Privacy Policy

Privacy Policy

Last Updated: July 2026

Victoria Barrett Event Management (VBEM) Ltd ("we," "our," or "us") protects and respects your privacy. This policy explains how we handle your personal data in compliance with the UK GDPR and the Data Protection Act 2018.

1. Who We Are

We are the "Data Controller" responsible for your personal information. If you have any questions or want to exercise your data rights, please contact us at:

  • Email Address: events@vbem.co.uk 
  • Registered Address: 20 Wenlock Road, London, N1 7GU

2. Information We Collect

We collect personal information that you provide directly to us through our website, contact forms, registration processes and emails. This includes:

  • Contact/Identity Data: Names, email addresses, phone numbers, job titles, organisation and school names.
  • Event Logistics: Invoice addresses, exhibitor/sponsor information (like logos, website links), and any dietary or accessibility requirements you share with us.
  • Enquiry Details: Any information you choose to submit via our online contact forms or directly via email.

3. How and Why We Use Your Data

We only use your information when the law allows us to. Most commonly, we use it to:

  • Respond to your enquiries and website messages.
  • Deliver our services, process event bookings, and manage invoicing and financial transactions.
  • Accommodate your health, accessibility, or dietary needs (which we only do with your explicit consent).
  • Register you as a delegate or exhibitor/sponsor.
  • Manage our relationship with you, including sending event updates, agendas, and venue details.
  • Improve our website, services, and marketing.

4. Sharing Your Data

We never sell your data. We only share relevant details with trusted partners who help us run our business and events, including:

  • Form & Payment Providers: Digital services that securely manage registrations and process financial transactions.
  • Venues & Caterers: Shared strictly to accommodate dietary or accessibility needs, using anonymous totals rather than names whenever possible and for security purposes.

Because our third-party platforms operate globally, your data may occasionally be transferred outside the UK. We ensure these transfers use legally approved safeguards to protect your privacy.

5. Data Retention

We only keep your data for as long as necessary to fulfil the reasons we collected it, or to comply with law:

  • Financial & Booking Records: Kept for 6 years to comply with UK tax obligations.
  • General Enquiries: Deleted after 12 months if no ongoing business relationship develops.
  • Dietary & Accessibility Data: Permanently deleted within 30 days after the event ends.

6. Cookies

Our website uses cookies to distinguish you from other users of our website. This helps us to provide you with a good browsing experience and allows us to improve our site. 

  • Essential Cookies: Necessary for basic site functionality and security.

You can manage your preferences or refuse cookies at any time via our website cookie consent banner or by adjusting your browser settings. For full details on the specific cookies we use, please view our Cookie Policy.

7. Your Legal Rights

Under the UK GDPR, you have the following rights regarding your personal data:

  • Right of Access: Request a copy of the personal data we hold about you.
  • Right to Rectification: Request corrections to inaccurate or incomplete data.
  • Right to Erasure: Request the deletion of your data where there is no good reason for us to continue processing it.
  • Right to Restrict Processing: Request that we suspend the processing of your data in certain scenarios.
  • Right to Withdraw Consent: Withdraw your consent at any time where we rely on consent to process your data (such as dietary or accessibility data).

To exercise any of these rights, please contact us at events@vbem.co.uk 

8. How to Complain

If you have any concerns about our use of your personal information, you can make a complaint to us at events@vbem.co.uk 

You also have the right to complain to the Information Commissioner’s Office (ICO), the UK data protection regulator, if you are unhappy with how we have used your data.

  • ICO Address: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
  • Helpline Number: 0303 123 1113
  • Website: https://ico.org.uk