Privacy Policy

Last updated: 31 May 2026

Venue Quarters (“we”, “us”, “our”) is committed to protecting the privacy of anyone who provides us with personal information through our service. This policy explains what we collect, why, how we handle it, and your rights under UK GDPR and the Data Protection Act 2018.

Who we are

Venue Quarters is a venue sourcing consultancy. We are the data controller for the personal information you provide. You can contact us at alex@venuequarters.com for any privacy-related questions or requests.

What information we collect

When you submit an event brief, we collect:

  • Your work email address
  • Your full name
  • Details about the event you are planning (location, dates, expected attendees, budget range, requirements, preferences, and any additional context you provide)

When you sign in to your workspace, we collect:

  • Your email address and password
  • Standard authentication metadata (sign-in times, IP address)

When you use the workspace, we collect:

  • Messages you send to your venue liaison
  • Notes you add to venues or attendees
  • Attendee details you upload or enter (names, dietary requirements, RSVP status, any custom fields you configure)

We also collect standard web server logs (IP addresses, browser type, pages visited) for security, debugging, and service reliability.

Why we collect it and our legal basis

We process your personal information on the basis of legitimate interests — specifically, to provide you with the venue sourcing service you have requested. This includes:

  • Sourcing and presenting venue options matching your brief
  • Communicating with you about your event
  • Maintaining your workspace and the data you store within it
  • Sending you transactional emails related to your event (shortlist delivered, new venues added, replies to your messages)

We do not use your data for marketing without your explicit consent.

Who we share it with

We use the following third-party service providers to operate our service. These are our data processors and they process your information only as needed to deliver the service:

  • Supabase — database hosting and authentication (data hosted in the EU)
  • Vercel — application hosting
  • Resend — transactional email delivery
  • Cloudflare — security and spam protection
  • Google Workspace — our business email

We do not sell your personal information to anyone, and we do not share it with third parties for their own purposes.

Venue partners we contact on your behalf receive only the information necessary to provide a quote (e.g. event type, dates, headcount range, budget range). They do not receive your contact details unless you ask us to make an introduction.

How long we keep it

We retain your personal information for as long as your workspace is active. If you ask us to delete your account, we will delete your personal information within 30 days, except where we are legally required to retain certain records (e.g. for tax or contractual purposes), in which case we retain only what is necessary and securely.

Your rights

Under UK GDPR, you have the right to:

  • Access the personal information we hold about you
  • Ask us to correct inaccurate information
  • Ask us to delete your information (“right to be forgotten”)
  • Object to or restrict our processing of your information
  • Receive your information in a portable format
  • Withdraw consent at any time (where consent is the legal basis)

To exercise any of these rights, email us at alex@venuequarters.com. We will respond within one month.

If you are not satisfied with how we have handled your information, you have the right to complain to the Information Commissioner’s Office (ICO) at ico.org.uk or by calling 0303 123 1113.

Cookies and tracking

We use only essential cookies needed to keep you signed in and to protect against spam. We do not use tracking cookies or third-party advertising cookies.

Security

We protect your personal information using industry-standard measures including encrypted connections (HTTPS), encrypted data storage, role-based access control, and authenticated APIs.

Changes to this policy

We may update this policy from time to time. The “Last updated” date at the top of this page reflects when it was last changed. Material changes will be communicated to you by email.

Contact

Questions about this policy or your data: alex@venuequarters.com