Data Protection Policy

Visit Nottinghamshire’s Business Visits and Events Team (part of MARKETING NG) is committed to ensuring that your privacy is protected. This privacy policy explains how we use the information we collect about you, how you can instruct us if you prefer to limit the use of that information and procedures that we have in place to safeguard your privacy.

We reserve the right to make changes to this Policy at any time. Your continued use of our products, applications, services and websites that are subject to this Policy will signify your acceptance of any and all changes to this Policy made by us from time to time.

Visit Nottinghamshire’s Business Visits and Events team is the data controller in connection with any personal information collected or received by us arising from your use of any of our products, services, applications, websites and customer support communications.

Our website has been designed and developed by Juno Media, 4-6 Broadway, Nottingham NG1 1PS, with venue information and customer registration processing provided by Passkey International UK Limited, Basepoint, Rivermead Drive, Westlea, Swindon SN5 7EX and GRATIS, Enterprise House, 21 Oxford Road, Bournemouth, Dorset BH8 8EY.


  1. The information we collect and how we use it

When you purchase services and/or goods from our Site; order brochures from our Site; and register your details on the Site we need to know your name, postal address, e-mail address and telephone number. We are also required by HM Customs and Excise to store and collect information about the country you live in.

By ordering a copy of the Visit Nottinghamshire visitor guide, you agree that our guide fulfilment house Lifestyle Media Group Ltd can act as a Data Processor and hold your data for the purpose of dispatching the guide to you for as long as is deemed necessary to ensure your brochure order is fully processed.

Furthermore, if you wish to make an on-line purchase from us or a third party through our Site, we will require your credit card details in order to take payment on behalf of the business from which you are purchasing goods or services.

As part of payment processing, your financial information will be passed to a credit card processing company. No record of your financial information will be held on our Site or otherwise by us following the processing of your payment.

Visit Nottinghamshire’s Business Visits and Events team gather this information to allow us to process your registration and process any orders you may make. The relevant information is then used by us, our agents and sub-contractors to communicate with you on any matter relating to our Site, our services and for research and evaluation purposes. You may also receive communication from any company or business with which you have purchased goods or services from via our Site.

We may use your information to contact you in the case of an emergency or if we are experiencing problems with our Site or any services or goods you have requested from either third parties or ourselves.

We may also use aggregate information and statistics for the purposes of monitoring website usage in order to help us develop our Site and our services and may provide such aggregate information to third parties. These statistics will not include information that can be used to identify any individual.

From time to time we may provide your information to our customer service agencies for research and analysis purposes so that we can monitor and improve the services we provide. We or our agents and sub-contractors may contact you by post, e-mail or telephone to ask you for your feedback and comments on our services.

We may also wish to provide you with information about special features of our Site or any other service or products we think may be of interest to you.  If you would rather not receive this information, please send an e-mail message confirming that you do not wish to be sent such information to

We may provide your information to carefully selected third parties whose products and services we believe may be of interest to you.  If you do not wish to be contacted in this way please send an e-mail message confirming this to

  1. Marketing

We may process information that you provide to us for the purpose of visitor registration, brochure requests, e-newsletters subscriptions and competition entry.  This data may be processed for the purposes of sending you the relevant notifications and media.

  • E-newsletters – by completing our e-newsletter signup form you are agreeing to receive email marketing communications.  These can be unsubscribed from at any time, simply by clicking the unsubscribe link at the bottom of the email.
  • Brochure requests – by completing our visitor guide request form you are agreeing to receive guides from us.
  • Competitions – please check the individual terms and conditions associated with each competition.  By entering our competitions, completing our entry forms and ticking the ‘I am happy to be contacted by email’ you are agreeing to receive email marketing communications. These can be unsubscribed from at any time, simply by clicking the unsubscribe link at the bottom of the email.
  • Online contact us form – by filling in your details in our online contact us form you are agreeing to receive email correspondence from us related to the query you raised in your initial email.
  • Enquire online form – by filling in your details in the enquire online form you are agreeing to receive email correspondence from us and directly from the venue or venues related to the enquiry in your initial email. You also agree to receive a proposal, containing venues you selected and/or the venues we recommend for you, generated via our proposal generation system – GRATIS.

The legal basis for this processing is consent/legitimate interest.

  1. User Generated content

Social Media

If you use any of our social network pages or applications or you use one of our products or services that allow interaction with social networks, we may receive information relating to your social network accounts. For instance:

  • If you click on a ‘like’, ‘+1’ or ‘tweet’ or similar button in one of our websites or services, we may record the fact that you have done so. In addition, the content that you are viewing may be posted to your social network profile or feed. We may receive information about further interactions with this posted content (for example, if your contacts click on a link in the posted content), which we may associate with the details that we store about you
  • If you ‘like’, ‘+1’ or similar one of our pages on a social network site, we may receive information about your social network profile, depending on your social network account privacy settings.

For more information and for details about how you can control access to your social network profile, you should view the privacy policy and other guidance available on your social network’s website.

Reviews, comments and content

Where you have uploaded product reviews, comments or content to our websites or services and made them publicly visible, we may link to, publish or publicise these materials elsewhere including in our own advertisements.

  1. Our use of cookies and other information gathering technologies

We may collect data from you via data capture devices using cookies and studying which pages you have visited most frequently.

A cookie is a file that is placed on your computer by another computer on the Internet to enable that computer to know when you are using a particular website.

If you refuse to accept cookies from our site this will not affect your use of our Site. We do not use details relating to a particular computer’s Internet Protocol address in order to administer the Site or to otherwise track the movement of users through the Site.

We record certain information regarding use of our Site. This information is used solely to enable us to administer our Site, to rectify errors and to hold details of a user who has added to or amended information in a particular archive.

  1. How we protect your information

The Internet is not a secure medium. However, we have put in place various security procedures as set out in this policy. To protect your privacy, your information is sent to us through a secure server which encrypts it before it is sent to us. We also use our best efforts to protect your information off-line: it is only given to those of our employees who need access to it.

We maintain strict security standards and procedures with a view to preventing unauthorised access to your data by anyone, including our staff. We use leading technologies such as (but not limited to) data encryption, fire walls and server authentication to protect the security of your data. For all Marketing NG companies, all of our staff and whenever we hire third parties to provide support services, we will require them to observe our privacy standards and to allow us to audit them for compliance.

This entire site is encrypted to ensure your security and your details will be stored in a highly secure PCI compliant data centre. We promise that your data will not be sold, given or shared with anyone other than the site administrators.

We keep your information confidential. Our internal procedures cover the storage, access and disclosure of your information.

  1. Links to third party sites

Some of our websites may contain links to other third party websites that are not operated by us. While we try to link only to sites that share our high standards and respect for privacy, we are not responsible for the content, security or privacy practices of those third party websites. We strongly encourage you to view the privacy and cookie policies displayed on those third party websites to find out how your personal information may be used.

  1. Retaining and deleting personal data

This section sets out our data retention policies and procedure, which are designed to help ensure that we comply with our legal obligations in relation to the retention and deletion of personal data.

  • Personal data that we process shall not be kept for longer than is necessary for that purpose or those purposes.
  • Your personal data will be retained for 5 years following the date you cease to be a client, or longer as required to meet our regulatory obligations.
  • Notwithstanding the other provisions of this Section 6, we may retain your personal data where such retention is necessary for compliance with a legal obligation to which we are subject, or in order to protect your vital interests.
  1. Sale of business

If our business is sold or integrated with another business your details may be disclosed to our advisers and any prospective purchasers and their advisers and will be passed on to the new owners of the business.

  1. Updating your details

If any of the information that you have provided to us changes, for example if you change your e-mail address, name or payment details or if you wish to cancel your registration, please inform us of the correct details or that you wish to cancel your registration by sending an e-mail to

  1. Your consent

By submitting your information you consent to the use of that information as set out in this policy. We may update this policy from time to time by publishing a new version on our website. You should check this page occasionally to ensure you are happy with any changes to this policy. We may also e-mail you should we make any changes so that you may consent to our use of your information in that way.

Continued use of the service will signify that you agree to any such changes. Owing to the global nature of the Internet infrastructure, the information you provide may be transferred in transit to countries outside the European Economic Area that do not have similar protections in place regarding your data and its use as set out in this policy. However, we have taken the steps outlined above to try to improve the security of your information.

By submitting your information, you consent to these transfers. In particular, your information will be transferred through the system of GRATIS. We have already taken steps to ensure the security of GRATIS is of the highest standard and GRATIS have contracted with us that this is the case.

  1. Your Rights

In this section we have summarised the rights that you have under data protection law. Some of the rights are complex, and not all of the details have been included in our summaries.  Accordingly, you should read the relevant laws and guidance from the regulatory authorities for a full explanation of these rights.

Your principal rights under data protection law are:

(a)        the right to access;

(b)        the right to rectification;

(c)         the right to erasure;

(d)        the right to restrict processing;

(e)        the right to object to processing;

(f)         the right to data portability;

(g)        the right to complain to a supervisory authority; and

(h)        the right to withdraw consent.

You may instruct us to provide you with any personal information we hold about you; provision of such information will be subject to the supply of appropriate evidence of your identity. For this purpose, we will usually accept a photocopy of your passport certified by a solicitor or bank plus an original copy of a utility bill showing your current address.

In practice, you will usually either expressly agree (opt in) in advance to our use of your personal information for marketing purposes, or we will provide you with an opportunity to opt out of the use of your personal information for marketing purposes.

To the extent that the legal basis for our processing of your personal information is consent, you have the right to withdraw that consent at any time. Withdrawal will not affect the lawfulness of processing before the withdrawal.

  1. How to contact us

We welcome your views about our website and our privacy policy. If you would like to contact us with any queries or comments, please send an e-mail message to