Privacy Policy

Effective Date: 01/03/2025
Business Name: Cyndeo Events LTD
Registered Address: 20-22 Wenlock Road, London, N1 7GU
Contact Email: info@cyndeoevents.com

Cyndeo Events LTD (“we”, “our”, “us”) respects your privacy and is committed to protecting your personal data. This Privacy Policy explains how we collect, use, store, and share your information in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Data We Collect

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

  • Contact details: names, addresses, phone numbers, email addresses

  • Payment details: billing information, bank/payment data

  • Technical data: IP addresses, cookies, and usage data (via website cookies and analytics)

  • Business information: artist/talent details, event requirements

We do not collect or process special category data (e.g., health, ethnicity, religion, biometrics).

2. How We Collect Data

We collect data in several ways, including:

  • Directly from you (website forms, phone calls, emails, contracts)

  • Through cookies and tracking tools on our website

  • Via third-party platforms we use for event planning, communication, and payments

3. How We Use Personal Data

We use your personal data for the following purposes:

  • To provide services (event planning, artist/talent management, equipment hire, customer support)

  • To fulfil contracts with clients, artists, and suppliers

  • For payment processing and accounting

  • For recruitment purposes

  • For marketing purposes (where you have given consent)

Our legal bases for processing include:

  • Contract – where processing is necessary for a service or agreement

  • Legal obligation – e.g., record keeping for tax purposes

  • Legitimate interests – e.g., improving services, business operations

  • Consent – where required for marketing communications

4. Sharing Your Data

We may share your personal data with trusted third parties, including:

  • Accountants and financial services providers

  • Partners and suppliers in order to fulfil your booking

  • Talent management systems and booking platforms 

  • Payment processors and delivery companies

  • Service providers such as Google, Microsoft, Mailchimp, and Asana

Some of these providers are based outside the UK/EEA (e.g., in the US). Where this occurs, we ensure appropriate safeguards are in place, such as Standard Contractual Clauses (SCCs).

5. Data Retention

We retain data only as long as necessary:

  • Customer records: up to 7 years

  • Invoices and financial records: up to 7 years (for HMRC compliance)

  • Other data: retained only as long as required for the original purpose

6. Data Security

We take appropriate measures to protect your data, including:

  • Password-controlled systems and restricted access

  • Secure storage and encryption provided by third-party service providers

  • Policies to prevent unauthorised access, disclosure, or alteration

7. Cookies

Our website uses cookies for functionality and analytics. Please refer to our separate Cookie Policy for more details.

8. Your Rights

Under UK GDPR, you have the following rights:

  • Access to your data

  • Correction of inaccurate data

  • Deletion of your data

  • Restriction of processing

  • Data portability

  • Objection to processing

How to Exercise Your Rights

To exercise any of these rights, please email us at info@cyndeoevents.com.

9. Subject Access Requests (SARs)

If you wish to access the personal data we hold about you, you may submit a Subject Access Request by emailing info@cyndeoevents.com.

Our SAR process:

  1. We will acknowledge your request within 7 days.

  2. We may ask you to verify your identity.

  3. We will provide the information within one month (extensions apply for complex requests).

  4. If your request is manifestly unfounded or excessive, we may charge a reasonable fee or refuse it (with justification).

10. Complaints

If you are unhappy with how we handle your personal data, please contact us at info@cyndeoevents.com so we can resolve the issue.

If you remain dissatisfied, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO):

  • Website: www.ico.org.uk

  • Phone: 0303 123 1113

11. Updates to This Policy

We may update this Privacy Policy from time to time. Any updates will be published on our website with a new “Effective Date”.