Privacy Policy

Effective Date: 5 June 2025

1. Introduction & Organizational Information

We, at THE PARKES EVENTS LIMITED, are dedicated to serving our customers and contacts to the best of our abilities. Part of our commitment involves the responsible management of personal information collected through our website theparkesestate.com, and any related interactions.

Company Details:

• Legal Entity: The Parkes Events Limited
• Address: The Parkes Estate, Monks Lane, Audlem, Cheshire, CW3 0HP
• Website: theparkesestate.com
• Contact: enquiries@theparkesevents.co.uk or 01270 385679

Our primary goals in processing this information include:

• Enhancing the user experience on our platform by understanding customer needs and preferences
• Providing timely support and responding to inquiries or service requests
• Improving our products and services to meet the evolving demands of our users
• Conducting necessary business operations, such as billing and account management

We do not have a designated Data Protection Officer (DPO) but remain fully committed to addressing your privacy concerns. Should you have any questions or require further information about how we manage personal information, please contact us using the details above.

2. Scope and Application

This privacy policy applies to all personal information we collect through:

• Our website theparkesestate.com
• Direct communications (email, phone, in-person)
• Our services including Wedding Venue, Accommodation, Film Location, and Meeting Space
• Third-party platforms that integrate with our services

This policy covers all individuals who interact with us, including website visitors, prospective customers, current customers, and business contacts.

3. Legal Basis for Processing

Under the General Data Protection Regulation (GDPR), we process your personal data based on the following legal grounds:

• Contract Performance: Processing necessary to perform our services (venue bookings, accommodation reservations)
• Legitimate Interests: Improving our services, customer support, and business operations
• Consent: Marketing communications and non-essential cookies (where explicitly given)
• Legal Obligation: Compliance with accounting, tax, and other legal requirements

4. Data Collection and Processing

Types of Personal Information We Collect:

Direct Information (provided by you):

• First and Last Name
• Email address and/or Phone number
• Postal address (for bookings and correspondence)
• Event details and special requirements
• Payment information (processed by third-party payment providers)
• Communication preferences

Technical Information (collected automatically):

• IP Address
• Operating system and version
• Browser information and language
• Website usage data through cookies and analytics
• Device information

How We Collect Information:

• Contact forms and enquiry submissions
• Booking and reservation systems (SuperControl)
• Phone and email communications
• Website analytics (Google Analytics, Google Tag Manager)
• Payment processing (through secure third-party providers)

Purposes of Processing:

We use your personal information for:

• Service Delivery: Processing bookings, managing accommodations, coordinating events
• Customer Support: Responding to enquiries, resolving issues, providing assistance
• Business Operations: Billing, account management, record keeping
• Analytics and Improvement: Understanding website usage, improving our services
• Marketing Communications: Sending relevant information about our services (with consent)
• Legal Compliance: Meeting accounting, tax, and regulatory obligations

5. Data Sharing and Third-Party Services

We may share your personal information with the following categories of third parties:

Service Providers:

• SuperControl: Property management and booking system
• Google (Analytics/Tag Manager): Website analytics and performance tracking
• Payment Processors: Secure payment handling (we do not store payment card details)
• Email Service Providers: For customer communications
• Professional Services: Accountants, legal advisors (where necessary)

Legal Requirements:

We may disclose your information when required by law, regulation, legal process, or governmental request.

All third-party processors are bound by Data Processing Agreements (DPAs) ensuring GDPR compliance and appropriate security measures.

6. International Data Transfers

Your personal data is primarily stored on servers located in the United Kingdom. Some of our service providers (such as Google) may process data outside the UK/EEA. Where international transfers occur, we ensure:

• Adequate protection through adequacy decisions, Standard Contractual Clauses, or other approved mechanisms
• Equivalent data protection standards to those in the UK
• Appropriate safeguards for your personal information

7. Data Storage and Security

Data Storage:

• Primary Storage: Secure servers located in the United Kingdom
• Backup Systems: Encrypted backups maintained according to industry standards
• Access Controls: Restricted access on a need-to-know basis

Security Measures:

• Encryption of data in transit and at rest
• Regular security assessments and updates
• Staff training on data protection procedures
• Secure network infrastructure and firewalls
• Regular monitoring for unauthorized access

8. Data Retention

We retain your personal information for the following periods:

• Customer Records: 12 months after last interaction or booking
• Marketing Preferences: 5 years or until consent is withdrawn
• Financial Records: 7 years (legal requirement)
• Website Analytics: 26 months (Google Analytics default)
• Communication Records: 12 months for customer service purposes

Data is securely deleted or anonymized when retention periods expire, unless longer retention is required by law.

9. Your Rights Under GDPR

You have the following rights regarding your personal information:

Right of Access (Article 15)

Request access to your personal data and information about how we process it.

Right to Rectification (Article 16)

Request correction of inaccurate or incomplete personal data.

Right to Erasure (Article 17)

Request deletion of your personal data when no longer necessary for the original purpose.

Right to Restriction (Article 18)

Request limitation of processing under certain circumstances.

Right to Data Portability (Article 20)

Request your data in a portable format to transfer to another service.

Right to Object (Article 21)

Object to processing based on legitimate interests or for direct marketing.

Right to Withdraw Consent (Article 7(3))

Withdraw consent for marketing communications or non-essential cookies at any time.

Right to Lodge a Complaint (Article 77)

Contact the Information Commissioner’s Office (ICO) if you believe we’ve violated data protection laws.

Exercising Your Rights:

Contact us at enquiries@theparkesevents.co.uk or 01270 385679. We will respond within one month and may need to verify your identity for security purposes.

10. Cookies and Tracking Technologies

We use cookies and similar technologies to enhance your website experience. Our cookie usage is managed through Usercentrics consent management platform, which allows you to control your preferences.

Cookie Categories:

• Essential: Necessary for website functionality
• Analytics: Help us understand website usage (Google Analytics)
• Functional: Remember your preferences and enhance functionality
• Marketing: Deliver relevant advertisements and measure campaign effectiveness

For detailed information about our cookie usage, please see our Cookie Policy.

11. Direct Marketing and Communications

Consent-Based Marketing:

We will only send you marketing communications with your explicit consent. This includes:

• Email newsletters about our services
• Information about special offers and events
• Updates about our venue and facilities

Your Communication Preferences:

• Opt-In: We obtain clear consent before adding you to marketing lists
• Opt-Out: Every marketing communication includes an unsubscribe option
• Preference Management: Contact us to update your communication preferences

Marketing Data Retention:

Marketing consent and preferences are retained for 5 years or until consent is withdrawn, whichever is sooner.

12. Children’s Privacy

While we do not specifically target children under 16, we recognize that families may use our services. We do not knowingly collect personal information from children under 13 without parental consent. If you believe we have inadvertently collected such information, please contact us immediately.

13. Changes to This Privacy Policy

We may update this privacy policy periodically to reflect changes in our practices, services, or legal requirements. When we make significant changes, we will:

• Update the effective date at the top of this policy
• Notify you via email if you have provided contact information
• Display a prominent notice on our website

14. Contact Information

For any privacy-related questions, concerns, or to exercise your rights:

The Parkes Events Limited The Parkes Estate, Monks Lane, Audlem, Cheshire, CW3 0HP Email: enquiries@theparkesevents.co.uk Phone: 01270 385679

Data Protection Authority: Information Commissioner’s Office (ICO) Website: ico.org.uk Phone: 0303 123 1113

This privacy policy was last updated on 5 June 2025 and complies with the UK General Data Protection Regulation (UK GDPR) and Data Protection Act 2018.