Registered in England · Company number 16037452
Privacy Policy
This policy explains how Pinehurst Services Limited handles personal data collected through this website and through enquiries sent to the company.
What this policy covers
It applies to visitors who read pages on pinehurstservices.digital, to organisations that send an event enquiry through the site, and to anyone who emails the company about a congress, trade exhibition, or corporate business event.
It does not cover the websites, registration platforms, or venue portals run by other companies. When an event is delivered with partner suppliers, those suppliers handle data under their own policies, and we say so before your details are passed on.
You can also read the Terms of Service for the conditions that apply when you use this website.
Data we collect
Two kinds of information reach us: what you type and send, and what the site records on its own while you read.
Information you give us
When you submit an enquiry through this site or by email, we collect the information you provide. That typically includes your name, email address, organisation, and the details of your event brief — dates under consideration, expected delegate numbers, preferred venue area, and the shape of the programme.
Information collected automatically
The website may also collect limited technical information, such as browser type, device type, and pages visited. This is used to keep the site working and to understand how it is used. It is not used to build a profile of you as an individual.
What is collected
Why it is needed
How long it stays
Enquiry details
Name, email, organisation and brief, so we can answer the question and prepare a proposal where one is requested.
Kept while the enquiry or client relationship is live, then for the retention period described below.
Client and event records
Contracts, schedules and supplier correspondence needed to run a congress, exhibition, or corporate event.
Held while the relationship continues and for the accounting period required by law.
Technical data
Browser type, device type and pages viewed, used for site operation, security and aggregate reporting.
Held for a shorter period, in aggregate form where that is possible.
Why we collect it
Answering your enquiry
Enquiry information is used to respond to your message, prepare a proposal where requested, and manage the resulting business relationship. We need your contact details to reply at all, and the brief details to give a useful answer rather than a generic one.
Running the website
Technical information is used for site operation, security, and aggregate reporting on site usage. It tells us whether pages load, which service pages visitors reach, and whether anything is behaving badly.
What we do not do
We do not use technical information to build individual profiles for advertising, and we do not sell personal data to anyone. Reports about site usage are read in aggregate, not person by person.
Legal basis for processing
Where you send an enquiry, processing is based on your request for information or a proposal, and on the legitimate interest of responding to business enquiries. If we later agree a contract to organise an event, the processing needed to deliver it rests on that contract.
Where the site uses cookies that are not strictly necessary, processing is based on consent, which you can withdraw at any time through your browser settings. Details of the cookies in use are set out in the Cookie Policy.
Read the Cookie PolicyHow long we keep data
Enquiry and client records are kept for as long as needed to manage the relationship and to meet accounting and legal obligations. Where no ongoing relationship exists, records are removed after a reasonable retention period rather than kept indefinitely.
Technical and analytics data is retained for a shorter period and in aggregate form where possible, so that a report about how the site is used does not stay tied to a single visitor.
If you would like to know which of your details we still hold, write to [email protected] and we will confirm what is on file.
What stays in a live event file
While a congress or exhibition is being delivered, an event file holds the schedule, supplier correspondence, and contact details for the people on site. Once the event closes and the accounts are settled, the file is closed and reviewed rather than left open by default.
Sharing and disclosure
We do not sell personal data. Information may be shared with suppliers or contractors where it is necessary to prepare or deliver an event, and only to the extent required — a venue needing the delegate count, a caterer needing dietary requirements, an audio supplier needing the running order.
Information may also be disclosed where required by law, or to establish, exercise, or defend legal claims. Where a disclosure is made, it is limited to what the request actually covers.
Before details leave the office
- Only the details a supplier needs for their part of the event are passed on.
- Supplier contracts include confidentiality and data protection obligations.
- Where a partner handles registration, delegates are pointed to that partner's own policy.
- Payment and accounting records are handled by the relevant financial providers.
Your rights
You can ask about your data at any time. Requests are answered by email, and there is no charge for a reasonable request.
Contact Pinehurst ServicesAccess
You have the right to request access to the personal data we hold about you. Write to [email protected] and we will confirm what is on file.
Correction
If something we hold is wrong or out of date, tell us and we will correct it. This matters most for contact details used during an event.
Deletion
You can ask for deletion where there is no overriding legal reason to keep the record. Accounting records tied to a completed event are the usual exception.
Objection
You can object to processing based on legitimate interests, and withdraw consent for cookie-based processing at any time through your browser settings.
Complaints
If you are unhappy with how a request was handled, raise it with us first at [email protected] so we can put it right. You also have the right to complain to the UK data protection regulator.
Security
We take reasonable technical and organisational measures to protect personal data against unauthorised access, loss, or misuse. Access to enquiry and event records is limited to the people who need it to answer a question or deliver an event.
No method of transmission or storage is completely secure, and we cannot guarantee absolute security. If a breach ever affected your data in a way that matters, we would tell you and the regulator as required.
Changes to this policy
This policy may be updated to reflect changes in how the site operates or in legal requirements. The current version is always available on this page, and the date of the current version is shown alongside it.
If you have questions about this policy or how your data is handled, contact [email protected]. For enquiries about organising a congress, trade exhibition, or corporate business event, use the contact page.
Questions about your data
Write to [email protected], or reach the office at 14 London Road, Calcot, Reading, England, Monday to Friday, 9:00 AM – 6:00 PM. Enquiries about organising a congress, trade exhibition, or corporate business event go to the same address.