Telephone Number

For the avoidance of doubt, we do not collect or process details classed in GDPR as "sensitive personal information".

Where do we source this information?

From you directly if you decide to use our websites to request detail from .

What do we use your personal information for?

If you ask us to send an email message on your behalf to The Merchants Hall in Edinburgh we will share your email address and, optionally if provided, your telephone number with the email address that we currently hold on file for this venue. We make no guarantee that the email address is current or accurate, and you accept this proviso when using the service.

What are the legal grounds for our processing of your personal information?

The lawful basis on which we collect and store your personal information is consent. We ask your consent to share your personal information before we will accept your enquiry via our contact system. If consent is not provided, it is not possible to submit your details and in this instance an enquiry is not formed therefore any personal information captured up to that point is not shared.

How and where can you withdraw your consent?

Use of this facility is a one-time activity. We will forward your details to the venue shortly after receipt of your request. This process is automated, following a manual check to ensure that the message is not, in our opinion, SPAM. Immediately following the activity, your details will no longer be stored by us.

How can you request details of the personal information we hold about you?

We only ever store your email address and, optionally if provided by you, a telephone number until the activity is completed, which usually takes place within a few minutes. Your details are not stored once the activity has completed.

However, under the GDPR, we have to offer you by law a method to enquire about the personal information we hold about you. You can request this by writing to compliance@needadisco.com from the email address associated with the quotation request you originally placed with us. Please allow 5 working days for a response. Alternatively, you can write to VectisVibe, 30 Craigmore Road PA20 9LB.

Is your personal information transferred outside the UK or the EEA?

The servers on which our website and databases are hosted are located in the UK.

Do you have to provide your personal information to us?

We are unable to contact venues on your behalf if you do not provide certain information to us. If any personal information is optional, we will make this clear.

For how long is your personal information retained by us?

Unless we explain otherwise to you, we'll hold your personal information until the activity is completed, i.e. until we have forwarded your message to The Merchants Hall or determined that it is SPAM. After this activity, your personal details will no longer be stored by us or shared with any other third parties.