Trent Vineyard Conferencing data and privacy policy

Trent Vineyard Conferencing is a Company limited by guarantee registered in England and Wales under Company No. 10076796.

Registered Address:

Trent Vineyard Conferencing

Unit 1

Easter Park

Lenton Lane




T: 0115 9244177


General Data Protection Regulation (GDPR) May 2018

The data legislation is designed to protect personal data about living individuals. This means that any person or organisation who handles personal data must comply with the requirements of the legislation.

Here at Trent Vineyard Conferencing we take your privacy seriously. This policy, together with our terms of use of any websites which you may visit, sets out the basis on which any personal information we collect from you, or that you provide to us, will be processed. 

Information is collected from you in relation to event enquiries and bookings. In processing enquiries and bookings you may be asked to provide information including your name, email and contact details, and those of delegates attending your event. We also collect and hold information about our business suppliers. It is entirely your choice whether to give us information about yourself or not. 

There are governing principles that must be followed in relation to the processing of data about individuals including that data be:

Processed lawfully
Collected for a specific purpose
Relevant and necessary
Correct and up to date
Kept no longer than needed
Processed in accordance with individual's rights
Kept securely
Not be shared outside EEA without verifying adequate level of protection

What information do we hold? 

Information that you give us from forms that you have filled in on our websites or on paper, corresponding with us by phone, email or letter. 

Information we collect about you. With regard to each of your visits to our website we will automatically collect the following information but this is not identifiable to you.

Technical information, including the Internet protocol (IP) address used to connect your computer to the Internet, browser type and version, time zone setting, browser plug-in types and versions, and operating system and platform;

information about your visit to our website, including the full Uniform Resource Locators (URL), clickstream to, through and from our site (including date and time), page response times, download errors, length of visits to certain pages, page interaction information (such as scrolling, clicks, and mouse-overs), methods used to browse away from the page. 

Information we receive from other sources. We may also receive information about you from third parties such as booking agents, other customers or suppliers.

Why do we hold data about people?

Personal data is collected and used for a variety of reasons

a)  Providing responses to initial enquiries for conferencing events

b)  Contacting you to collect details and discuss planning for your event

c)  Ensuring appropriate catering is provided to delegates (i.e. dietary requirements are catered for)

c)  Contacting you to chase / arrange payments for events and conferences

d)  Collecting feedback about events we have hosted

e)  Placing orders for Items required by Trent Vineyard Conferencing

We will not disclose your personal data to any third party without your express consent, except where we are required by law.

How will we use your information?

To respond to enquiries for conferencing events.
To contact you to plan your event and discuss your specific requirements.
To collect feedback on conferencing events you have booked at Trent Vineyard. 
To place orders for Items required by Trent Vineyard Conferencing.
To maintain accurate and up to date records or our employees.

Where do we store your personal data?

We are committed to holding your personal information securely. Only Trent Vineyard staff and authorised volunteers that need to see the data can access it.

We may store your information on computers (on hard drives, and cloud-based), in paper form, or both.

All computers that store any personal data are password protected.

Any paper files that hold personal information (other than names and contact details) are kept on secure premises in locked cupboards and filing cabinets.

The data that we collect from you may be transferred to, and stored at, a destination outside the European Economic Area ("EEA"). By submitting your personal data, you agree to this transfer, storing or processing. We will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this privacy policy and in compliance with the General Data Protection Regulations (2018).

Information you provide to us is stored on our secure servers. Where we have given you (or where you have chosen) a password that enables you to access certain parts of our site, you are responsible for keeping this password confidential. We ask you not to share a password with anyone.

Unfortunately, the transmission of information via the Internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our site; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.

What is our legal basis for processing your data? 

Our legal basis for processing personal data is different depending upon the purpose it was collected for. The following list covers the main types of data that we hold, for a full list please contact

Data collected through our booking systems for the events and courses that we run is held for our legitimate interests or because of a contractual obligation to do so. 

Data collected about suppliers is collected for our legitimate interests as this is required for the day-to-day functioning of Trent Vineyard Conferencing. 

How long do we hold your data? 

The length of time that we will retain your data will vary depending upon the purpose for which it is processed.
For a full list of our data retention periods you can contact us at

Your rights

Under GDPR legislation you have a number of rights about how your data is processed. Full details of your personal rights can be found on the Information Commissioner’s Office website

Your rights include the right to:

Request access to the data we hold about you.
Have inaccurate and incomplete data rectified.
Have the personal data we hold on you deleted (except where we are required to hold the data by law). 
To restrict the processing of your personal data in certain circumstances.

Other websites

Our site may, from time to time, contain links to and from other websites, advertisers and affiliates. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies.  Please check these policies before you submit any personal data to these websites.


Our website uses cookies for the following reasons:

To allow you to carry information across pages of our websites and avoid having to re-enter information when you return to one of our sites.

To measure our website traffic and analyse how our websites work. This will allow us to make changes to our websites in the future and make them easier to use.

You can accept or decline cookies by modifying the settings in your browser. Please note that if you disable all cookies then you may not be able to access some parts of our websites.

Changes to our data and privacy policy

Any changes we make to our data and privacy policy in the future will be posted on this page and, where appropriate, notified to you by e-mail. Please check back frequently to see any updates or changes to our policy.


If you have any questions, comments or requests regarding this privacy policy please email or write to us at:

Trent Vineyard Conferencing

Unit 1, Easter Park

Lenton Lane


For more information on data protection please go to