Privacy Policy
Effective date: 29 April 2026
1. Who we are
VenueMap is a trading name of Venuemap Ltd (“we”, “us”, “our”). We are the data controller for personal data collected via this website and the VenueMap workspace.
Company: Venuemap Ltd (Company No. 5021287) Registered office: The Grainloft, Cuckfield Road, Ansty, Sussex RH17 5AG, United Kingdom VAT: 837587184 Contact (privacy): sacha@venuemap.co.uk Phone: 020 7627 2022 VenueMap® is a registered trade mark of Venuemap Ltd.
2. What this policy covers
This policy explains how we collect, use and protect personal data when you:
- contact us via website forms,
- create and use a VenueMap account (Wishlists, collaboration and briefs),
- interact with our cookie consent choices.
3. Personal data we collect
Information you provide to us
- Contact and enquiry forms: name, email, phone number, message and any event details you include.
- Account registration: first name, last name, email address and password (stored securely).
- Profile updates: company name and any profile information you add.
- Collaboration: collaborator email address (for invitations).
- Send Brief: your email address, selected venues and the message you write.
Workspace content and activity
- Wishlists (events), venues saved, notes and actions taken in the workspace.
Technical and usage data
- IP address and basic server log information (for security and troubleshooting).
- Usage data from analytics tools only if you consent (see section 7).
4. Where messages go
Website form submissions are sent to sacha@venuemap.co.uk.
5. How we use personal data
We use personal data to:
- provide and manage accounts and workspace features,
- respond to messages and enquiries,
- support collaboration (invites and access),
- maintain security, prevent abuse and troubleshoot issues,
- measure and improve website performance and usability (with consent where required),
- comply with legal obligations.
6. Lawful bases
We use the following lawful bases under UK GDPR:
- Contract (to provide your account and the workspace features you use).
- Legitimate interests (to run our service, respond to enquiries, keep the site secure and improve it).
- Consent (for non-essential cookies and optional measurement tools).
- Legal obligation (where we must comply with law).
You can withdraw consent for non-essential cookies at any time via Cookie settings. Withdrawing consent does not affect the lawfulness of any processing carried out before withdrawal.
7. Analytics, advertising and measurement tools
We use Google Tag Manager to manage site tags. These tools are configured so that analytics and advertising storage are denied by default until you provide consent via CookieYes.
Active identifiers on the website:
- Google Tag Manager: GTM-MPK8W5MJ
- Google Analytics (GA4): G-9BMBM31BZF and G-PS6W6EHZ6T
- Google Ads: AW-1064600515 (conversion measurement only; we are not running remarketing campaigns)
- Microsoft Clarity: active and configured to fire only once analytics consent has been granted. Clarity uses session recording and heatmap technology to capture how users interact with pages, including mouse movements, clicks and scroll behaviour.
We also use Google reCAPTCHA v3 to help protect the site from spam and abuse. reCAPTCHA collects behavioural and device data and sends it to Google for fraud scoring. This transfer is covered by Google’s data processing terms.
8. Who we share personal data with
We share personal data only where needed to run the website and service:
- Hosting and infrastructure (our hosting provider and related systems).
- Cookie consent management (CookieYes).
- Measurement and security tools (Google services including GA4, Google Ads, reCAPTCHA and Google Maps; Microsoft Clarity).
- Email delivery: website form submissions are delivered via the site’s configured email service (WP Mail SMTP). Where this routes through dotsquares.com, that provider acts as a data processor and is subject to appropriate data processing terms.
- Monitoring (website availability monitoring).
We do not sell personal data.
9. International transfers
Some providers we use, including Google and Microsoft, process data in the United States. Both operate under the UK addendum to the Standard Contractual Clauses, approved by the ICO as a lawful transfer mechanism for data leaving the UK.
10. How long we keep personal data
We keep personal data only as long as necessary for the purposes described above:
- Server logs: retained for 30 days.
- Enquiries and form messages: retained for 12 months from the date of last contact, then deleted.
- Account and workspace data: retained for the duration of your active account. If your account is inactive or closed, data is deleted within a reasonable period thereafter.
- Collaborator email addresses: retained for the duration of the relevant Wishlist or collaboration, then deleted.
- Cookie consent logs: retained by CookieYes for up to one year.
11. Your rights
Under UK GDPR you have the right to:
- Access the personal data we hold about you.
- Correct inaccurate or incomplete data.
- Delete your data (in certain circumstances).
- Restrict processing of your data (in certain circumstances).
- Object to processing based on legitimate interests.
- Data portability - receive data you have provided to us in a structured, commonly used format, where processing is based on contract or consent and carried out by automated means.
- Withdraw consent at any time for any processing based on consent, including non-essential cookies. Withdrawal does not affect the lawfulness of prior processing.
- Not be subject to solely automated decision-making that produces legal or similarly significant effects. We do not carry out such processing.
To exercise any of these rights, email sacha@venuemap.co.uk.
You also have the right to complain to the UK Information Commissioner’s Office (ICO) at ico.org.uk.
12. Changes to this policy
We may update this policy from time to time. The latest version will always be available on our website with the effective date shown at the top.
