Privacy notice

Who we are

VenuePlan ("we", "us"), run by Steve Lappin in Nottinghamshire, is the controller of your personal information.

You can contact us about anything in this notice at hello@venueplan.co.uk.

What this notice covers

This notice explains what personal information we collect through venueplan.co.uk and our outreach, why we use it, who we share it with, how long we keep it and the rights you have under UK data protection law (the UK GDPR and the Data Protection Act 2018).

Information we collect

• Founding list and plan sign-ups: your name, email address, venue name, type of venue, rough capacity, your role (if you tell us) and which page or link you came from.
• The free checker: your answers are worked out in your browser and are not sent to us unless you choose to carry on and give us your details.
• The demo: anything you type into the demo stays in your own browser on your device. We never receive it.
• Emails and messages: what you send us and our replies, including by LinkedIn.
• Business contacts we approach: for venues we think could benefit, we may record a contact's name, job title, business email or phone number, the venue or company, its public LinkedIn profile and notes of our conversations. We get this from public sources such as venue websites, Companies House, business directories and LinkedIn.
• Technical information: our hosting provider keeps short-term server logs (such as IP address, browser type and pages requested) to keep the site secure and working.

How we use it and our legal basis

• To add you to the founding list and contact you about VenuePlan when it opens, including the founding price you signed up for. Basis: your consent, which you can withdraw at any time.
• To answer your questions and send what you asked for, such as your plan setup. Basis: steps you've asked us to take before any contract, and our legitimate interests in responding.
• To contact venues that may be in scope of Martyn's Law about VenuePlan. Basis: our legitimate interests in telling relevant businesses about a service that may help them. We only send marketing emails without prior consent to limited companies and other corporate bodies, never to sole traders or partnerships, and every message lets you opt out.
• To keep the site secure and fix problems. Basis: our legitimate interests.
• To meet legal obligations, such as keeping records we are required to keep.

We do not sell your information, and we do not use it for automated decisions that have legal or similarly significant effects on you.

Who we share it with

We use a small number of trusted providers who process information for us under contract and only on our instructions:

• Vercel: website hosting.
• Supabase: our database (founding list, venue list and our own records).
• IONOS: our email.
• Anthropic: AI that helps us draft messages and replies. We may include the details needed for that message (such as a first name and venue). It is used under Anthropic's commercial terms.
• LinkedIn: when we contact you there, LinkedIn processes the messages under its own privacy policy.

We may also share information if the law requires it, or to protect our rights.

International transfers

Some of our providers store or process information outside the UK, for example in the United States or the European Economic Area. Where that happens we rely on UK adequacy regulations or appropriate safeguards such as the UK International Data Transfer Agreement or Addendum.

How long we keep it

• Founding list: until you unsubscribe or ask us to delete it, or 2 years after we last heard from you, whichever comes first.
• Business contacts and outreach notes: up to 2 years after our last contact, unless you become a customer.
• Opt-outs: if you ask us not to contact you, we keep a minimal note (such as your email address) so we can make sure we don't.
• Customer records, once paid accounts open: for as long as you're a customer and then as long as the law requires (for example, 6 years for financial records).

Your rights

You have the right to ask for a copy of your information, to have it corrected or deleted, to restrict or object to how we use it, and to have it moved to another provider. You can object to direct marketing at any time and we will stop. Where we rely on consent, you can withdraw it at any time.

To use any of these rights, email hello@venueplan.co.uk. We'll reply within one month.

Complaints

If you're unhappy with how we've handled your information, please tell us first at hello@venueplan.co.uk. You also have the right to complain to the Information Commissioner's Office (ICO): ico.org.uk or 0303 123 1113.

Children

VenuePlan is a service for businesses and organisations. It isn't intended for children, and we don't knowingly collect children's information.

Changes

We'll update this notice if what we do changes. The date at the top shows when it was last updated.