Privacy Policy

Data Controller: NxtChapter Events
Contact: info@nxtchapterevents.com
Phone: 07405 280 264

NxtChapter Events is the data controller responsible for your personal information. If you have any questions about this policy or how we handle your data, please contact us using the details above.

We may collect and process the following personal information:

• Identity data: your first and last name
• Contact data: email address, telephone number
• Event data: event type, date, venue address, and any special requirements you provide through our booking form
• Communication data: messages sent to us via email, WhatsApp, or our website contact/booking form
• Technical data: IP address, browser type, device information, pages visited, and referring URLs (collected automatically when you use our website)

We do not collect any special categories of personal data (such as health information, ethnicity, or payment card details directly — card payments are processed by our third-party payment provider).

We collect your information through the following means:

• Direct interactions: when you complete our online booking form, contact us by email, phone, or WhatsApp, or enquire about our services via social media
• Automated technologies: when you visit our website, we may automatically receive technical data via cookies and similar tracking technologies
• Third parties: we may receive information about you from our payment processors when you make a payment

We use your personal information for the following purposes:

• To process your booking enquiry and provide you with a quote or confirmation (legitimate interests / contract performance)
• To fulfil your hire contract — coordinate delivery, setup, and collection of equipment at your event (contract performance)
• To communicate with you before, during, and after your event regarding your booking (contract performance)
• To send you relevant updates about your booking, including invoices and payment reminders (legitimate interests)
• To comply with legal obligations such as retaining transaction records for HMRC purposes (legal obligation)
• To improve our website and services through analysis of aggregate, anonymised usage data (legitimate interests)

We will only use your personal information for the purposes for which we collected it, unless we reasonably consider that we need to use it for another compatible reason and that reason is consistent with the original purpose.

We will only contact you with marketing communications (such as promotional offers or event updates) if you have given us your explicit consent to do so. You can opt out of marketing communications at any time by contacting us at info@nxtchapterevents.com or clicking the unsubscribe link in any marketing email.

We do not sell, rent, or trade your personal information. We may share your data with trusted third parties only where necessary:

• Technology providers: our booking data is securely stored using Supabase (a database platform that operates within the European Economic Area). Their privacy practices are available at supabase.com/privacy
• Payment processors: when you make a payment, your payment details are handled directly by our payment provider and are not stored by us
• Professional advisers: such as accountants or legal advisers, where required
• Legal authorities: where we are required by law, court order, or regulatory obligation to disclose information

We retain your personal information for as long as is necessary to fulfil the purposes described in this policy, or to comply with our legal and regulatory obligations. Specifically:

• Booking and transaction records are retained for a minimum of 6 years in line with HMRC requirements
• Enquiry data (where no booking is made) is retained for up to 12 months, then deleted
• Marketing consent records are retained until you withdraw consent

Our website uses cookies — small text files placed on your device — to improve your browsing experience and to help us understand how visitors use our site. We use:

• Strictly necessary cookies: required for the website to function properly
• Analytics cookies: to collect anonymised data on how visitors use our site (e.g. via Google Analytics), helping us improve the content and experience we offer

You can control and manage cookies through your browser settings. Disabling analytics cookies will not affect your ability to use our website.

Under UK data protection law, you have the following rights:

• Right of access: to request a copy of the personal information we hold about you
• Right to rectification: to ask us to correct inaccurate or incomplete data
• Right to erasure: to request that we delete your personal information in certain circumstances
• Right to restrict processing: to ask us to limit how we use your data in certain circumstances
• Right to data portability: to receive your data in a commonly used, machine-readable format
• Right to object: to object to our processing of your data where we rely on legitimate interests
• Right to withdraw consent: where we rely on your consent to process your data, you may withdraw it at any time

To exercise any of these rights, please contact us at info@nxtchapterevents.com. We will respond within 30 days. You also have the right to lodge a complaint with the UK's data protection regulator, the Information Commissioner's Office (ICO), at ico.org.uk.

We take reasonable technical and organisational measures to protect your personal information against unauthorised access, loss, or misuse. Our booking data is stored on secure, encrypted servers. However, no method of transmission over the internet is 100% secure, and we cannot guarantee absolute security.

Our website may contain links to third-party websites (such as our Facebook page or payment provider). This Privacy Policy does not apply to those websites, and we are not responsible for their privacy practices. We encourage you to review the privacy policies of any third-party sites you visit.

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. The most current version will always be available on our website. We encourage you to review this policy periodically.

If you have any questions, concerns, or requests relating to this Privacy Policy, please contact us:

• Email: info@nxtchapterevents.com
• Phone / WhatsApp: 07405 280 264
• Facebook: facebook.com/nxtchapterevents