("We and Us") are committed to protecting and respecting Your privacy. This Policy (together with our terms and conditions and any other documents referred to on it) sets out the basis on which any personal data We collect from "You", or that You provide to Us, will be processed by Us. Please read the following carefully to understand our views and practices regarding Your personal data and how We will treat it. By purchasing events500 You are accepting and consenting to the practices described in this Policy.

For the purpose of the General Data Protection Regulation (“GDPR”), the data controller is Agile Hospitality Solutions Ltd Limited (“Agile Hospitality Solutions Ltd”, “We” or “Us”) is a company registered in England and Wales (registration number 7258734 having its registered office at Agile Hospitality Solutions Ltd, Penstraze Business Centre, Truro, Cornwall, TR4 8PN). The information and data You provide in connection with the registration of the various services of Agile Hospitality Solutions Ltd (the "Services"), will be processed in accordance with the provisions of the GDPR.

We will comply with the GDPR. The GDPR states that the personal data We hold about You must be:

1. Used lawfully, fairly and in a transparent way.
2. Collected only for valid purposes that We have clearly explained to You and not Used in any way that is incompatible with those purposes.
3. Relevant to the purposes We have told You about and limited only to thosepurposes.
4. Accurate and kept up to date.
5. Kept only as long as necessary for the purposes We have told You about.
6. Kept securely.

We will collect and process the following data about You:

Information You give Us when making a purchase with Agile Hospitality Solutions Ltd, We will collect Your contact information, which includes, name, address, email address, phone number, as well as accounts payable information.

The legal basis for this processing is the performance of a contract between You and Us and/or taking steps, at Your request, to enter into such a contract. Information We collect about You with regard to supporting events500 We will automatically collect the following information:

• Technical information, including the Internet protocol (IP) address Used to connect Your computer to the Internet, Your login information, browser type and version, time zone setting, browser plug-in types and versions, operating system and platform; The legal basis for this processing is our legitimate interests, namely monitoring and improving our software and services.
• If You contact Us, We keep a record of that correspondence, for the purposes of communicating with You and record-keeping; The legal basis for this processing is our legitimate interests, namely being able to contact You and keep our records up to date.
• Other information to help Us provide You with improved services. The legal basis for this processing is our legitimate interests, namely our interest in the proper administration of our software and improving the services We provide to You. This data will be collectively referred to as “Personal Data”.

Agile Hospitality Solutions Ltd will only process Personal Data where it is strictly necessary to provide the Services.

We Use information held about You in the following ways:

• To help Us identify You and the accounts You hold with Us;
• To provide customer care i.e. support and training services;
• To enable Us to review, develop and improve our software and services;
• To carry out our obligations arising from any contracts entered into between You and Us and to provide You with the information, products and services that You request from Us;
• To provide You with information about other products and services We offer that are similar to those that You have already purchased or enquired about;
• We will only contact You about products and services similar to those which Were the subject of a previous sale or negotiations of a sale to You. If You would like to change Your communication preferences to opt in or out of receiving specific communications, please contact Andrew Gilmore, Managing Director at ag@AgileHospitality.com
• To display targeted, or interest based, offers to You based on those products already purchased;
• To notify You about changes to our software;

In addition to the specific purposes for which We may process Your Personal Data set out above, We may also process any of Your Personal Data where such processing is necessary for compliance with a legal obligation to which We are subject, or in order to protect Your vital interests or the vital interests of another natural person. Please do not supply any other person's personal data to Us, unless We prompt You to do so.

Agile Hospitality Solutions Ltd works alongside third parties (including business partners, service providers and fraud protection services) and We may receive information from them about You. We will combine this information with information You give to Us and information We collect about You. We will Use this information and the combined information for the purposes set out above (depending on the types of information We receive).

You agree that We have the right to share Your personal information with:

• Any member of our group, which means our subsidiaries, our ultimate holding company and its subsidiaries, as defined in section 1159 of the UK Companies Act 2006.
• Selected third parties including:
  1. Hosting services (Simply Hosting), our accountant (ATS Accounting Services) and sub-contractors for the performance of any contract We enter into with them for You;
• We will disclose Your Personal Data to third parties:
  1. In the event that We sell or buy any business or assets, in which case We will disclose Your Personal Data to the prospective seller or buyer of such business orassets.
  2. If Agile Hospitality Solutions Ltd or substantially all of its assets are acquired by a third party, in which case Personal Data held by it about its customers will be one of the transferred assets.
  3. If We are under a duty to disclose or share Your Personal Data in order to comply with any legal obligation, or in order to enforce or apply our terms and conditions and other agreements; or to protect the rights, property, or safety of Agile Hospitality Solutions Ltd, our customers, or others. This includes exchanging information with other companies and organisations for the purposes of fraud protection and credit risk reduction. We will never sell your data to a third party.

All information You provide to Us is stored on our secure servers inside the European Economic Area ('EEA'). It will also be processed by staff operating inside the EEA who work for Us or for one of our suppliers. This includes staff engaged in, among other things, the fulfilment of Your order, the processing of Your payment details and the provision of support services. By submitting Your Personal Data, You agree to this transfer, storing or processing. Agile Hospitality Solutions Ltd will take all steps reasonably necessary to ensure that Your data is treated securely and in accordance with this Privacy Policy. Where We have given You (or where You have chosen) a password which enables You to access our software, You are responsible for keeping this password confidential. We ask You not to share a password with anyone.

We will retain Your information for as long as needed to provide You with the Services or as long as needed to fulfil the purpose for which the Personal Data was originally collected. We may also be required to retain certain information by law and/or for legitimate business purposes (for example, VAT records).

You may instruct Us to provide You with any Personal Data We hold about You, provided Your request is not found to be unfounded or excessive, in which case a charge may apply. We may withhold personal information that You request to the extent permitted by law. You may instruct Us at any time not to process Your personal information for marketing purposes. The rights You have under the GDPR are:

• The right to access; You have the right to ask Us to confirm whether or not We process Your Personal Data and, to have access to the Personal Data, and any additional information. You may request a copy of Your Personal Data and it will be provided free of charge.
• The right to rectification; If We hold any inaccurate Personal Data about You, You have the right to have these inaccuracies rectified. Where necessary for the purposes of the processing, You also have the right to have any incomplete Personal Data about You completed.
• The right to erasure; In certain circumstances You have the right to have Personal Data that We hold about You erased. This will be done without undue delay. These circumstances include the following: it is no longer necessary for Us to hold those Personal Data in relation to the purposes for which they Were originally collected or otherwise processed; You withdraw Your consent to any processing which requires consent; the processing is for direct marketing purposes; and the Personal Data have been unlawfully processed.
• The right to restrict processing; In certain circumstances You have the right for the processing of Your Personal Data to be restricted. This is the case where: You do not think that the Personal Data We hold about You is accurate; Your data is being processed unlawfully, but You do not want Your data to be erased; it is no longer necessary for Us to hold Your Personal Data for the purposes of our processing, but You still require that Personal Data in relation to a legal claim; and You have objected to processing, and are waiting for that objection to be verified.
• The right to object to processing; You can object to Us processing Your Personal Data on grounds relating to Your particular situation, but only as far as our legal basis for the processing is that it is necessary for: the performance of a task carried out in the public interest, or in the exercise of any official authority vested in Us; or the purposes of our legitimate interests or those of a third party.
• The right to data portability; You have the right to request that Your Personal Data be moved, copied or transferred from one database, storage or IT environment to another.
• The right to complain to a supervisory authority; If You think that our processing of Your Personal Data infringes data protection laws, You can lodge a complaint with a supervisory authority responsible for data protection. You may do this in the EU member state of Your habitual residence, Your place of work or the place of the alleged infringement.
• The right to withdraw consent; To the extent that the legal basis We are relying on for processing Your Personal Data is consent, You are entitled to withdraw that consent at any time. Withdrawal will not affect the lawfulness of processing before the withdrawal.
• The right to object to direct marketing; You can choose whether We process Your Personal Data for direct marketing purposes. If You do not want Us to process Your Personal Data for direct marketing purposes, We will not process Your Personal Data for this purpose. You can exercise Your right to prevent such processing by checking certain boxes on the forms We Use to collect Your Personal Data in Your Customer Portal

If You wish to:

• Request access to, deletion of or correction of, Your Personal Data. Please contact Us to arrange this at support@events500.com.
• Request that Your Personal Data be transferred to another person. You can exercise this right by contacting Us at support@events500.com and requesting that Your Personal Data be transferred; and Complain to the Information Commissioners Office (ICO). The ICO Website which contains the processes for raising a complaint can be found here: https://ico.org.uk/. We would ask that where possible You contact Us at support@events500.com in the first instance so We can attempt to resolve any issues You may have.

Our website may, from time to time, contain links to and from the Websites of our partner networks, 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.

We maintain physical, electronic and procedural safeguards in connection with the collection, storage and disclosure of Your information. All of our Users' information, not just the sensitive information mentioned above, is restricted in our offices. Only employees who need the information to perform a specific job (for example, our support or accounting staff ) are granted access to personally identifiable information. If You have any further concerns about security, please email our support team at support@events500.com.

“Client” is the customer of Agile Hospitality Solutions Ltd to whom we provide events500 software and services our business offers. “Client Customer Data” is the Personal Data belonging to the parties with whom our Client has a relationship. We have no direct relationship with the parties whose Client Customer Data is processed by our Clients.

If You are aware that Your Personal Data has been provided to a Client of ours who has a Service with Us, then please read this section of our Privacy Policy. Our Clients Use events500 to host, transmit or process data on their hosting platform and this, may include personal data of their own customers with whom they have a contractual relationship (Client Customer Data). In this instance, it is our Clients and not Us who define the process and policies by which Client Customer Data is collected and processed. We do not collect, view or share Client Customer Data except as outlined in the agreement We have in place with our Client to supply the Services, or as required by legislation. Nothing contained in this Privacy Policy shall alter specific terms and conditions applicable to the Service agreement. In line with the Service agreement, our Clients retain responsibility for setting standards and for managing security of all data they upload to events500 and that includes Client Customer Data. The security, including encryption of data prior to transmission to our network and confidentiality of their accounts and access to our platform, remains the responsibility of our Clients. To find out how Client Customer Data is collected, stored and securely managed, and the process outlining how to gain access and/or to make changes, please refer to the Privacy Policy of the relevant Agile Hospitality Solutions Ltd Client to whom You have provided Your details or contact them directly. If You contact Us with a request about Your Client Customer Data (for example, You may no longer wish to be contacted by one of our Clients), We will pass on that request at the earliest opportunity.

Our app integrates with Google's Gmail API to provide you with enhanced features and functionalities. In order to deliver these services, the app may access and collect the following information:

1. Email Content: The app may access the content of your emails to provide specific features such as sorting, categorization, and searching.
2. Metadata: Information such as sender, recipient, timestamps, and subject lines may be collected to facilitate the proper functioning of the app.
3. Access Permissions: The app will request permission to access your Gmail account. This access is necessary for the app to retrieve, modify, and manage your emails, as well as to provide the integrated features seamlessly.

Security and Data Retention: We take the security of your data seriously. All communication between our app and Google's Gmail API is encrypted to protect your information. We adhere to industry-standard security practices to prevent unauthorized access, disclosure, alteration, or destruction of your data. Additionally, we retain your data only for as long as necessary to provide the services or as required by law.

Any changes We make to our 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 Privacy Policy.

Questions, comments and requests regarding this Privacy Policy are welcomed and should be addressed to Andrew Gilmore, Managing Director at ag@agilehospitality.com.