Data Protection and Privacy

Privacy Policy

This Privacy Policy explains the data processing practices of Vinelake Business Conferences Limited (Event Organiser). If you have any requests concerning your personal information (Personal Data) or any queries please contact us by email at [email protected] or write to us at Vinelake Business Conferences Limited, 2 Bath Place, Rivington Street, London, EC2A 3DR. Vinelake Business Conferences Limited is the data controller for the purposes of this Privacy Policy and any Personal Data.

Information collected

Event Organiser collects Personal Data through its booking forms and every time you send or provide your details to Event Organiser. We may also collect Personal Data through your use of our websites or when you access links in marketing e-mails (see below)

Use and disclosure of Personal Data

Event Organiser will only use the information that it collects about you in accordance with its data protection notification pursuant to the Data Protection Act 1998 and this Privacy Policy. Event Organiser may disclose Personal Data to companies within the Event Organiser group of companies from time to time. Group companies may include subsidiaries, any ultimate holding company and its subsidiaries, as defined in section 1159 of the UK Companies Act 2006.
Event Organiser only uses Personal Data supplied by you as reasonably required for the purposes of administering its events. In certain circumstances we may have to supply your details to our suppliers in connection with an event you are attending. In such circumstances the information made available will be the minimum necessary and will be supplied strictly on condition it is only used for that purpose. Event Organiser also uses Personal Data to evaluate what its customers and potential customers are most interested in.
With your express consent we may also contact you to inform you of future conferences organised by Event Organiser which we believe you may be interested in.

If you wish to stop receiving information about Event Organiser and its services, email your request to [email protected] The Personal Data Event Organiser will collect includes:
  • Your name
  • Address
  • Phone number
  • Email address

If you register to attend an event Event Organiser will collect the information necessary to fulfil your booking.

If you do not wish to receive information about Event Organiser, please:
  • Tick the opt-out box provided when registering on this website or on printed application forms.
  • Let the telephone operator know.
  • Click the unsubscribe box when receiving emails from us.
We may from time to time contact you for the purposes of market research for Vinelake Events using the contact methods mentioned above.  We may also use your information to administer any prize draws or competitions or other promotions that you choose to enter.  We may, from time to time release your data to carefully selected third parties, unrelated to Event Organiser, for the purposes of marketing.  If you do / do not wish to receive information from third parties, please:
  • Tick the opt-out / opt-in boxes provided when registering on this website or on printed application forms.

We value our relationship with you and by requesting information on, or registering / buying tickets to attend Event Organiser, you agree that we may use the contact details provided to us for our events as set out above.

Disclosure of Your Information

We may give information about you to the following (who may use it for the same purposes as set out above):

  • To our partners and third parties that collaborate with us for an event for which you registered.
  • Agents and third parties who fulfil any other services on Event Organiser’s behalf (e.g. to administer payments for purchases, despatch tickets and information etc).
  • To other delegates (only where you are attending in a professional capacity, e.g. business related events) where it is expected that attendees will have access to a list of attendees and their organisation but not the actual contact details.
  • To other organisations for the administration of prize draws, competitions or promotions.
  • To anyone to whom we transfer or may transfer our rights and duties with you (for example a sale of the business or the sale of a particular event).
  • If we have a duty to do so or if the law allows us to do so.

In carrying out the activities specified in this privacy policy, we may transfer data to reputable companies outside the European Economic Area. We take steps to ensure that your information will be afforded the same level of protection as that required of us under applicable UK data protection legislation.

Data Security

All Personal Data will be stored subject to appropriate technical and organisational security measures designed to protect against unauthorised or unlawful processing of Personal Data and against accidental loss or destruction of, or damage to, Personal Data. Event Organiser will take reasonable steps to ensure the reliability of any employees who have access to Personal Data.

Where we pass Personal Data to data processors who process that data on our behalf we will ensure that such data processors put in place an equivalent level of security measures.

Tracking technology ‘cookies’

Event Organiser uses technology to track the patterns of behaviour of visitors to its websites. This can include using a “cookie” which would be stored on your browser or on the hard drive of your computer. You can usually modify your browser to prevent this happening. The information collected in this way can be used to identify you unless you modify your browser settings. Event Organiser uses this information to find out which features of the websites are most popular so that they can be developed in the light of the analysis of your usage. We also use the information generated so as to ensure that users have a more personal experience when accessing our websites, particularly when visiting them on repeat occasions. As required by law, whenever a visitor visits our websites they will be alerted to the fact that we use cookies and asked to consent to their continued use. This consent may be implied from the visitor continuing to use the website.

Access to Personal Data

The Data Protection Act gives you the right to copies of the Personal Data we hold about you. Your right of access can be exercised in accordance with the Act. Any access request may be subject to a fee of £10 to meet our costs in providing you with details of the information we hold about you.

Changes to our Privacy Policy

Any changes we make to our Privacy Policy in the future will be posted on this page and, where appropriate and practicable, publicised via our newsletters and other communications.

Additional Terms and Conditions of Delegate Registration

1. Agreement

These terms and conditions (Terms), together with the registration form submitted by you, the Delegate (Booking), comprise the Agreement between you, the Delegate, and us, Vinelake Ltd (Event Organiser) governing your participation and attendance at the Event.

2. Event Attendance

To ensure that the Delegate receives maximum value from the pre-arranged one-to-one meetings, the Delegate will be directed to complete a needs profile for inclusion on our secure event website. The Event Organiser will provide profiles of solution partner organisations and other Delegates to assist you in selecting who you would like to meet during the one-to-one meeting sessions. A deadline will be specified by which time meeting choices must be submitted to Event Organiser. Participation in pre-arranged one-to-one meetings is at the discretion of the Event Organiser. The individual delegate agrees to complete and return all delegate profiling, meeting and workshop selections before the requested deadlines, as specified by the Organiser. The Event Organiser will not be held liable to the Delegate for any change in the number or identity of other attendees or for any attendees who do not keep scheduled meetings. The Delegate hereby confirms they will participate in a minimum of one (1) full day’s participation, including attendance to their pre-arranged networking meetings (if applicable). You (the Delegate), hereby confirm that you are appropriately qualified for attendance at the Event and will conduct yourself in a proper and professional manner at all times.

3. Payment Terms

This registration, upon acceptance by Vinelake Ltd, confirms the named delegate as a participant at the event. Payment is due in full upon completion and return of the registration form. Your registration cannot be confirmed until full payment is received. Admission to the event will be refused if payment has not been received.

PAYMENTS IN GBP:
Account Name: Vinelake Ltd
Royal Bank of Scotland
Account No: 10525408
Sort Code: 16-34-25
VAT No: 210376741
IBAN: GB95RBOS16342510525408

We accept card payments from the following:
Visa Credit
Visa Debit
MasterCard Credit
MasterCard Debit
Visa Electron

Event Organiser reserves the right to withhold any information relating to the Event and/or refuse the Delegate entry to the event unless and until all fees due in respect of that Delegate’s attendance at the Event have been paid in full.

4. Alterations, Postponement or Cancellations made by Event

Organiser will strive to adhere to the communicated Event programme, but reserves the right to alter the event structure (ie: location, venue, date and networking etc). If Event is cancelled or postponed by Event Organiser due to events or circumstances beyond its reasonable control (including without limitation Acts of God, flood, failure of any material supplier to the Event, unforeseen occurrence, cancellation by the Venue or other emergency), Event Organiser will reschedule Event and the Delegate will be transferred to the appropriate re-scheduled event (within 12 months).

5. Cancellation and Substitutions by the Delegate

Delegates are responsible for the cost of gratuities that might include use of leisure facilities at the Venue, parking, alcohol (where applicable), travel and other items such as non- Event Organiser arranged dining, dry-cleaning, mini-bar, other refreshments and telephone calls. Delegate bookings are transferable but cannot be cancelled. If you are unable to attend, you must notify Event Organiser as early as possible and in any event at least six (6) weeks prior to the Event. A Delegate who is unable to attend the event may nominate a substitute who should be of equivalent level. Substitutes will only be admitted at the Event Organisers discretion.
Delegates who book within six (6) weeks of the event and subsequently cancel within that period are entitled (as stipulated above) to nominate a substitute of equivalent level. Should no substitute be available, you may be transferred on to an appropriate alternative event (within 12 months).

6. Miscellaneous

The delegate agrees to hold the Organiser harmless for any injury or death that may occur at the event. The Organiser is not responsible for the conduct of the delegates while at the event, and is also not responsible for any costs, damages and/or expenses associated with the delegate’s transportation to/from the event, hotel accommodations or third party services, whether or not arranged by the Organiser in connection with the event.
This Agreement is binding upon confirmation by Event Organiser of acceptance of the Booking submitted by Delegate. These terms are governed by English Law and the parties irrevocably agree to submit to the jurisdiction of the courts of England in all matters. Vinelake Ltd is a company registered in England and Wales (company number 09533381) whose registered office is located at: 160 Hursley, Winchester, Hants, United Kingdom, SO21 2LD.

Additional Terms and Conditions of Sponsorship

1. Breadth of Agreement

These terms and conditions (“Terms”), together with the registration form submitted by you (“Book-ing”), outline the “Agreement” between you, the ‘’Sponsor’’, and us, Vinelake Ltd (“Event Organiser”) pertaining to your attendance at the Event.

2. Attendance

The Sponsor representatives may attend conference and focus group sessions arranged by Event Organiser. The Sponsor will complete and return to Event Organiser all necessary event- related documentation and forms as required for facilitation of the one-to-one meetings and effective running of the event. Sponsor Representatives will attend the organised series of meetings (if relevant) pre-arranged by Event Organiser and communicated to the Sponsor. Sponsors are responsible for the cost of gratuities. This may include use of leisure facilities at the Venue, parking, alcohol consumption (where applicable), travel, non-Event Organiser arranged dining, dry-cleaning, mini-bar, other refreshments and telephone calls. Event Organiser will not be liable to the Sponsor for any change in the
number or identity of attendees. There is no guarantee that such individuals will actually be present at any scheduled meeting. Event Organiser does not accept the responsibility for appointments not kept by either party. In the event a scheduled delegate becomes unavailable for a scheduled meet-ing, Event Organiser will endeavour to reschedule a meeting with an alternate person. However, if appointments are not kept by any person for any reason, Event Organiser assumes no responsibility and no refunds or partial refunds of any kind will be given.

3. Payment

Upon receipt of Participant’s signed Agreement, Event Organiser will issue an invoice for the full amount outstanding along with a countersigned copy of this Agreement. The payment of such amount invoiced shall be due and payable within ten (10) business days of signing by both parties (“Payment Due Date”). Payment can be made by credit card or wire transfer. In the event that this contract is signed less than 12 weeks prior to the event start date immediate payment should be made in full. All prices are exclusive of any applicable duties or taxes (such as VAT or similar sales taxes or duties). The Sponsor shall pay such taxes or duties as shown in the invoice to be applicable by law in relation to jurisdiction of the event.

PAYMENTS IN GBP:
Account Name: Vinelake Ltd
Royal Bank of Scotland
Account No: 10525408
Sort Code: 16-34-25
VAT No: 210376741
IBAN: GB95RBOS16342510525408

Event Organiser reserves the right to withhold any information relating to the Event and/or refuse the Sponsor and the Sponsor’s Representatives entry to the event unless and until all fees due in respect of that Sponsors attendance at the Event have been paid in full.

4. Alterations, Postponement or Cancellations by Event Organiser

Event Organiser will strive to adhere to the communicated event programme, but reserves the right to alter the event structure (ie: location, venue, date and features etc). If the Event is cancelled or postponed by the Event Organiser due to events or circumstances beyond its reasonable control (including without limitation Acts of God, flood, failure of any material supplier to the Event, unforeseen occurrence, cancellation by the Venue or other emergency), the Event Organiser will reschedule the Event and the Sponsor will be transferred to the appropriate re- scheduled event (within 12 months). The Event Organiser shall not be responsible for rescheduling any meetings which were due to be held at the Event which is postponed and a new set of meetings for a revised delegate list will be provided for a future event.

5. Cancellation

If the Sponsor wishes to cancel this Agreement or its attendance at the Event, the Sponsor shall notify the Event Organiser in writing with as much due notice as is possible. The Sponsor will be transferred to the appropriate re- scheduled event (within 12 months). Event Organiser reserves the right to withhold any information relating to the event and/or to refuse the Sponsor’s representatives entry to the event until all fees due in respect of that Sponsor’s attendance have been paid in full. If any fees due to Event Organiser are not paid by the date of the Event, Event Organiser shall be entitled to retain any payment which it has received.

6. Miscellaneous

This Agreement is binding upon confirmation by Event Organiser of acceptance of the Booking submitted by the Sponsor.
These terms are governed by English Law and the parties agree to submit to the jurisdiction of the courts of England.
a) The Sponsor is entitled to the number of onsite representatives at the Event as indicated in the Booking Details section of this Agreement. Any additional attendees will be subject to an additional charge.
b) This Agreement constitutes the sole and exclusive agreement between the Parties on the subject matter covered. Participant acknowledges that no other warranties, representations or acknowledge-ments, written or oral, have been made which are not reflected herein.
c) This Agreement shall be governed by and construed in accordance with the laws of England and Wales. The Parties hereto agree that, in any action by and between the Parties which arise out of this Agreement, said action must be brought in the English courts, and the party against whom said ac-tion is brought hereby consents to such jurisdiction and venue.
d) In the event that either party shall retain or engage legal counsel to collect or enforce or protect its interest with respect to this Agreement, the prevailing party shall be entitled to receive payment of all costs and expenses of such collection, enforcement or protection, including reasonable legal fees.
e) Participant agrees that in the case of litigation Organiser will not be able to mitigate its losses for any less than 50% of the value of this Agreement.

Vinelake Ltd is a company registered in England and Wales (company number 09533381) whose registered office is located at: 160 Hursley, Winchester, Hants, United Kingdom, SO21 2LD.

7. Indemnity

Participant hereby agrees to indemnify and hold harmless Event Organiser from and against any and all costs, damages and expenses, which are incurred by Participant, its agents, and employees.

8. Information & Copyright

All information, including lists of participants, supplied to Participant in relation to the Event is for use by Participant for the purposes of the Event only. The copyright in any information produced by the Event Organiser in connection with the event remains the property of the Event Organiser and cannot be passed to any third party for any purpose.

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