This policy applies to visitors to our website, ticket buyers, newsletter subscribers, exhibitors, and anyone who contacts us through our enquiry form.
1. Who we are
Bespoked Events Ltd ("Bespoked", "we", "us", "our") is registered in England & Wales (company number 13730324) with its registered office at Unit 3, Phoenix Business Park, Continental Approach, Westwood, Kent, CT9 4HL.
We are the data controller for the personal data described in this policy, unless stated otherwise.
Contact for data protection matters: Data Protection Lead, info@bespoked.cc.
2. What personal data we collect
We collect different data depending on how you interact with us:
- Ticket buyers: name, email, billing address, payment confirmation details (full card numbers are processed by Stripe, not stored by us), order history.
- Newsletter subscribers: name, email, marketing preferences.
- Exhibitors: company name, contact name, job title, business email & phone, billing/VAT details, stand and logistics details, directory or badge data.
- Tour/programme participants: name, company/organisation, contact details, and tour preferences (e.g. bike/no bike), submitted when booking onto a partner-run tour or programme (such as the Saxony business tour).
- General enquiries: name, email, and the content of your enquiry (submitted via our contact form, hosted by Fillout).
- All visitors: technical data such as IP address, browser, device information and cookie identifiers.
3. How we use your data & our legal basis
We only process personal data where we have a lawful basis to do so:
| Purpose | Legal basis | Data used |
|---|---|---|
| Processing ticket orders and entry | Performance of a contract | Name, email, billing, order data |
| Responding to enquiries | Legitimate interest (customer service) | Name, email, enquiry content |
| Managing exhibitor bookings | Performance of a contract | Company/contact details, billing |
| Arranging participation in partner-run tours/programmes (e.g. Saxony tour) | Performance of a contract / legitimate interest (fulfilling your request) | Name, contact details, tour preferences |
| Sending marketing newsletters | Consent | Name, email, preferences |
| Fraud prevention, accounting, legal compliance | Legal obligation / legitimate interest | Transaction and billing data |
| Site analytics (non-essential) | Consent (via cookie banner) | Cookie/device identifiers |
Where we rely on consent (e.g. the newsletter, or non-essential cookies), you can withdraw it at any time - see Section 8.
4. Cookies
Our website uses cookies and similar technologies. Full details, including which cookies require your consent, are set out in our separate Cookie Policy.
5. Who we share your data with
We share personal data only where necessary, with:
- Stripe, to process ticket payments
- Mailchimp, to send newsletters
- Ticket Tailor, to issue and manage tickets
- Fillout, to process general enquiries submitted via our contact form
- Event sponsors or partners, but only where you have separately opted in to have your details shared (exhibitors/attendees)
- Wirtschaftsförderung Sachsen GmbH (WFS), where you book onto a Saxony tour or programme via our website, so they can organise, run, and follow up on the tour you've selected
- Professional advisers, regulators, or law enforcement where required by law
We do not sell personal data to third parties.
6. International data transfers
Because we operate events in the UK, Germany and Japan, personal data may be transferred internationally:
- UK/EU: Germany is subject to the EU GDPR, which provides an equivalent standard of protection to the UK GDPR.
- Japan: recognised as providing an adequate level of protection under both UK and EU adequacy regulations; data is also subject to the Act on the Protection of Personal Information (APPI).
- Other transfers outside the UK/EEA/Japan only take place with appropriate safeguards (such as SCCs / UK IDTA) or with your explicit consent.
A list of our current international sub-processors is available on request from info@bespoked.cc.
7. How long we keep your data
- Ticket / order records: 6 years (UK accounting & tax law).
- Newsletter subscribers: until you unsubscribe, or after 24 months of no engagement.
- Exhibitor records: duration of the relationship plus 6 years.
- General enquiries: 12 months from resolution.
- Tour/programme participant records: 12 months from the event date, unless you've separately consented to further contact.
We delete or anonymise personal data once it is no longer needed, unless we are required to keep it longer by law.
8. Your rights
Under UK GDPR (and EU GDPR, if you are in the EU), you have the right to:
- Access the personal data we hold about you
- Correct inaccurate data
- Request deletion (-‘right to be forgotten-’), in certain circumstances
- Object to or restrict certain processing, including direct marketing
- Withdraw consent at any time, without affecting prior processing
- Request a copy of your data in a portable format
- Lodge a complaint with a supervisory authority
To exercise any of these rights, contact us at info@bespoked.cc. We will respond within one month, as required by law.
9. Children
Our website and ticketing services are not directed at children. Where an event is family-friendly, under-16s may attend free of charge (subject to payment of the applicable booking fee), but tickets must be booked by an adult, who is responsible for the accuracy of the information and for the child while at the event.
10. Security
We use appropriate technical and organisational measures to protect personal data against unauthorised access, loss or misuse, including encryption in transit, access controls, and regular review of our third-party processors.
11. How to complain
If you are unhappy with how we have handled your personal data, please see our Data Protection Complaints Procedure. You also have the right to complain directly to the UK Information Commissioner's Office (ico.org.uk), or, if you are in the EU, to your local data protection authority.
12. Changes to this policy
We may update this policy from time to time. The "Last updated" date at the top shows when it was last revised. Material changes will be highlighted on our website.
13. Contact us
Bespoked Events Ltd, Unit 3, Phoenix Business Park, Continental Approach, Westwood, Kent, CT9 4HL. Email: info@bespoked.cc.