Privacy and Cookie Notice

The Ark Conference Centre gathers and processes your information in accordance with this privacy notice and in compliance with the relevant data protection regulation and laws. This notice provides you with the necessary information regarding your rights and our obligations, and explains how, why and when we process your information.

The Ark Conference Centre’s registered office is at Dinwoodie Drive, Basingstoke Hampshire RG24 9NN and we are a company registered in England and Wales under company number 3683701.

Information We Collect

The Ark Conference Centre processes your information to meet our legal, statutory and contractual obligations and to provide you with our services. We will never collect any unnecessary information from you and do not process your information in any way, other than as specified in this notice.

The information that we collect is: -

• Information about you e.g. your name and contact details including email address
• Demographic information such as postcode and preferences
• Information you may provide us about other people e.g. other visiting delegates
• Information relevant to customer surveys and/or offers
• Information that is automatically collected e.g. via cookies when you visit our website
• Other information that you provide us in relation to your enquiry
• Information if you visit our Centre e.g. visual images collected via external CCTV

We collect information by the following ways: -

• Online website enquiry form
• Free Wi-Fi sign in form
• Phone conversations you have with us
• Email or letters you send to us
• Face to face
• Agencies acting on your behalf

How We Use Your Information (Legal Basis for Processing)

The Ark Conference Centre takes your privacy very seriously and will never disclose, share or sell your information without your consent; unless required to do so by law. We only retain your information for as long as is necessary and for the purpose(s) specified in this notice. Where you have consented to us providing you with promotional offers and marketing, you are free to withdraw this consent at any time.  The purposes and reasons for processing your information data are detailed below: -

•  We collect your information to understand your needs and provide you with a better service
•  We collect and store your information as part of our legal obligation for business accounting and tax purposes
•  We will occasionally send you marketing information where we have assessed that it is beneficial to you as a customer and in our interests. Such information will be non-intrusive and is processed on the grounds of legitimate interests

Your Rights

You have the right to access any information that The Ark Conference Centre processes about you and to request information about: -

• What information we hold about you
• The purposes of the processing
• The categories of information concerned
• The recipients to whom the information has/will be disclosed
• How long we intend to store your information for
• If we did not collect the data directly from you, information about the source

If you believe that we hold any incomplete or inaccurate information about you, you have the right to ask us to correct and/or complete the information and we will strive to do so as quickly as possible; unless there is a valid reason for not doing so, at which point you will be notified.

You also have the right to request erasure of your information or to restrict processing (where applicable) in accordance with the data protection laws; as well as to object to any direct marketing from us. Where applicable, you have the right to data portability of your information and the right to be informed about any automated decision-making we may use.

If we receive a request from you to exercise any of the above rights, we may ask you to verify your identity before acting on the request; this is to ensure that your information is protected and kept secure.

Sharing and Disclosing Your Personal Information

We do not share or disclose any of your information without your consent, other than for the purposes specified in this notice or where there is a legal requirement. The Ark Conference Centre uses third-parties to provide some services and business functions, however, all processors acting on our behalf only process your information in accordance with instructions from us and comply fully with this privacy notice, the data protection laws and any other appropriate confidentiality and security measures.

Safeguarding Measures

The Ark Conference Centre takes your privacy seriously and takes every reasonable measure and precaution to protect and secure your information. We work hard to protect you and your information from unauthorised access, alteration, disclosure or destruction and have several layers of security measures in place, including: -

• Restricted access
• Firewalls
• Antivirus/malware
• Staff training

Transfers Outside the EU

The Ark Conference Centre does not transfer or store any personal data outside the EU.

Consequences of Not Providing Your Information [if relying on statutory/contractual requirement basis]

You are not obligated to provide your information to The Ark Conference Centre, however, as this information is required for us to provide you with our services, we will not be able to offer some/all our services without it.

Legitimate Interests

As noted in the ‘How We Use Your Information’ section of this notice, we occasionally process your information under the legitimate interests’ legal basis. Where this is the case, we have carried out a thorough Legitimate Interests’ Assessment (LIA) to ensure that we have weighed your interests and any risk posed to you against our own interests; ensuring that they are proportionate and appropriate.

How Long We Keep Your Data

The Ark Conference Centre only ever retains your information for as long as is necessary and we have strict review and retention policies in place to meet these obligations.

Where you have consented to us using your information for direct marketing, we will keep such information until you notify us otherwise and/or withdraw your consent.

Marketing

The Ark Conference Centre will occasionally send you news about services and promotions by email or post that have been identified as being beneficial to our customers and in our interests. Such information will be relevant to you as a customer and is non-intrusive and you will always have the option to opt-out/unsubscribe at any time.

Lodging A Complaint

The Ark Conference Centre only processes your information in compliance with this privacy notice and in accordance with the relevant data protection laws. If, however you wish to raise a complaint regarding the processing of your information or are unsatisfied with how we have handled your information, you have the right to lodge a complaint with the supervisory authority.

Cookie Notice

A ‘cookie’ is a small piece of data sent from a website and stored on the user’s computer by the user’s web browser while the user is browsing. When you visit a site that uses cookies for the first time, a cookie is downloaded onto your computer/mobile device so that the next time you visit that site, your device will remember useful information such as items added in the shopping cart, visited pages or logging in options.

Cookies are widely used in order to make websites work, or to work more efficiently, and our site relies on cookies to optimise user experience and for features and services to function properly.

Most web browsers allow some control to restrict or block cookies through the browser settings, however if you disable cookies you may find this affects your ability to use certain parts of our website or services. For more information about cookies visit https://www.aboutcookies.org.