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PRIVACY POLICY Richmond Event Management (REM) Last updated: March 2026

1. Introduction

Richmond Event Management (REM) ("we", "us", "our") is committed to protecting and respecting your privacy. This privacy policy sets out how we collect, use, store and protect personal data in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 (DPA 2018), and the Privacy and Electronic Communications Regulations 2003 (PECR), as amended by the Data (Use and Access) Act 2025 (DUAA 2025). Richmond Event Management is the Data Controller responsible for your personal data. If you have any questions about this policy or wish to exercise your legal rights, please contact us using the details in Section 12.

2. Scope

This policy applies to individuals representing a Prospective Customer. A 'Prospective Customer' is a business entity or individual engaging with REM during the contracting process, from the point of initial enquiry through to the signing of a Service Agreement. Representatives may include company officials and members of staff.

3. Personal Data We Hold

We may hold some or all of the following personal data about you:

  • Full name
  • Email address
  • Mobile number
  • Home address
  • Home telephone number
  • IP address (collected for site analytics purposes only)

4. Lawful Basis for Processing

Under the UK GDPR, we must have a lawful basis for processing your personal data.

Pre-contract and Contract Negotiations Where you have made an enquiry or are in the process of entering into a service agreement with us, we process your data on the basis of:

  • Legitimate interests (Article 6(1)(f) UK GDPR) – to respond to your enquiry and progress the contracting process; and/or
  • Performance of a contract, or steps taken at your request prior to entering a contract (Article 6(1)(b) UK GDPR).

Analytics and Website Data IP addresses and related analytics data are collected on the basis of:

  • Consent (Article 6(1)(a) UK GDPR) – where you have agreed to the use of analytical cookies or tracking technologies; or
  • Our legitimate interests in improving our website and services, where consent exemptions apply under PECR as amended by the DUAA 2025.

5. How We Collect Personal Data

We collect personal data through the following means:

  • Web forms and information submitted through our website
  • Information provided during telephone or email contact
  • Details included in or arising from service agreement negotiations
  • Cookies and analytics tools on our website (see Section 10)

6. How We Use Your Personal Data

The primary purpose for which we collect and use your personal data is to communicate with you in order to provide quotes and to negotiate and conclude a contract for internet and/or voice services. We will not sell, rent or share your personal data with any unauthorised third party.

7. Who We Share Your Data With

In order to fulfil your requirements and provide accurate product and service pricing, we may need to share your details with trusted third-party network providers or sub-contractors. These parties may retain basic contact information for the purposes of service delivery only. We do not share your personal data with any other third parties. Any third parties with whom we share data are required to process it only in accordance with our instructions and in compliance with applicable data protection law.

8. How We Store Your Personal Data

The data we collect is stored within the United Kingdom (UK) or, where applicable, within the European Economic Area (EEA) using trusted and secure providers. The UK has been confirmed as adequate for data transfers to and from the EEA. We take appropriate technical and organisational measures to protect your personal data against accidental loss, unauthorised access, disclosure, alteration or destruction. These measures include:

  • Secure, access-controlled file storage and databases
  • Firewalls and password-protected systems
  • Restricted staff access on a need-to-know basis

9. How Long We Keep Your Data

We will retain your personal data for the following periods:

  • Where a service contract is signed: data will be held for the duration of the contract and for a reasonable period thereafter as required by law or legitimate business need.
  • Where an enquiry does not result in a contract: personal data will be retained for a maximum of 24 months from the date of last contact.

You have the right to request erasure of your personal data at any time (see Section 11). We will comply with such requests unless we have a legal obligation or legitimate reason to retain the data, in which case we will inform you accordingly.

10. Cookies

What Are Cookies? Cookies are small text files stored on your device when you visit a website. They allow the website to recognise your device and retain certain information about your visit.

Cookies We Use

Strictly Necessary Cookies These are essential for the website to function and cannot be switched off. They include session cookies that track information you provide in contact forms and secure areas of the site. These do not require your consent.

Analytics / Performance Cookies These cookies allow us to count visitors and understand how people use our website so we can improve it. Following amendments to PECR under the DUAA 2025, first-party analytics cookies used solely to improve our service and that do not present a significant privacy risk may be deployed without your prior consent, provided we give you clear information about their use and an easy way to opt out.

Functionality Cookies These cookies remember your preferences (such as language or location) to provide a more personalised experience when you return to our site. These require your consent where they are not strictly necessary.

Marketing / Targeting Cookies These cookies record your visit to our website and are used to make our website and any advertising more relevant to your interests. These cookies require your prior consent before being set.

Third-Party Cookies Third parties, including advertisers and social media platforms such as YouTube, Facebook and Vimeo, may also set cookies when you visit our website. Please refer to the relevant third-party privacy policies for further information. We use Google Analytics and Google Maps on our website. Google may set cookies in connection with these services. For further details, please refer to Google's privacy policy.

Managing Cookies You can control and delete cookies through your browser settings. Please note that disabling certain cookies may affect the functionality of our website and third-party services. To remove existing cookies, clear your browser history and cache.

11. Your Rights

Under the UK GDPR, you have the following rights in relation to your personal data:

  • Right of access – you may request a copy of the personal data we hold about you (a Subject Access Request). We will respond within one calendar month and will conduct a reasonable and proportionate search of our records in doing so.
  • Right to rectification – you may ask us to correct any inaccurate or incomplete data we hold about you.
  • Right to erasure – you may ask us to delete your personal data where there is no lawful reason for us to continue processing it.
  • Right to restriction of processing – you may ask us to restrict how we process your data in certain circumstances.
  • Right to data portability – where processing is based on consent or contract and carried out by automated means, you may request that we transfer your data to you or another organisation in a structured, commonly used format.
  • Right to object – you have the right to object to processing based on legitimate interests or for direct marketing purposes.
  • Rights in relation to automated decision-making – you have the right not to be subject to a decision based solely on automated processing that produces legal or similarly significant effects. We do not currently carry out such processing.

To exercise any of these rights, please contact us using the details in Section 12. We will acknowledge your request within 30 days and respond in full within one calendar month, or inform you if an extension is required.

12. Complaints

If you have a complaint about how we handle your personal data, please contact us in the first instance using the details below. We will acknowledge your complaint within 30 days and work to resolve it promptly. If you remain dissatisfied, you have the right to lodge a complaint with the Information Commission (formerly the Information Commissioner's Office):

13. Contact Details

For any questions, requests or concerns relating to this privacy policy or the way we handle your personal data, please contact us:

Richmond Event Management is a trading style of REM Events.

14. Changes to This Policy

We may update this privacy policy from time to time to reflect changes in law, our practices or the services we offer. Any material changes will be communicated to you where we hold your contact details, and the updated policy will be published on our website with a revised 'last updated' date. We recommend you review this policy periodically to stay informed about how we protect your personal data.