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Privacy Statement - May 2018

This policy sets out how Convenus and third parties could use information that you supply to us.

Please read the following information carefully before submitting information or using this site.

Convenus provides event management, online hotel reservation systems and travel-related services through our own websites, as well as through other online platforms such as partners’ websites.

These include services that we operate on behalf of partner organisations and clients.

We are a UK based company acting as a Data Controller, responsible for the control and processing of personal data as described in this Privacy Statement. 

We always act in our customers’ best interest and we are clear and transparent about our the processing of your personal data.That means we’re committed to protecting and safeguarding any personal data you provide to us. 

All the information that follows together with our privacy statement therefore applies to all of these services as long as they are provided by Convenus LLP.

We might amend the Privacy Statement from time to time to keep things up to date so please visit this page regularly to check for any updates or changes in legislation.

If we make changes to the Privacy Statement which will have an impact on you we will notify you of these changes before your contracted activity starts.

If of course you disagree with our Privacy Statement then please stop using our services and contact us if you think we can help. 

To process your personal data, we rely on the following legal basis:

Performance of a contract: The processing is necessary for a contract we have with, you, the individual, or because you have asked us to take specific steps before entering into a contract.

For example, if you use our services to make an online reservation or event registration, we will use the information that you have provided to carry out our obligation to complete and administer that reservation under the contract that we have with you.

This includes transferring relevant reservation information to third party processors such as the hotel Provider you have selected when making your booking. This can include your name, contact details, payment details, the names of the guests travelling with you and any preferences or other information you specified on your booking form. 

Unless payment is made during the booking process we will forward your credit card details (without the CVV number on the back of the card) to the selected hotel for further processing and to complete your booking . In cases of any hotel reservation related disputes, we may provide the hotel with information about the reservation process as needed to handle the dispute. This may include a copy of your reservation confirmation as proof of booking together with confirmation numbers or any correspondence directly relating to your booking.

For event registrations this may include suppliers who are essential for the completion of your registration.

We will at all times do our best endeavours to assist in the resolution of reservation related disputes between guests and hotel providers, however the ultimate responsibility for your booking rests with the hotel provider, as we have acted as an introducing agent and offered the hotel in good faith based upon the information being accurate and correct as supplied by the hotel provider.

In certain cases, we may need to use your information to handle and resolve legal disputes, for regulatory investigations and compliance, to enforce the terms of use of the Convenus online reservation service or to comply with lawful requests from law enforcement.

What kind of personal data does Convenus collect?

When you use our services there are certain essential pieces of information we ask for. These include ( but are not limited to) – your name, contact details, the names of anybody travelling with you and your payment information. 

You may of course decide for to submit special requests when submitting your booking or registration - for example, certain preferences or needs. In addition to this, we also collect information from your computer, phone, tablet or other device you are using to access our services. 

This includes the IP address, the browser you use, and your language settings. 

Personal data you provide to us about others involved in your reservation.

You may be organising a reservation or registration to include other guests or delegates whose details you provide as part of the booking process, or you may make a Reservation on behalf of someone else. 

We would remind you that it’s your responsibility to ensure that the person or people you have provided personal data about are aware that you’ve done so, and have understood and accepted how Convenus uses their information and as we have described in this Privacy Statement, and are agreeable.

Why does Convenus collect and use your personal data?

The main reason we ask you for personal details is to administer your online Reservation/Registration and to give you the best possible service. We may also contact you to invite you to tell us about your booking experience or how the hotel performed. This is not compulsory but will help us to develop our service in the future for the benefit of future guests.

How does Convenus share your data with third parties?

The main purpose is to share your data relevant for your Reservation with the hotel Provider to complete your Reservation, or in the case of Delegate Registrations to ensure that all of your requirements as requested are met. We do not sell, trade or provide your data to any individual or organisation that is not an essential processor of your data for the purpose of the completion of your reservation or communication associated with the booking. This may include important information before your booking, or about your hotel or travel in the area. Hotel partners have agreed not to use the information that you have provided for this reservation to contact you or market to you direct any of their or their associates services without obtaining a separate authority and agreement from you first.

What security and retention procedures does Booking.com put in place to safeguard your personal data?

We provide secure and adequate procedures to prevent unauthorised access to, and the misuse of, personal data that we process. This includes the use of encrypted booking forms, use of a UK based secure server provider to host our websites and user name and log in permissions to a secure online portal for registered users. 

How does Convenus treat personal data of children?

Convenus is a service that only allows to use of our services if you are over 16 years of age. We only process information about children with the consent of the parents or legal guardians or when the information is provided to use by the parents or legal guardian and is an essential element of the reservation process. If we become aware that we have been provided with information of a child under 16 years old without the valid consent of a parent or guardian, we reserve the right to delete it immediately.

How can you access and control the personal data you have provided to Convenus?

You always have the right to review the personal data we keep about you. You can request an overview of your personal data by emailing us to the email address stated below. You can also contact us if you believe that the personal information we have for you is incorrect, if you believe that we are no longer entitled to use your personal data, or if you have any other questions about how your personal information is used or about this Privacy Statement. Please email or write to us using the contact details below.

What security and retention procedures does Convenus have in place to safeguard your personal data?

We observe reasonable procedures to prevent unauthorised access to, and the misuse of, personal data.

We use appropriate business systems and procedures to protect and safeguard the personal data you give us. These include the storage of all data online on a secure server and deletion of your data as soon as it is no longer considered meaningful - such as once your stay is completed.

We also use security procedures and technical and physical restrictions for accessing and using the personal data on our servers. Only authorised personnel are permitted to access personal data in the course of their work.

Who is responsible for the processing of personal data and how to contact us?

Convenus LLP is registered in England & Wales - OC 308621. Our registered office is: Avebury House, St Peters Street, Winchester, SO23 8BN

Contact telephone: 00 44 (01)722 742603 or Email: info@convenus.com

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Please contact us immediately if you feel that we have used any data inappropriately.