VenueScanner Terms and Conditions

VenueScanner Terms

Introduction

Definitions & Interpretation

Registration and use of the VenueScanner Platform

VenueScanner Platform Use and Availability

Booking, Use of Venue and Venue Services

Fees

Reviews

Intellectual Property Rights

Disclaimer – Your attention is particularly drawn to this Condition

Circumvention

Termination or Suspension

Linking

General

Venue Hosts and Creating a Listing

Subscription Services

General Provisions

Creating Your Venue Listing

Freemium

Charges and Payment Processing

VenueScanner: Privacy Policy

Introduction

Data Controller

What personal data do we collect?

Legal basis for processing your personal data

Who do we share your data with?

Where we hold and process your personal data

Security

Marketing

Your rights

Retention of personal data

General

VenueScanner: Cookies Policy

VenueScanner Terms

  1. Introduction

    1. The VenueScanner platform (the VenueScanner Platform ) is owned and operated by BKBM Enterprise Limited (trading as VenueScanner) c/o 10 Orange Street, Haymarket, London, United Kingdom, WC2H 7DQ (we, us).
    2. By using and registering on the VenueScanner Platform, you agree to be bound by these terms of use (the Terms ). The Terms affect your legal rights and obligations so please read them carefully. If you do not agree to be bound by the Terms, do not use the VenueScanner Platform and we advise you delete any account set up. If you have any questions, you can contact us by email at hello@venuescanner.com.
    3. We reserve the right to update the Terms from time to time at our discretion. We may do so for technical or legal reasons, or because the needs of our business have changed. You agree that if you do not accept any amendment to our Terms then you shall immediately stop accessing and/or using the VenueScanner Platform. If we reasonably believe that the change to the Terms is significant, we shall notify all registered users by email with details of the change and the effective date of the change. Otherwise, updated Terms will be effective as soon as they are accessible. You are responsible for regularly reviewing the Terms so that you are aware of any changes to them.
    4. The VenueScanner Platform is an online marketplace where Venue Hosts can offer their Venue Services, and Event Organisers can book Venue Services. We do not provide Venue Services directly, nor do we act as principal in any transaction, nor as agent for either party except to facilitate payments. We are an intermediary Platform, and we are not bound by any contract that may arise at any time between an Event Organiser and a Venue Host.
    5. Your privacy is important to us. You should read our Privacy Policy to understand how we collect, use and share information about you and our Cookie Policy to understand what cookies we use on the VenueScanner Platform and how you can control cookies.
  2. Definitions & Interpretation

    1. Words defined in Condition 1 shall have the same meaning when used through the Terms. In addition, the following words have the following meanings:
    2. Administrator: the individual responsible for the Event Organiser’s VenueScanner account;

      AUP: our acceptable use policy;

      Booking: an agreed booking of Venue Services made between an Event Organiser and a Venue Host reflecting the details of the Venue and Venue Services made available on the Venue Scanner Platform by the Venue Host;

      Data Protection Legislation : any laws and regulations of the United Kingdom relating to the processing of Personal Data including the Data Protection Act 2018 and, to the extent it continues to apply in the United Kingdom, the General Data Protection Regulation 2016/679;

      Fee: the fee due from an Event Organiser in respect of a Booking;

      Event Organiser, you : any individual or business who registers on the VenueScanner Platform to view Venues and potentially make a Booking;

      Review: any review, comment or other feedback provided to us;

      Service Contract : the relationship between the Venue Host and the Event Organiser in respect of the provision of the Venue Services;

      Venue : the space made available to an Event Organiser under a Booking;

      Venue Host : an individual or business who registers on the VenueScanner Platform offering Venue Services;

      Venue Service : the service to be provided by a Venue Host, including making available the Venue; and

      1. Words in the singular include the plural and, in the plural, include the singular.
      2. Headings shall not affect the interpretation of the Terms.
      3. References to Conditions are references to the conditions of the Terms.
      4. Unless a right or remedy of a party is expressed to be an exclusive right or remedy, the exercise of it by a party is without prejudice to that party's other rights and remedies.
      5. Any phrase introduced by the words including or includes shall be construed as illustrative and shall not limit the generality of the related words.
      6. A reference to writing or written includes email.
  3. Registration and Use of the VenueScanner Platform

    1. If you wish to register as a Venue Host on the VenueScanner Platform, you must be at least 18 years old and legally capable of entering into a contract. We retain the right to reject your registration. If you are registering on behalf of an organisation, you warrant that you are legally capable of binding the organisation to these Terms.
    2. If you wish to register an Account as an Event Organiser you must at least 18 years old.
    3. All details that you provide on registration must be true, accurate and complete. You agree to update your account to reflect any changes to those details, or to notify us accordingly and we can make the changes. At our request, you shall provide evidence of your compliance with this Condition 3.2. You also agree to provide any further information we may require from you from time to time, including information relating to your identity. We may also check the information you provide, by accessing social media accounts or otherwise. We may not accept your registration until we have verified this information and we shall notify you accordingly.
    4. When you register on the VenueScanner Platform you will create a password. You are responsible for keeping your password confidential. You are responsible for any activity under your account. Please take precautions to protect your password and contact us immediately by email to the company email (hello@venuescanner.com ) if you believe there has been any unauthorised use of your account. You may not transfer your account to anyone else. We may deny access to a password if we reasonably believe that it is being used by an unauthorised person or that the user is in breach of the Terms.
  4. VenueScanner Platform Use and Availability

    1. If you wish to register as a Venue Host on the VenueScanner Platform, you must be at least 18 years old and legally capable of entering into a contract. We retain the right to reject your registration. If you are registering on behalf of an organisation, you warrant that you are legally capable of binding the organisation to these Terms. In registering, you agree not to:
      1. try to gain unauthorised access to the VenueScanner Platform or any networks, servers or computer systems connected to the VenueScanner Platform;
      2. harvest or otherwise collect non-public information about another user obtained through the VenueScanner Platform (including email addresses), without the prior written consent of the holder of the appropriate rights to such information;
      3. add another user to your email or physical mailing list without their consent after adequate disclosure, or use their email address or contact details for antisocial, disruptive, or destructive purposes;
      4. transmit spam, chain letters or other unsolicited emails;
      5. access the VenueScanner Platform with the intention of using any information, content or other know-how to set up a competitive VenueScanner Platform; and/or
      6. reproduce, redistribute, sell, create derivative works from, decompile, reverse engineer, or disassemble all or part of the VenueScanner Platform save to the extent expressly permitted by law not capable of lawful exclusion.
      7. communicate with any other VenueScanner Platform users outside of the VenueScanner Platform.
    2. We try to maintain and make the VenueScanner Platform available at all times. However, there may be occasions when access may be interrupted, including for scheduled maintenance or upgrades, for emergency repairs, or due to failure of telecommunications links and/or equipment. We shall try to schedule maintenance and upgrades outside of normal working hours. However, you agree that we have no liability to you for such interruptions.
    3. We are not liable if you are unable to access the VenueScanner Platform for any reason within your control, including your failure to use appropriate equipment or your insufficient bandwidth.
  5. Booking, Use of Venue and Venue Services

    1. Your communications on the VenueScanner Platform with Venue Hosts must be written and posted in a fair, honest and professional manner in the context of the potential relationship and in any event must comply with our Acceptable Use Policy.
    2. If you agree to purchase and the Venue Host agrees to provide Venue Services, the terms of the Booking shall apply and accordingly you warrant and represent to us that you will comply with the provisions of the Booking. For the avoidance of doubt however, you may not enter into any Booking where the terms are inconsistent with the Terms, in particular the payment provisions. The Booking may be a written agreement or set out in an exchange of emails or messages on the VenueScanner Platform.
    3. We recommend that prior to confirmation of a Booking you thoroughly review the Venue Host’s cancellation policy which should be available via the VenueScanner Platform.
    4. We are not a party to the Booking. Therefore, all issues, concerns and/or enquiries relating to the Venue Services must be raised in the first instances with the Venue Host.
    5. We ask you to respect the property of others. You may use a Venue which you book via the VenueScanner Platform only for lawful purposes. You and your guests at the Venue must not damage any part of the Venue, or cause a disturbance or nuisance to others. You must comply with all policies relating to the Venue that are provided to you. You should put in place appropriate insurance for any liabilities you may incur in relation to a Booking under these Terms or otherwise.
    6. We also ask that the Venue Host complies with the Data Protection Legislation in respect of your Personal Data. However, we cannot promise that they will do so. If you have any concerns about how a Venue Host is using your Personal Data, please contact the Venue Host directly.
    7. You shall defend and indemnify us and keep us indemnified and held harmless from and against any costs, losses, damages, expenses and liabilities that we may suffer or incur arising as a result of any third party claim or allegation that we receive from a Venue Host in respect of your acts or omissions. This indemnity will survive termination of your account on the VenueScanner Platform.
    8. You and the Venue Host may cancel a Booking on the VenueScanner Platform only in accordance with the terms of the Booking and the Venue Host’s cancellation policy communicated to you. We will refund you the Fee provided that you have cancelled in accordance with such terms less our reasonable administrative costs calculated as 50% of the commission we earn on the Booking. Or, if you have not yet paid all or part of the Fee, we shall invoice you for our reasonable administrative costs calculated as 50% of the commission we earn on the Booking and such invoice shall be due on receipt.
  6. Fees

    1. Within the Booking, you should agree with the Venue Host the payment terms for the Fee. The final agreed Fee may be different from the Fee advertised on the VenueScanner Platform. You may with pay the the Venue directly and by direct agreement with the Venue Host or pay the Fee through the VS Direct payment link
    2. You shall therefore pay the Fee, plus all applicable taxes and payment processor fees in accordance with the Booking.
  7. Reviews

    1. Venue Hosts and Event Organisers may leave a Review for each other following completion of the Venue Services.
    2. You warrant and represent that your Reviews shall:
      1. comply with our Acceptable Use Policy;
      2. be fair, genuine and honest, and properly represent your experience;
      3. not contain any content that is threatening, offensive, spiteful, obscene or defamatory or otherwise unlawful;
      4. not infringe any third party rights, including third party copyrights and/or rights of privacy; and/or
      5. not be construed as an advertisement for your or any third party’s products, services or business.
    3. We do not routinely monitor any Review, but we may edit, remove or not post any Review at our sole discretion.
    4. You agree that you will not accept any incentive to write a Review.
    5. You grant to us a license to edit and use your Review on the VenueScanner Platform within marketing and publicity materials for our business and to improve the functioning of the VenueScanner Platform and monitor the activities of VenueScanner Platform visitors.
    6. A Review is not an endorsement or recommendation by us of a Venue Host, and you rely on the content of a Review at your sole discretion.
  8. Intellectual Property Rights

    1. The copyright in all content on the VenueScanner Platform is owned by or licensed to us. All rights are reserved. You can view, print or download extracts of the VenueScanner Platform for your own use in order to exercise your rights and carry out your obligations under these Terms and for no other purposes. You cannot otherwise copy, edit, vary, reproduce, publish, display, distribute, store, transmit, commercially exploit, disseminate in any form whatsoever or use the content of the VenueScanner Platform without our permission.
    2. If you believe any content on the VenueScanner Platform infringes your copyright, you may submit a notice to us including the following information:
      1. a physical or electronic signature of a person authorised to act on behalf of the owner of any exclusive right that is allegedly infringed;
      2. identification of the copyright work claimed to have been copied or
      3. identification of the material that is claimed to be copied;
      4. to the extent that we do not already have it, information reasonably sufficient to enable us to contact you, including your name, email and/or postal address;
      5. a statement that you have, in good faith, a belief that use of the material within the VenueScanner Platform is not authorised by the copyright owner, its agent and/or the law; and
      6. a statement that the information in the notice is accurate and under penalty of perjury, you are, or you are authorised to act on behalf of, the owner of an exclusive right that is allegedly infringed.
  9. Disclaimer - Your attention is particularly drawn to this Condition

    1. You acknowledge and agree that the VenueScanner Platform is provided for information purposes only and to facilitate communication and payment. It is your responsibility to ensure a Venue is suitable for your purposes and to communicate those purposes appropriately to the Venue Host. All normal, prudent checks should be carried out in respect of the Venue.
    2. We do not warrant or represent that any Venue Host will agree to provide Venue Services to you or that you will find any Venue or Venue Services that are suitable for their purposes.
    3. We do not warrant or represent:
      1. the suitability of a Venue and/or the Venue Services;
      2. the accuracy of any description of the Venue; and/or
      3. the suitability, behaviour or conduct of any Venue Host in respect of any Booking or otherwise.
      4. The suitability, behaviour or conduct of any Event Organiser in respect of any Booking or otherwise.
    4. We are not responsible in any way whatsoever for any act or omission of a Venue Host or for the Venue Services performed by the Venue Host or any failure of the Venue Host to perform any of the Venue Services.
    5. Our content is made available for information only. It should not be relied on as advice on recommendation.
    6. Subject to Condition 9.8, we shall in no circumstances be liable to you in contract, tort (including negligence) or otherwise for any:
      1. loss of profit, anticipated profits or business;
      2. loss of data and content including communications on the Site;
      3. loss of opportunity;
      4. loss of revenue or wasted expenditure;
      5. loss of goodwill or reputation; and/or
      6. consequential, special or incidental loss or damage (whether or not advised of the possibility of the same).
      7. The provisions of this Condition 9.6 are severable.

    7. Subject to Condition 9.8, we shall only be liable to you for direct losses that arise as a result of our breach of the Terms or for our negligence and our maximum liability to you whether in contract, tort or otherwise shall in no circumstances exceed the Commission that we received for the Venue Services that are the subject of the claim, or if no Venue Services are the subject of the claim, a maximum of £250.
    8. Nothing in the Terms shall be construed as excluding or limiting our liability for death or personal injury caused by our negligence, for fraud or fraudulent misrepresentation or for any other liability that cannot be excluded by English law.
  10. Dispute Resolution

    1. If there is a dispute between an Event Organiser and a Venue Host, we ask each party first to discuss in an amicable and professional manner the issue with the other party to attempt to resolve the issue. However, either party may then refer the matter to us and the following terms shall apply.
    2. You expressly agree that if a dispute is raised by or against you, you will comply with the following rules:
      1. If, in our sole discretion, we agree to review the dispute, we do so as an independent adjudicator and not as a legal services provider:
      2. each party is entitled to appoint a legal representative at its own cost to assist it;
      3. each party shall provide promptly to us all information and evidence we reasonably require in relation to the dispute;
      4. once we have gathered all the information as we deem relevant we will investigate the complaint thoroughly and fairly and shall deliver an objective written decision to each of the Event Organiser and Venue Host;
      5. each of the Event Organiser and Venue Host expressly agrees to comply with the judgement and shall pay all such sums as we determine within 10 days of receipt of our judgement;
      6. notwithstanding the provisions of this Condition 9, we cannot be liable for any act or omission of an Event Organiser and a Venue Host in connection with a dispute and/or our decision, including any failure to pay or refund any sums we determine are due.
  11. Circumvention

    1. If you have an account with VenueScanner, then you may only book Venue Services with a Venue Host through the VenueScanner Platform while you have an account and for 12 months after termination of your account for whatever reasons.
    2. In order to ensure that you have complied with Condition 11.1, we shall on reasonable notice to you be entitled to audit all payment records relating to a Venue Host to ensure full and accurate disclosure and payment of all Fees due.
    3. Any breach of this Condition 11 shall constitute a material breach of the Terms, and we shall be entitled to suspend or terminate your account and claim appropriate damages in respect of any loss suffered and costs incurred as a result which we both agree will be at least 200% of the Commission we would have earned.
  12. Termination or Suspension

    1. We may suspend or terminate your VenueScanner account at any time and without liability to you for any or no reason, including if:
      1. any information that you provide to us is not true or we cannot verify or authenticate any such information;
      2. you are in breach of any of the provisions of these Terms; and/or
      3. we receive complaints or disputes are raised in relation to your activities on the VenueScanner Platform or otherwise.
    2. Event Organisers may contact us at any time to terminate their VenueScanner account at by sending us an email at hello@venuescanner.com
    3. Following termination of your VenueScanner Account, any Booking will be still valid.
    4. Following termination by us of your account you must cease to use the VenueScanner Platform and you must not re-register on the VenueScanner Platform under any other name.
  13. Linking

    1. You may link to our home page, provided you do so in a way that is fair and legal and does not damage our reputation or take advantage of it, but you must not establish a link in such a way as to suggest any form of association, approval or endorsement on our part. You must not establish a link from any website that is not owned by you. Our Site must not be framed on any other site, nor may you create a link to any part of our Site other than the home page. We reserve the right to withdraw linking permission without notice. The website from which you are linking must comply in all respects with the content standards set out in these Terms.
    2. The Site may contain links to other sites and resources provided by third parties, these links are provided for your information only. We have no control over the contents of those sites or resources, and accept no responsibility for them or for any loss or damage that may arise from your use of them.
  14. General

    1. No joint venture, partnership, employment or agency relationship exists between you and us as a result of your use of the VenueScanner Platform.
    2. The Terms (as amended from time to time) constitute the entire agreement relating to your use of the VenueScanner Platform.
    3. If any provision of the Terms is held by a court of competent jurisdiction to be invalid or unenforceable, then such provision shall be construed, as nearly as possible, to reflect the intentions of the parties and all other provisions shall remain in full force and effect.
    4. If we do not insist immediately that you do anything you are required to do under these Terms, or if we delay in taking steps against you in respect of any breach, that will not mean that you do not have to do those things and it will not prevent us taking steps against you at a later date.
    5. You may not assign, delegate or otherwise transfer your account or your obligations under the Terms without our prior written consent. We may assign or otherwise transfer our rights and obligations in terms of the Terms to third parties.
    6. Any notice to you via email, regular mail or notices or links on the VenueScanner Platform shall constitute acceptable notice to you under the Terms
    7. Any provision of these Terms that expressly or by implication is intended to come into force or continue after termination or expiry of these Terms shall remain in full force and effect. Any rights, remedies, obligations or liabilities of the parties that have accrued up to the date of termination, including the right to claim damages in respect of any breach of the Terms which existed at or before the date of termination shall not be affected.
    8. The Terms shall be governed by and construed in accordance with English law and you agree to submit to the exclusive jurisdiction of the English Courts.
  15. Venue Hosts and Creating a Listing

  16. Subscription Services

  17. Definitions:

    “Initial Subscription Term" is the minimum term of the Subscription Services.

    "Subscription Services" means the Services offered as part of a Subscription

    “Renewal Date” means the last day of the “Renewal Period”.

    "Renewal Period" means a successive period following the “Initial Subscription Term”, ending in the “Renewal Date”.

    "Subscription" means the subscription purchased by a Venue Host which entitles that Venue Host to access the Subscription Services and "Subscribe" shall be construed accordingly.

    "Subscription Fees" means the subscription fees payable by a Venue Host to VenueScanner for the Subscription Services

  18. General Provisions

    1. A minimum initial subscription term of three (3) months is required for all Subscription Plans. Following the initial subscription term all subscriptions shall be subject to a one (1) month rolling contract except in the case of annual subscriptions.
    2. The Venue Host will be invited to subscribe via credit / debit card through ChargeBee, whereby the “Starter”, “Professional” or "Elite" subscription will auto renew on a monthly or annual basis, depending on the Renewal Period chosen by you when setting up the Subscription payment.
    3. All new listings will be subject to a one off set up fee as listed in the table above and will be charged through ChargeBee along with their first month’s subscription fee.
    4. Should you wish to cancel your plan, you will need to give confirmation in writing. The Venue Listing will then be removed from the platform after a 30 day period.
    5. The Subscription and the Venue will be set live only once either payment has been set up, or, if paying by invoice the payment has been received
    6. We reserve the right to hide or remove venues from the platform in the event of unpaid invoices until the invoices have been settled in full.
    7. Any venues on a subscription may be removed from the platform if there is <90 % response rate in less than 48hr, with written warning and notification
    8. All venues are subject to 10% commission fees of final event amount when an enquiry has been made through the VenueScanner Concierge team. Concierge enquiries will always be made clear at the point of enquiry. Invoices for these bookings must be paid 2 weeks after the event date.
    9. Users who have entered our subscription sign up checkout will have their cart details stored for 30 days and used to send them reminders and for quality purposes. They can change their consent from their portal at anytime.
    10. The Subscription Services commence on the date on which the Member registers for the Subscription Services and shall continue for the Initial Subscription Term and, thereafter, the Subscription Services shall be automatically renew after each Renewal Period (monthly or annually), unless either party notifies the other party of termination, in writing, at least 30 days before the end of any Renewal Period.
    11. Should the Venue Host wish to terminate a Subscription before the end of the Renewal Period, or remove their Venue from the Platform before that time, any remaining period of the Subscription unused shall be forfeited and any corresponding Subscription Fees are non- refundable.
  19. Creating Your Venue Listing

    1. Once approved by the VenueScanner team as a Venue Host, You may create a Listing for a Venue.
    2. Venue Hosts may communicate with Event Organisers through VenueScanner’s messaging application or calling functionality when an enquiry is sent by an Event Organiser.
    3. Venue Hosts acknowledge and agree that they are responsible for any Listing created via their VenueScanner Account and accordingly warrant and represent that, in creating and maintaining any Listing:
      1. You have the unfettered right to create the Listing and offer, take and provide bookings for the Venue on the dates and for the periods set out in the Listing;
      2. the Listing does not breach any agreement You have entered into with any third party; and
      3. the Listing is accurate, complete and up to date.
    4. A Venue Host may amend or update a Listing at any time prior to entering into an Agreement with an Event Organiser on the basis of such Listing and subject always to Our Listings approval process. Unless otherwise agreed between the Venue Host and the Event Organiser, Agreements based on a particular Listing shall incorporate that Listing as constituted at the time of the Enquiry, notwithstanding any later amendment, update or withdrawal.
    5. A Venue Host must enter the VenueScanner Advertised Price for their Listing. The VenueScanner Advertised Price may be displayed in one of four ways, always inclusive of VAT:
      1. Daily / hourly price: This ‘from’ pricing indicates the price for which the Venue can be hired on a per hour and/or per day basis. The Venue Host must post accurate pricing and is not permitted to change the price once the Event Organiser books. The Venue Host can update the price anytime (although changes will not be applicable to Bookings confirmed under previous pricing) and can vary the price by day of week or month of year or bespoke periods using the flexible pricing inputs. Prices must not be higher than the rate offered to clients that reach the venue directly.
      2. Minimum spend: This ‘from’ pricing indicates the price for which the Venue can be hired on a minimum spend basis. The Venue Host cannot change the minimum spend once the Event Organiser has booked. The venue host can update the price anytime (although changes will not be applicable to Bookings confirmed under previous pricing) and can vary the price by day of week or month of year or bespoke periods using the flexible pricing inputs. Prices must not be higher than the rate offered to clients that reach the venue directly.
      3. Price per guest or day delegate rate: This ‘from’ pricing indicates the price for which the Venue can be hired on a per person, per day or per session basis, for example daily delegate rate or private dining set menu rate. The Venue Host cannot change the price per guest once the Event Organiser has booked. The venue host can change the price anytime (although changes will not be applicable to Bookings confirmed under previous pricing) and can vary the price by day of week or month of year or bespoke periods using the flexible pricing inputs. Prices must not be higher than the rate offered to clients that reach the venue directly.
      4. Price On Asking (“POA”): The POA option should be used as a last resort and only if the Venue Host does not wish to apply one of the above plans detailed in this clause 16.5, and is subject to clause 16.11. Please note that POA venues are listed at the bottom of search below all venues with pricing regardless of what subscription plan they are on.
    6. A Venue Host must provide and display their VenueScanner Advertised Price in a way that is clear, accurate and not misleading so that Members are provided with sufficient information to compare prices and make informed choices.
    7. Where a VenueScanner Advertised Price is indicative or illustrative of the actual Venue Hire Fee, Venue Hosts must indicate that this is the case in the applicable Listing and, where applicable, explain clearly the variations that may apply and the way in which Venue Hire Fee will be calculated.
    8. In all cases, the VenueScanner Advertised Price must comply with the VenueScanner Low Price Guarantee, which is detailed as follows:
      1. The Venue Host agrees to ensure that the Venue is advertised on VenueScanner at the lowest possible price that is no more expensive than advertised or offered by the Venue on their own website or through their own marketing materials.
      2. The Venue Host agrees to ensure that the Venue is Offered and booked through an Agreement by VenueScanner Members at the lowest possible price that is no more expensive than advertised or offered by the Venue on their own website, or through their own marketing materials.
      3. In the case of a commissionable booking the Venue Host agrees that this will be paid out from the advertised price and not added to the final price at extra cost to the organiser
      4. This is communicated to Members as the VenueScanner Low Price Guarantee.
    9. A Venue Host must, on creating a Listing, create a Cancellation Policy. This can be manually uploaded as part of the Listing Journey. The Cancellation Policy will be accessible to the Event Organisers (Event Organisers are made aware of their responsibility to review Cancellation Policies before confirming a Booking). Venue Hosts have the right to waive, amend or change their Cancellation Policy as part of negotiation with the Event Organiser as long as this is agreed by all parties in writing.
    10. In the event a Venue Host does not have their own Cancellation Policy they will be permitted to choose from one of the VenueScanner templated cancellation policies laid out below. In this instance VenueScanner will apply the chosen cancellation policy in the event that a cancellation occurs by the Event Organiser.
    11. Should the Host fail to select a Cancellation Policy or attach their own Cancellation Policy then the “Moderate'' Cancellation Policy will automatically apply.
      1. Flexible: 100% refund 5 days prior to the Booking
        1. In the event of a cancellation more than 5 days before the Event Date then 100% of the Hire Fee will be refunded to the Event Organiser.
        2. In the event of cancellation less than 5 days before the Event Date then the agreed Venue Hire Price, Minimum Spend, Hourly Rate, Day Rate paid by the Guest are non-refundable and must be paid in full if not yet paid.
        3. The VenueScanner Fees are non-refundable.
        4. Applicable taxes will be retained and remitted.
        5. VenueScanner will encourage both parties to find an amicable solution within 7 days of a cancellation being made and where necessary will also mediate. VenueScanner is not responsible for refunds and any mediation is done in good faith.
        6. Should an event cancel due to Covid restrictions the Event Organiser will be permitted to work with the Venue Host to find an alternative date for their event within a two year period of the original Event Date.
      2. Moderate: 100% refund 30 days prior to the Event Date and 50% refund 14 days prior to the Event Date
        1. In the event of a cancellation more than 30 days before the Event Date then 100% of the Hire Fee will be refunded to the Organiser. In the event of a cancellation more than 14 days before the Event Date then 50% of the Hire Fee will be refunded to the Organiser.
        2. In the event of cancellation less than 14 days before the Event Date then the Hire Fees paid by the Event Organiser are non-refundable.
        3. The VenueScanner Fees are non-refundable.
        4. Applicable taxes will be retained and remitted.
        5. VenueScanner will encourage both parties to find an amicable solution within 7 days of a cancellation being made and where necessary will also mediate. VenueScanner is not responsible for refunds and any mediation is done in good faith.
        6. Should an event cancel due to Covid restrictions the Event Organiser will be permitted to work with the Venue host to find an alternative date for their event within a two year period of the original Event Date
      3. Strict: No refund applies once the Booking is confirmed by the Host
        1. In the event of cancellation the Hire Fees paid by the Event Organiser are non-refundable.
        2. The VenueScanner Fees are non-refundable.
        3. Should an event cancel due to Covid restrictions the Event Organiser will be permitted to work with the Venue host to find an alternative date for their event within a two year period of the original Event Date
    12. VenueScanner reserves the right to select the way in which Listings are displayed to Members on the Platform including the display of search results, the order and/or prominence of Listings and/or search rankings or results based on search optimisation and user experience factors including, without limitation, pricing (including the form of Advertised Price selected under Venue Host's election in clause 16.5), a Member's search criteria and/or preferences, Venue availability, reviews/ratings, cancellation policy/history, compliance with response time service levels, host response rate, host response speed, number of open (not declined, not closed, not accepted) enquiries.
    13. We have an algorithm which considers a number of factors to decide which Listings are promoted to potential Event Organisers on the Platform (either by promoting them or by returning them as search results to an Event Organiser enquiry).
    14. New Listings on the platform will be given an initial boost to get them started.
    15. The main factors in determining which Venues are returned from an Event Organiser’s search on the Platform are Venues whose capacity, pricing, location, and event tags match with the Event Organiser’s inputted event criteria. Event Organisers are able to widen their search field by inputting fewer criteria and are under no obligation to input any allowing them to access all Venues on the platform.
    16. While its Account is active, the Venue Host will be given access to the following information regarding Bookings concluded on the Platform: date of event, number of guests, time of event, event type, private enquiry vs corporate enquiry, event budget and any additional information written in the comments box, the comments box is not compulsory.
  20. Freemium

    1. Any venue already listed on the VenueScanner Platform as of1st August 2021 will be moved onto a “Freemium Plan” unless they state they would like to join a Subscription Plan or would like to be removed from the Site.
    2. Venue Hosts operating on a Freemium plan must not under any circumstances exchange contact details with an Event Organiser until the booking is confirmed. These will be redacted from messaging.
    3. Venue Hosts will have access to a limited number of enquiries per month, with the limit defined at VenueScanner’s discretion
    4. All bookings confirmed will be subject to VenueScanner 10% commission fee.
  21. Charges and Payment Processing

    1. Venues either listed on a Freemium plan OR any Venue contacted by our Concierge team will be subject to 10% commission of the Total Booking Fee (ex VAT).
    2. The Total Booking Fee is the total amount payable by the Event Organiser to the Venue Host for their event.
    3. As detailed in clause 16, the VenueScanner Advertised Price is entered by the Venue Host when Listing their Venue and represents a reliable estimate of the Total Booking Fee. The VenueScanner Advertised Price is shown on the Venue Listing or Profile page on the Platform. Searches conducted by Users on the Platform are based on the VenueScanner Advertised Price.
    4. The Venue Hire Fee applicable to a Booking is determined by the Venue Host based on the specific terms of the Agreement.
    5. In all cases, the Total Booking Fee must comply with the Low Price Guarantee, which is detailed in Clause 19.8.
    6. We reserve the right to charge a lower VenueScanner Commission rate than 10% (or any other rate advertised on the Platform) on a case by case basis in our absolute discretion including (but not limited to) charities registered with the Charity Commission and Fundraising Regulator.
    7. The VenueScanner Commission will be calculated based on the higher of either:
      1. the Total Booking Fee detailed in the Agreement; or
      2. the final spend incurred by the Event Organiser with the Venue in relation to the Agreement.
    8. In the event that the Venue Host and Event Organiser agree to include any other paid services (such as catering food and beverages, equipment hire, accommodation / bedrooms or other professional services) within the Agreement or any other booking, hire, rental, engagement or use of a Venue or any services arising as a result of the use of the Services and/or the Platform; or then charges for these services must be included within the final and accepted Total Booking Fee on which the VenueScanner Commission shall be payable for Venues on a Freemium Plan OR Venues accepting an enquiry from the VenueScanner Concierge team.
    9. The VenueScanner Commission percentage payable under clause 19.7 above will be calculated and due against the Total Booking Fee inclusive of any additional paid services described in clause 19.8 above or paid services used in isolation as described in clause 19.8. If the value of these services is not known at the time of an Agreement, any outstanding VenueScanner Commission will be collected when the final Total Booking Fee amount is confirmed and finalised post the Event Date.
    10. Where the Payment Method selected by the Venue Host is VS Direct or a booking resulting from a Concierge enquiry or by implication a VS Direct Payment Method as a result of the Venue Host clicking Send Payment Link:
      1. Each Member appoints us to act as their limited payment collection and processing agent solely for the purpose of the collection and processing of the full or partial Total Booking Fee and its component parts. We do not act as an agent for any Member except insofar as it assists in the collection and processing of payments on behalf of Members.
      2. Members authorise us to collect the full or partial Total Booking Fee and process payments (via the Payment Processor). The proportion of the Total Booking Fee to be collected at the time of the Agreement is determined by the Venue Host, but cannot be less than 15% of the Total Booking Fee.
      3. Once a Venue Host and an Event Organiser have entered into an Agreement (clicked Accept and then Confirm / Book on the Platform, exchanged messages of intent through the Platform or on email, in writing, on the telephone or face to face), we will request from the Event Organiser the full or partial Total Booking Fee and the Payment Processor will request and collect the full or partial Total Booking Fee from the Event Organiser.
      4. Should the proportion of the Total Booking Fee to be collected at the point of time of the Agreement be less than 100%, We shall request a payment timetable from the Venue Host for the remaining amount(s). We will collect the remaining partial amounts of the Total Booking Fee in line with the requested payment timetable.
      5. On the Event Organiser’s payment of the full or partial Total Booking Fee into Our system (via the Payment Processor), the Event Organiser’s obligation owed to the Venue Host to pay the appropriate proportion (full or partial) of the Venue Hire Fee is deemed to be discharged, and we are responsible for remitting the net (full or partial) Venue Hire Fee to the Venue Host, subject to the deduction of the agreed VenueScanner Commission.
      6. Each Venue Host agrees and accepts that payment made by an Event Organiser into our system (via the Payment Processor) of the full or partial Total Booking Fee will be deemed to be payment made direct to the Venue Host, and the Venue Host shall make the Venue available to the Event Organiser in accordance with the terms of the applicable Agreement as if the Venue Host has received the Venue Hire Fee direct.
      7. Once the Payment Processor on our behalf receives the Total Booking Fee in respect of an Agreement, we will hold the balance of the Venue Hire Fee element of the Total Booking Fee on trust for and on behalf of the Venue Host. We will use Our reasonable endeavours to initiate payment of the Venue Hire Fee to the Venue host within 48 hours of receiving payment.
      8. We (or the Payment Processor on our behalf as the case may be), shall deduct the VenueScanner Commission from the Total Booking Fee before remitting the balance to the Venue Host (the balance comprising the Venue Hire Fee) by way of one or more balancing payments.
      9. The time taken for payment to reach a Venue Host's account with the Payment Processor will depend on
        1. the provision of accurate bank account details by the Venue Host,
        2. the method by which the Event Organiser makes payment and
        3. the banking provider used by the Venue Host.
    11. Members acknowledge that our payment obligation to Venue Hosts is subject to our receipt in full (whether via the Payment Processor or otherwise) of the Total Booking Fee from the Event Organiser.
    12. Where the Payment Method selected by an Venue Host is VS Invoice:
      1. Payment will be requested by the Venue Host, via a VAT invoice sent through the VenueScanner platform or alternatively sent directly to the Event Organiser so long as hello@venuescanner.com receives an exact copy.
      2. The payment timetable is agreed between the Venue Host and the Event Organiser.
      3. VenueScanner is not liable for making any payment to the Venue Host for or on behalf of the Event Organiser.
      4. VenueScanner is not liable for any late payment, under or overpayment of the invoiced amount.
      5. Subject to having a copy of the invoice sent by the Venue Host to the Event Organiser or written confirmation of the final spend at the venue, VenueScanner will invoice the Venue Host for the appropriate VenueScanner Commission amount no earlier than 7 days after the Agreement was made and no later than 90 days after the event finish date. If VenueScanner is lacking a copy of the invoice or final spend details, the 90 day window will be extended until 30 days after that information has been provided by the Venue Host and confirmed as accurate by VenueScanner’s accounts department.
    13. In the event of a booking that originates from a Concierge Enquiry and is managed by the VenueScanner Corporate team VenueScanner will invoice the Venue Host 10% of any deposit that is charged at the point of booking.
    14. In the event of a booking that originates from a Concierge Enquiry and is managed by the VenueScanner Corporate team, VenueScanner will finalise the final spend of the event with the Venue Host no later than 2 working days post the event date and where applicable will invoice the Venue Host for the final balance no later than 16 days post event.
    15. In the case of cancellation of a Corporate Event, VenueScanner will retain their 10% commission fee to account for cost of services used regardless of the Venue Hosts cancellation policy
    16. VenueScanner may allow a Venue Host to vary the Payment Method elected prior to agreeing a Booking with an Event Organiser.
    17. All amounts due to Us from You in connection with Your use of the Services and/or the Platform and/or any Agreement shall be paid in full without any set-off, counterclaim, deduction or withholding (other than any deduction or withholding of tax as required by law).
    18. All amounts due from You to Us in connection with Your use of the Services and/or the Platform and/or any Agreement shall be payable within 14 days of the invoice date or 7 days of the event date, whichever is later. Statutory interest plus reasonable debt recovery costs in accordance with UK government guidelines will be chargeable on late payments.
    19. Should the Venue Host not settle Your invoice for more than 30 days past the due date We reserve the right to lock Your account, moved to the bottom of search and have no further access to enquiries until the invoice is settledIf payment is owed by a Member to Us, We reserve the right to set-off the amount owed to Us against any amount owed to such Member

VenueScanner: Privacy Policy

  1. Introduction

  2. We take your privacy very seriously and are committed to protecting your personal data. This Privacy Policy details how we, BKBM Enterprise Limited (trading as VenueScanner) c/o Shipleys LLP, 10 Orange Street, Haymarket, London, United Kingdom, WC2H 7DQ. (we, us) collect, use and process personal data.

    This Privacy Policy affects your legal rights and obligations so please read it carefully. If you do not agree to be bound by this Privacy Policy, please do not provide personal data to us.

    We may update this Privacy Policy from time to time at our discretion and in particular to reflect any changes in applicable laws. If we do so, and the changes substantially affect your rights or obligations, we shall notify you if we have your email address. Otherwise, you are responsible for regularly reviewing this Privacy Policy so that you are aware of any changes to it.

  3. Data Controller

  4. We are the controller of the personal data provided to us for the purposes of applicable data protection legislation.

    If you have any questions on this Privacy Policy or otherwise relating to how we process your personal data you can contact us at hello@venuescanner.com marked for the attention of the VenueScanner Legal Team or you can call us on 020 3600 0722

  5. What personal data do we collect?

  6. By personal data we mean identifiable information about you. We may collect, use, store and transfer different kinds of personal data about you:

    • Identity Data includes data such as first name, last name, maiden name, username or similar identifier, date of birth , and gender, photograph or avatar;
    • Contact Data includes data such as your email address, telephone number, geographical address and billing address
    • Financial Data includes details you provide to us so that we can process your payments;
    • Transaction Data includes details of how you interact with VenueScanner and in particular if you are an event organizer, details of any venues you book; and if you are a venue host, details of the venues you have available to book;
    • Profile Data includes all information in your profile if you have an account on VenueScanner your username and password, Listings posted and/or Agreements entered into by or on behalf of You, Your interests, preferences, feedback and survey responses, reviews/ratings and, where applicable, cancellation policy/history, compliance with response time service levels, host response rate, host response speed, number of open (not declined, not closed, not accepted) enquiries
    • Technical Data includes data such as internet protocol (IP) address, your login data, browser type and version, cookies, time zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access our website and any communications we may send to you.
    • Usage Data includes information about how you use our website such as information about your visit to our website , including the full Uniform Resource Locators (URL) clickstream to and through, pages you viewed or searches you made, page response times, download errors, length of visit, page interaction information (such as scrolling, clicks, and mouse-overs), and methods used to browse away from the page.
    • Marketing Data includes your preferences in receiving marketing emails from us.

    We also collect, use and share Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data may be derived from your personal data but is not considered personal data in law as it does not directly or indirectly identify you. However, if we combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we will treat the combined data as personal data which will be used in accordance with this Privacy Policy.

    We do not knowingly collect personal data of children. Please do not provide personal data to us unless you are at least 18 years old.

    We do not collect any special categories of personal data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health, and genetic and biometric data). Nor do we collect any information about criminal convictions and offences.

    We do not store any personal credit or debit card details. Any debit or credit card transactions are carried out by our payment processor providers. We will store bank account details (name, account number, sort code, VAT number) for venue hosts, where required, so that we can pay sums due.

    Personal data you provide to us

    From time to time you may provide to us personal data. This may be because:

    • You access and interact with our website either as a venue host or an event organizer including providing Profile Data and interacting with other website users;
    • You apply to work with us as an employee or a consultant;
    • You provide feedback or reviews to us;
    • You respond to a survey or questionnaire or enter a promotion or competition;
    • You sign up for our newsletter;
    • You otherwise contact us including with queries, comments or complaints.

    We shall process all such personal data in accordance with this Privacy Policy. Certain personal data is mandatory to be provided to us in order that we can fulfil your request, for example to purchase products on our website , and we shall make this clear to you at the point of collection of the personal data.

    All personal data that you provide to us must be true, complete and accurate. If you provide us with inaccurate or false data, and we suspect or identify fraud, we will record this and we may also report this to the appropriate authorities.

    When you contact us by email or post, we may keep a record of the correspondence and we may also record any telephone call we have with you.

    Personal data we automatically collect about you

    When you use our website , we may automatically collect and store information about your Technical Data and Usage Data for the purposes of research and analysis.

    Some of this information is collected using cookies and similar tracking technologies. If you want to find out more about the types of cookies we use, why, and how you can control them, please see our Cookies Policy.

    Personal data we receive from others

    Through VenueScanner we are likely to receive information from venue hosts about event organisers, and from event organisers about venue hosts. In particular we can see messages and activity VenueScanner and any associated personal data.

    If we reasonably believe that any of the personal data you have provided to us is inaccurate, we may receive further personal data from third parties, such as credit reference agencies, Companies House and the electoral register, to try to confirm your identity.

    We may also receive personal data about you from our third party service providers, including

    • payment service providers;
    • analytic service providers;
    • social media platforms such as Facebook and communications/search networks such as Google/Gmail via which you may elect to login automatically to VenueScanner;
    • search information providers;
    • our chat services provider;
    • our email service provider.
  7. Legal basis for processing your personal data

  8. We will only use your personal data where we have a lawful basis to do so. The lawful basis that we rely on under this Privacy Policy are:

    • consent (where you choose to provide it);
    • performance of a contract with you;
    • compliance with legal requirements; and
    • legitimate interests. When we refer to legitimate interests we mean our legitimate business interests in the normal running of our business which do not materially impact your rights, freedom or interests.

    We set out below a description of all the ways we plan to use your personal data, and which of the legal basis we rely on to do so. We have also identified what our legitimate interests are where appropriate. We may process your personal data for more than one lawful ground. Please contact us if you need details about the specific legal basis we rely on to process your personal data where more than one ground has been set out in below.

    Purpose/Activity

    Type of data

    Lawful basis for processing including basis of legitimate interest

    To register you on VenueScanner

    Identity

    Contact

    Performance of a contract

    To process and deliver VenueScanner features including:

    (a) manage and facilitate listings, enquiries and bookings

    (b) manage payments, fees and charges

    (c) collect and recover money owed

    Identity

    Contact

    Financial

    Transaction

    Marketing

    Performance of a contract

    Necessary for our legitimate interests (to recover debts due to us)

    To monitor, research and develop VenueScanner and its use, including:

    (a) to optimise VenueScanner and personalise your visits by automatically remembering information from previous searches, enquiries and bookings;

    (b) to verify your authority to access certain features;

    (c) to enable you to access and use the VenueScanner services you select to receive;

    (c) for system administration purposes;

    (d) to analyse user behaviour and trends in order to improve and understand how people use VenueScanner;

    (e) to generate aggregated sets of non-personally identifiable information in order to inform business decisions and to power elements of VenueScanner ;

    (f) in order to optimise VenueScanner and its functionality and accessibility;

    (g) in order to identify new or enhanced product features and any associated requirements.

    Identity

    Contact

    Profile

    Transaction

    Usage

    Marketing

    Performance of a contract Necessary for our legitimate interests (to keep our records updated, to assist you to use VenueScanner and to study how you use our VenueScanner in order to improve VenueScanner)

    To manage our relationship with you which will include:

    (a) notifying you about changes to our terms or privacy policy

    (b) asking you to leave a review or take a survey

    (c) to otherwise contact you

    (d) where you have requested that we do so or to respond to communications you have sent us

    (e) where it is necessary to notify venue hosts about the status of their account, including highlighting items awaiting action, suggesting improvements to your profile and updating you on the performance of your venues

    (f) to send automated offer, enquiry and booking alerts, notifications and confirmations via email, telephone and SMS, including to your mobile device.

    Identity

    Contact

    Profile

    Transaction

    Marketing

    Performance of a contract

    Necessary to comply with a legal obligation

    (Necessary for our legitimate interests (to keep our records updated, to assist you to use VenueScanner and to study how you use our products/services)

    To provide and, where applicable, monitor, record and review messages and calls (between users and VenueScanner and between users themselves in order to:

    (a) establish facts and legal rights;

    (b) identify and record legitimate bookings in order to: boost the search ranking of a venue; identify, record and process bookings within VenueScanner ; and identify, record and process Bookings so that they fall within the scope and protection of our Terms; and

    (c) establish the compliance or otherwise of users with our Terms.

    Identity

    Contact

    Profile

    Usage

    Transaction

    Marketing

    Performance of a contract

    Necessary for our legitimate interests: to enhance user experience, for quality control purposes, to establish the existence of facts relevant to our business (including keeping a record of instructions and communication given by calls where it is reasonably necessary for us to know the content of a conversation); to protect the integrity of VenueScanner and to receive revenue for bookings; to ascertain compliance with our Terms; to ascertain or demonstrate standards that ought to be achieved by users using the VenueScanner (including monitoring for the purposes of quality control or staff training); to investigate or detect the unauthorised use of VenueScanner or ensure the effective operation of VenueScanner.

    To enable you to partake in a prize draw, competition or complete a survey

    Identity

    Contact

    Profile

    Usage

    Marketing

    Performance of a contract

    Necessary for our legitimate interests (to study how users use VenueScanner, to develop them and grow our business)

    To administer and protect our business and VenueScanner (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data)

    Identity

    Contact

    Technical

    Necessary for our legitimate interests (for running our business, provision of administration and IT services, network security, to prevent fraud and in the context of a business reorganisation or group restructuring exercise)

    (Necessary to comply with a legal obligation

    To deliver relevant website content and advertisements to you and measure or understand the effectiveness of the advertising we serve to you

    Identity

    Contact

    Profile

    Usage

    Marketing

    Technical

    Necessary for Our legitimate interests (to study how users use VenueScanner , to develop them, to grow our business and to inform our marketing strategy)

    To use data analytics to improve VenueScanner , marketing, customer relationships and experiences

    Technical

    Usage

    Necessary for our legitimate interests (to define types of customers for our products and services, to keep VenueScanner updated and relevant, to develop our business and to inform our marketing strategy)

    To make suggestions and recommendations to you about goods or services that may be of interest to you

    Identity

    Contact

    Technical

    Usage

    Profile

    Marketing

    Necessary for our legitimate interests (to develop VenueScanner and grow our business)

  9. Who do we share your data with?

  10. Venue hosts and event organisers are automatically making their messages and offers visible to the other party. This information is also visible to VenueScanner, but is not made available to any other user.

    For our legitimate interests, we may share any of your personal data with our service providers, sub-contractors, consultants and agents that we may appoint to perform functions on our behalf and in accordance with our instructions, including IT service providers, group companies, payment service providers, call functionality providers, accountants, auditors and lawyers.

    We shall provide our service providers, sub-contractors, consultants and agents only with such of your personal data as they need to provide the function for us. We require them to respect the security of your personal data and to treat it in accordance with the law. We do not allow them to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions. If we stop using their services, we shall request that they delete your personal data or make it anonymous within their systems.

    If we need to use your personal data to comply with any legal obligations, demands or requirements, for example, as part of anti-money laundering processes or to protect a third party’s rights, property, or safety then in doing so, we may share your personal data with third party authorities and regulatory organisations and agencies.

    If we choose to merge, sell assets, consolidate or restructure, finance, or sell of all or a portion of our business by or into another company then the new owners may use your personal data in the same way that we do as set out in this Privacy Policy.

  11. Where we hold and process your personal data

  12. We have an office in the UK.

    Some or all of your personal data may be stored or transferred outside of the United Kingdom if any of our service providers are based outside of the United Kingdom. In particular, your personal data is stored on secure servers situated in a virtualised environment with Digital Ocean, a company headquartered in New York, USA.

    Where your personal data is transferred outside the United Kingdom , it will only be transferred to countries that have been identified as providing adequate protection for personal data, such as within the European Economic Area, or to a third party where we have approved transfer mechanisms in place to protect your personal data. Please contact us if you want further information on the specific mechanism used by us when transferring your personal data out of the United Kingdom.

  13. Security

  14. We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.

    We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

    Unfortunately, the transmission of information via the internet can never be completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to VenueScanner.

  15. Marketing

  16. You may consent, including through your Profile Data, to receive marketing email messages from us about VenueScanner and our business. Or we may send you marketing email messages if you have used VenueScanner and you have not opted out of receiving that marketing . You can choose to no longer receive marketing emails from us by amending your Profile Data or clicking unsubscribe from a marketing email. Please note that it may take us a few days to update our records to reflect your request.

    If you ask us to remove you from our marketing list, we may keep a record of your name and email address to ensure that we do not send to you marketing information. If you still have a VenueScanner account, we shall continue to email you in relation to your account only.

    We may use your Identity, Contact, Technical, Usage and Profile Data to form a view on what we think you may want or need, or what may be of interest to you. This is how we decide which products, services and offers may be relevant for you. We use automation tools to select the most appropriate audience for each marketing email newsletter and personalise the content you receive by automatically remembering information from previous searches, enquiries and bookings.

    We will get your express opt-in consent before we share your personal data with any third party for marketing purposes.

  17. Your rights

  18. You have a number of rights under applicable data protection legislation. Some of these rights are complex, and not all of the details have been included below. Further information can be found here

    • Right of access: You have the right to obtain from us a copy of the personal data that we hold for you.
    • Right to rectification: You can require us to correct errors in the personal data that we process for you if it is inaccurate, incomplete or out of date, or you can simply update your Profile Data.
    • Right to portability: You can request that we transfer your personal data to another service provider if you initially provided consent for us to use the personal data or where we used the personal data to perform a contract with you.
    • Right to restrict or object to processing: In certain circumstances, you have the right to require that we restrict the processing of your personal information if you believe our processing impacts on your fundamental rights and freedoms. However, we may demonstrate that we have legitimate grounds to process your personal data not withstanding your rights and freedoms.
    • Right to be forgotten: You also have the right at any time to require that we delete the personal data that we hold for you, where it is no longer necessary for us to hold it. However, whilst we respect your right to be forgotten, we may still retain your personal data in accordance with applicable laws and when we respond to your request we shall notify you of any specific legal reasons that we have to retain your personal data
    • Right to stop receiving marketing information: You can ask us to stop sending you information about VenueScanner and our business, but please note we shall continue to contact you in relation to any matters relating to your account.

    We reserve the right to charge an administrative fee if your request in relation to your rights is manifestly unfounded or excessive.

    We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

    We try to respond to all legitimate requests within one month. Occasionally it could take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.

    If you have any complaints in relation to this Privacy Policy or otherwise in relation to our processing of your personal data, please tell us. We shall review and investigate your complaint and try to get back to you within a reasonable time. You do also have the right to contact the Information Commissioner, see www.ico.org.uk or if you are based outside of the United Kingdom, please contact your local regulatory authority.

  19. Retention of personal data

  20. We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship.

    To determine the appropriate retention period for personal data, we consider the amount, nature and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of personal data, the purposes for which we process personal data and whether we can achieve those purposes through other means, and the applicable legal, regulatory, tax, accounting or other requirements. We keep basic information about you (including Contact, Identity, Financial and Transaction Data ) for seven years after your VenueScanner account ends.

    Where we have no legal basis for continuing to process your personal data, we shall either delete or anonymise it or, if this is not possible (for example, because your personal data has been stored in backup archives), then we will securely store your personal data and isolate it from any further processing until deletion is possible.

    For the avoidance of doubt, we may use anonymous data, such as Aggregated Data for research or statistical purposes indefinitely without further notice to you.

  21. General

  22. VenueScanner may contain links to third party websites, plug-ins and applications. We are not responsible for the content of such third party content, or their privacy statement. If you provide any information to the third party, then you should check the third party website to find the applicable privacy policy.

    If any provision of this Privacy Policy is held by a court of competent jurisdiction to be invalid or unenforceable, then such provision shall be construed, as nearly as possible, to reflect the intentions of the parties and all other provisions shall remain in full force and effect.

    This Privacy Policy shall be governed by and construed in accordance with English law and you agree to submit to the exclusive jurisdiction of the English Courts.

    This Privacy Policy was last updated on 19 August 2021. You may contact us if you wish to review any previous version.


    VenueScanner: Cookies Policy

    What are cookies?

    We use cookies on VenueScanner. A cookie is a small file, typically of letters and numbers, downloaded onto a device when the user accesses certain websites. Cookies are then sent back to the originating website on each subsequent visit. Cookies are useful because they allow a website to recognise a user’s web browser or device

    We also use pixels which are small blocks of code on web pages that do things like allow another server to measure viewing of a webpage and often are used in connection with cookies.

    We also use other tracking technologies like web beacons (sometimes called “tracking beacons” or “clear gifs”) and local storage. These are tiny graphics files that contain a unique identifier that enable us to recognise when someone has visited Venue Scanner or opened an email that we have sent them.

    You can find more information about cookies at http://www.allaboutcookies.org/ .

    How we use cookies

    We use cookies to make sure VenueScanner performs as it needs to, and to make sure the correct search results are being delivered in accordance with your selections. We also use cookies to heighten your experience by recognising whether you are a first time visitor and remembering your preferences (such as your login username, favourites or booking history) and previous searches.

    Optimisation cookies allow us to see and track anonymous user data such as click trends, so we can be certain VenueScanner offers you a consistently smooth, functional and pleasant experience. We use third party service providers to assist us with optimisation, including but not limited to the following:

    • Intercom (https://www.intercom.com/legal/privacy)
    • Google Tag Manager (policies.google.com/privacy)
    • Mailchimp (mailchimp.com/legal/privacy)
    • Sleeknote (sleeknote.com/privacy-policy)
    • Smartlook (smartlook.com/help/privacy-statement)
    • Wordpress (en-gb.wordpress.org/about/privacy)

    The Privacy Policy of each third party provider is enclosed in brackets.

    We also use cookies to monitor and understand more about how VenueScanner is used and accessed, which in turn lets us optimise the user experience and build a solution that suits the needs of users and drive the direction of our business.

    We also use Google Analytics to monitor how VenueScanner is used. Google Analytics collects information anonymously and generates reports detailing information such as the number of visits to the system, where visitors generally came from, how long they stayed on the system, and which pages they visited. Google Analytics places several persistent cookies on your computer’s hard drive. Google stores this information in accordance with their privacy policy (policies.google.com/privacy). If you do not agree to this you can disable persistent cookies in your browser. This will prevent Google Analytics from logging your visits.

    Cookies are also set when you use any of the social media sharing buttons on VenueScanner (to post on Facebook, for example). We do not have control over the cookie policies of third-party social media sites.

    If you have any issues or questions regarding cookies, please contact hello@venuescanner.com and we will be pleased to provide more information or assist.

    In order to provide you with a useful social experience when using VenueScanner, we may give you the option to export information to third party applications and websites, including social networking sites such as LinkedIn, Facebook or Twitter. When exporting such information you may be disclosing your information to the individuals or organisations responsible for operating and maintaining such third party applications and sites and that Your information may be accessible by others visiting or using those applications or sites. We do not own or operate the applications or websites that you connect with and you should review the privacy policies of such websites to make sure you are comfortable with the ways in which they use the information you share with them.

    What technical information do we collect about your device?

    We and/or our analytic providers, may collect the following information about the device you are using to access our website:

    • the type of device you use;
    • a unique device identifier;
    • network information;
    • your operating system;
    • your IP address;
    • the browser you are using and what version it is; and
    • your time zone setting.

    Usage data

    We may collect usage data about your activities on our website, including:

    • the full Uniform Resource Locators (URL) clickstream to, through and from our online properties (including date and time);
    • the different types of services/products you viewed or searched for; and
    • page response times, download errors, length of visits to certain pages, page interaction information (such as scrolling, clicks, and mouse-overs), and methods used to browse away from the page.

    How can you control cookies?

    You may refuse to accept cookies by activating the setting on your browser which allows you to refuse the setting of cookies. However, if you select this setting you may be unable to access certain parts of our online services. Unless you have adjusted your browser setting so that it will refuse cookies, our system will issue cookies when you log on to our online properties.

    To change your cookie settings, or if you want to be notified each time a cookie is about to be used, you should amend the settings provided in your web browser to prevent us from storing cookies on your computer hard drive.

    Most advertising networks also offer you the option to opt out of targeted advertising. For more info, visit http://www.aboutads.info/choices/ or http://www.youronlinechoices.com .

    You can manage your cookie settings by following your browser's instructions. Here are some links that might be of assistance:

    https://support.microsoft.com/en-gb/help/4468242/microsoft-edge-browsing-data-and-privacy-microsoft-privacy

    If you have any questions on this Cookie Policy you can contact us at hello@venuescanner.com

    Last updated: 19th August 2021