You Can Contact Us On: 01948 666295
Email: events@stallionai.com

Chapel Field Conference Suites

Registered Office: International House, 6 Market Street, Oaken Gates, Telford, Shropshire. TF2 6EF. Company No.: 12086397 Effective Date: 23 February 2026 Last Reviewed: 23 February 2026

Summary

Chapel Field Conference Suites Ltd (“we”, “us”, “our”) is committed to protecting your privacy and handling personal data responsibly, transparently, and in accordance with UK data protection law.

This policy explains how we collect, use, share, safeguard, and retain personal data in connection with enquiries, bookings, and events hosted at our conference facilities, as well as through our website and communications. It also explains your rights and how we use cookies and similar technologies.

1. Who We Are

Set in the Shropshire countryside just outside Whitchurch, Chapel Field Conference Suites Ltd provides conference and event room hire and related services.

For the purposes of UK data protection law, we act as a Data Controller in respect of personal data we collect and process.

2. What This Policy Covers

This policy applies to personal data collected through:

  • Our websites and online platforms

  • Our physical premises and conference facilities

  • Enquiries, bookings, events, open days, and marketing communications

  • Telephone calls, emails, messaging services, and written correspondence

3. Information We Collect

We may collect and process the following categories of personal data:

Personal and Booking Data

  • Name

  • Address

  • Email address

  • Telephone number

  • Company/organisation name and role (where applicable)

  • Booking details (dates, room(s) hired, attendee numbers, requirements)

  • Payment and invoicing details (see Section 6)

  • Marketing preferences

Communications Data

  • Emails and written correspondence

  • Telephone calls (calls may be recorded for training, quality, and security purposes)

  • WhatsApp or other messaging communications

  • Website form submissions

Website and Usage Data

  • IP address

  • Device identifiers

  • Browser type

  • Usage analytics

  • Cookie data

Event Data

  • Registration details (where applicable)

  • Attendance records

  • Participation information (where applicable)

Special Category Data (Limited) In some cases, you may choose to provide information that is treated as special category data (for example, accessibility requirements or dietary needs that may indicate health information). We only process this where necessary and with appropriate safeguards.

4. How We Collect Information

We collect information:

  • Directly from you (forms, calls, emails, contracts, in-person discussions)

  • Automatically (via cookies, website analytics, and similar technologies)

  • From third parties (for example, event organisers acting on your behalf, venue directories, payment processors, IT and booking system providers, or regulators where relevant)

5. Lawful Bases for Processing

We process personal data in accordance with UK GDPR and applicable UK data protection law under one or more of the following lawful bases:

  • Contractual necessity – to respond to enquiries and provide venue hire and related services, including managing bookings, delivering events, and providing customer support.

  • Legal obligation – to comply with tax, accounting, health and safety, and other statutory requirements.

  • Legitimate interests – to operate, improve, and secure our services and premises, prevent fraud, and manage our relationship with customers, provided these interests are not overridden by your rights.

  • Consent – for marketing communications (where required) and for certain cookie usage.

Where we rely on consent, you may withdraw that consent at any time.

6. How We Use Your Information

We use your information to:

  • Communicate with you regarding enquiries, bookings, services, and support

  • Create and administer bookings and event arrangements

  • Process payments and issue invoices

  • Monitor and record calls for training, quality, and security

  • Maintain the safety and security of our premises (including CCTV where in use)

  • Send marketing communications (where consent has been given or where permitted by law)

  • Meet regulatory and legal obligations

  • Prevent fraud and protect our business

  • Improve our services through internal analysis (using aggregated or anonymised data where appropriate)

Payment Processing We may take payment by bank transfer, card, or other methods we make available. We do not intentionally store full card details. Where card payments are used, they are processed securely by our payment service providers.

7. CCTV and On-Site Security

We may operate CCTV at our premises for the purposes of:

  • Crime prevention and detection

  • Protecting the safety of customers, visitors, and staff

  • Protecting our property and facilities

Where CCTV is in use, signage will be displayed. Access to CCTV footage is restricted and controlled.

8. Sharing Your Data

We may share your personal data with:

  • Trusted service providers who support our operations (for example, IT providers, booking/CRM systems, payment processors, email and marketing platforms, and security providers)

  • Professional advisers (for example, accountants, insurers, and legal advisers)

  • Regulatory or legal authorities where required

We do not sell personal data to third parties for marketing purposes.

Data Protection Complaints Handling We operate an internal data protection complaints process. If you raise a concern, we will investigate and provide a written outcome.

9. International Transfers

Some of our service providers may process personal data outside the UK and/or EEA (for example, where IT systems are hosted internationally). Where this occurs, we ensure appropriate safeguards are in place, such as:

  • UK adequacy regulations

  • International Data Transfer Agreements (IDTAs)

  • Standard contractual clauses

  • Any other safeguards approved by the ICO

We follow the latest ICO guidance on international transfers.

10. Data Retention

We retain personal data only for as long as necessary for:

  • Service provision and customer support

  • Regulatory compliance

  • Legal defence

  • Tax and accounting requirements

  • Legitimate business purposes

Typical retention periods include:

  • Enquiries (no booking): up to 24 months

  • Bookings, contracts, and invoices: typically, 6 years (for tax/accounting)

  • Marketing records: until you unsubscribe/opt out, or as otherwise required by law

  • Call recordings: retained for a limited period for training, quality, and security

  • CCTV footage (where in use): retained for a limited period unless required for an incident or investigation

11. Security

We implement appropriate physical, technical, and organisational security measures, including:

  • Secure conference facilities

  • Controlled access systems

  • CCTV monitoring (where in use)

  • Encryption where appropriate

  • Access controls

  • IT security monitoring

12. Cookies and Tracking Technologies

Our website uses cookies and similar technologies to enhance browsing, analyse traffic, and support marketing.

Under current UK privacy regulations, some cookies (such as essential, functional, and certain low-risk analytics cookies) may not require explicit consent. However, we provide clear information and opt-out mechanisms.

Types of Cookies We Use

  • Necessary cookies

  • Analytical/performance cookies

  • Functionality cookies

You can manage your cookie preferences via our website banner or browser settings. Blocking certain cookies may affect functionality. For full details, please refer to our Cookie Policy.

13. Your Rights Under UK Data Protection Law

You have the following rights:

  • Access – request a copy of your personal data

  • Correction – request correction of inaccurate data

  • Deletion – request deletion in certain circumstances

  • Restriction – request limitation of processing

  • Objection – object to certain processing, including marketing

  • Portability – request transfer of your data

  • Withdraw consent – where processing relies on consent

When responding to a Data Subject Access Request (DSAR), we may pause the response period if we require additional clarification or identification, as permitted under UK law.

You may lodge a complaint with the Information Commissioner’s Office (ICO) if you are dissatisfied.

14. Children’s Data

Events held at our premises may be attended by individuals under 18. We do not knowingly collect personal data directly from children for marketing purposes.

Where a booking organiser provides information about attendees (including children), they should ensure they have the appropriate authority to share that information with us.

15. Third-Party Websites

Our website may contain links to third-party websites. We are not responsible for their privacy practices. We recommend reviewing their privacy policies before providing data.

16. Updates to This Policy

We may update this policy from time to time to reflect legal, regulatory, or operational changes. The latest version will always be available on our website and will include the effective date.

17. Contact Us

If you have questions, wish to exercise your rights, or raise a concern:

  • Email: events@stallionai.com

  • Phone: 01948 666 295

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