RHS Venues (RHSV) Privacy Policy

RHS Venues (RHSV) operates under RHS Enterprises Limited (Reg no. 01211648), which is a wholly owned subsidiary of the Royal Horticultural Society (RHS), a charity registered in England and Wales (Reg. No 222879) and Scotland (SC038262).  

Our registered address is 80 Vincent Square, London, SW1P 2PE.

If you have any questions about this privacy policy or to exercise your rights in relation to your personal data, please contact the RHS Venues team by emailing us on rhsvenues@rhs.org.uk, calling us on 020 7821 3650 or writing to us- 
RHS Venues Team 
Royal Horticultural Society 
80 Vincent Square 
London 
SW1P 2PE 

The information that we collect, and process will depend on our relationship with you. 

Clients  

When you book a venue, we use your personal data as for purposes of providing you with the venue hire services and to communicate with you regarding your booking. 

As a client we may collect the following information about you: 

• Full Name
• Company Name
• Event name
• Address and postcode
• Email address
• Telephone numbers 
• Website address
• Bank and/or credit/debit card details (when you agree to the venue hire/service) 
• Catering (for gardens)- special Dietary requirements may be collected for individuals.  
• Guest lists (for Gardens) 
• Special Access requirements (for Gardens) 
• Name of the responsible person (for young people aged 18 and under) 

Please also see the sections below regarding Special Categories of Personal Data and Other ways we may use your personal data. 

When you enquire about our venue hire, we rely on our legitimate interest to communicate with you regarding your enquiry, our services or interest to hold an event with us, sending venue information which has been requested either via email, telephone, the RHS enquiry form, external event agency platforms, via our social media platforms, at a venue exhibition, or at a networking event. 

We will only ever send you marketing via email on special venue hire promotions where have not opted out at the point of submitting your enquiry. We will always give you an opportunity to unsubscribe or withdraw your consent from receiving such communications.

We may also rely on our Legitimate Interests to send you information by post regarding any special venue hire promotions we are running or a postal invite to an open evening event to view our venues. 

As an enquirer we may collect the following information about you: 

• Full Name 
• Company Name 
• Address and postcode 
• Email address 
• Telephone numbers 

Please also see the sections below regarding Special Categories of Personal Data and Other ways we may use your personal data. 

We rely on out Legitimate Interests for obtaining and storing your personal data including your email from publicly available sources, such as your website, directories, social media platforms etc. We will only do this where we believe you will be interested to hear about our venues. We will provide you with our Privacy Notice when we first contact you or within a month of obtaining your personal data. We will always give the opportunity to object or opt-out from RHSV processing your personal data in this way. 

As a prospective business client, we may collect the following information about you: 

• Contact name (if it is made publicly available) 
• Company Name 
• Company address and postcode 
• Company Email address 
• Company Telephone numbers 

Photography and filming

From time to time, we take photos and videos of events which are held in our Venues. These are normally of the setup of the room which have no guests or staff in shot. However, if people are captured in the image, we insure they are not identifiable in the photograph or video. 

If you can be identified from an image, audio or video that we wish to use to promote RHSV through advertising or via third parties, then we will ask for your consent and inform you about its use before taking the photograph or video. 

We will let those in the vicinity know with signs to inform you of any filming taking place. 

Drone use 

Drones are not permitted in our Venues when the event is open to guests or the public. They may be used to take images of the event when it is being set up as long as written permission has been given by the management at RHSV.

When drones are in use, we will let those in the vicinity know with signs and you will be able to see the marked drone operator to allow you to avoid the area if you do not want to be inadvertently filmed. 

CCTV 

We use CCTV in some areas of our Venues to prevent and detect crime and for health and safety reasons. CCTV relies on strategic placement of cameras. We have clear signage in our venues where CCTV is in operation. We periodically monitor the camera's footage and recorded footage for specific purposes and limited period. You will be able to see our cameras both in and outside of the Venues. 

For any reason you require to view our CCTV footage, our staff can view the footage on your behalf. If you have further reason to view the CCTV, this can only be for criminal investigations only and must be viewed by the police.  

Social media 

We collect information from social media sites if you have given us permission to do so or if you interact with us on one of our social media pages (for example, by liking or sharing Our Facebook page or posting a comment). 

Other Publicly available sources 

Occasionally, we collect publicly available information about certain companies so we can understand who our clients are and have a more personalised relationship with them. This may include information from public databases (such as Companies House), news or other media. 

There are some situations where we will need to collect Special Categories of Personal Data such as information relating to your health. This will only be in circumstances such as; if you have an accident in one of our Venues which we will need to record or if you tell us about a disability for us to provide you with special assistance with regards to access to our venues and buildings.

When processing Special Categories of Personal Data, we will take extra care and follow additional procedures to ensure the security and the privacy of your personal data.

Our legal basis for collecting Special Categories of Personal Data will usually be so that we can fulfil legal or regulatory requirements and in other cases it will be your explicit consent. 

We will only use your personal data if we have a legal basis to do so under the UK GDPR and based on our relationship with you.  This means that we will only process your personal data where we have your consent, or where it is necessary to perform a contract with you, to comply with our legal obligations, or where the processing of your personal information is in our legitimate interest and not overridden by your interests and legal rights. We have listed our legal basis for processing your persona data below-

Contract: When you hire our venue, you are entering into a contract with us.  We need to process and store your data to perform this contract and provide you with the service(s) that you have booked. 

Consent: When consent is required, we will always ask for your explicit consent for processing your personal data and special categories of your personal data, such as information relating to your accessibility requirements and special dietary requirements. 

Legal Obligations: There may be instances where we will be required to process or disclose personal data for health and safety compliance purposes, for example; we may need to report a serious incident to the Health and Safety Regulator, or to the police, medical professionals or to our or your insurance provider;    

Legitimate Interests: We rely on our Legitimate Interests to collect and process your personal data for purposes that are in our Legitimate Interests.  In doing so we consider that there is no overriding prejudice to you and that you would reasonably expect us to use your data in this way. You have a right to object to our processing in some cases where we rely on Legitimate Interests as such Marketing. We rely on our Legitimate Interests for the following purposes- 

• To send you information that you have requested via our website venue enquiry form or when you send us an enquiry via email regarding our venue hire and services;  
• To send you marketing emails on information and offers relating to our venues when you enquire online or at the time of booking the venue, where you have not opted out from receiving these emails from us at the time of first submitting your enquiry. You can Unsubscribe from our emails by clicking on Unsubscribe at the bottom of our marketing emails;  
• To obtain contact details of new prospective business clients from publicly available sources, such as your company website; and 
• Using CCTV to monitor and record you when attend our venues, for purposes of crime prevention and detection of crime, crowd monitoring and ensuring the health and safety of our visitors and customers. 

We will never sell your personal data. We will only share your personal data e.g. name, email and phone number, with a supplier or caterer if we have a legal basis to do so such as to fulfil the contract we have with you or where you have consented to the sharing. 

We may also share your personal data if it is necessary to comply with applicable law or respond to valid legal requests, including from law enforcement or other government agencies, for example; we may be required to disclose CCTV footage to the police in the event of an incident. We will notify you where possible and where the law permits about such sharing, but it may not always be lawful or appropriate to notify you in such instances.  

Marketing doesn’t just mean offering things to buy but also includes news and information about what we do. What information and communications you receive from us will depend on whether you are a past client, future client or have made an enquiry with us for business or private use. We aim to communicate with you about RHSV in a way that you find relevant, timely and respectful. 

If you are a client or an enquirer, we will only send you marketing where you have not opted out from receiving marketing from us about our venue hire offers and promotions, at the time of submitting your enquiry or booking a RHS venue. 

Any other RHS related marketing will only be sent to you where you have consented to receiving other RHS marketing from us. 

Third Party Marketing  

You should be aware that some of the RHSV suppliers may ask you for your consent to send you their marketing. You do not need to provide your consent to third party marketing to book an event in our Venues.   
 
If you do provide your consent to third party marketing, you should be aware that your personal data will be processed by that third party in accordance with their privacy statement (and not this RHSV privacy statement). You should read their privacy statement carefully and ensure that you are comfortable with how they may use your personal data before providing your consent. If you wish to exercise your data subject rights in relation to personal data held by a third party, you should contact that third party directly.

We will only use your personal data in accordance with this privacy policy and the applicable Data Protection Legislation.   We will notify you via this privacy policy if we change or process your personal data for other purposes other than what we have stated in this privacy policy. 

We maintain appropriate safeguards, procedures and technology to keep your personal data secure and require that third parties we choose to process your personal data do the same. 

We actively manage our use of your personal data and store it securely in the EU. We have up to date security, a comprehensive privacy programme, carry out security audits and have a dedicated Data Protection Officer to advise us. 

We keep your personal data safely for as short a time as we need it or legally have to keep it. In doing so, we: 
review the length of time we keep your personal data; 

• consider the purposes for which we hold the personal data in deciding whether (and for how long) to retain it; 
• securely delete personal data that is no longer needed for those purposes; and 
• update, archive or securely delete personal data if it goes out of date.  
• The time periods for which we retain your personal data depend on the purposes for which we use it. 

We have set destruction limits taking into account legal rules, your rights and our needs and have a continuous programme that securely destroys your personal data when we have reached the relevant time limit. 

When you make a payment to us for the venue hire by giving us your card or bank account details, we may temporarily store these details securely to process the payment as soon as possible. After the payment has been processed, we safely destroy the card or bank account details. 

Changing your preferences or opting out  

You can change your preferences in the way we communicate with you at any time by emailing rhsvenues@rhs.org.uk. In the case of marketing emails, we will always provide you with an option to unsubscribe in every email that we send you or you can opt-out by logging into your account (if you are a RHSV client). Alternatively, you can email rhsvenues@rhs.org.uk or call us on 020 7821 3650 and speak with our RHS Venues Team. 

You can also object to the way we process your data, at any time by contacting the Data Protection Officer, using the contact details at the end of this policy. 

Updating your information 

Please let us know if your personal data is inaccurate because your details have changed (for example you have moved house or company). You can do this by emailing us on rhsvenues@rhs.org.uk or calling us on 020 7821 3650. 

When updating your personal data by phone or email, we may ask you to verify your identity before we can act on your request. 

You have several legal rights in relation to your personal data. These data subject rights are the right to request: 

1. Right to be informed about the collection and use of your personal data; 
2. Access to your personal data; 
3. Rectification of your personal data; 
4. Erasure of your personal data (this right is also referred to as the 'right to be forgotten'); 
5. Restriction of our processing of your personal data; 
6. Portability of your personal data (where we process your data by automated means and under the legal basis of consent you have the right to receive this data in a structured, commonly used and machine-readable way and to transmit this to another controller); 
7. Processing of your personal data ceases (the right to object); and 
8. Not to be subject to automated decision making 
9. To exercise your rights or ask any questions please contact the Data Protection Officer. 

The Data Protection Officer 
Royal Horticultural Society 
80 Vincent Square 
London 
SW1P 2PE 
dataprotectionofficer@rhs.org.uk  

We will respond as soon as possible (and within one month of the date of receipt of your request and the information we need to respond). 

More information can be found at the website of the Information Commissioner's Office. 

Please get in touch with us if you have any questions about any aspect of this privacy policy or wish to exercise your legal rights.