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Protecting the privacy of customers and users.

We take care to protect the privacy of customers and users of the BGC Events website and our booking system; ‘the Site’. Detailed below is an explanation of how we use and protect the information about visitors to the Site.

Information collected about you

There are several areas on our Site where it is necessary to collect information from you. We use the information you provide purely to facilitate the services we provide on your behalf.

The personal information we collect at the most is – name, address, phone number, email address, credit card information, children’s ages as required. It will only be used for the purposes for which you provide it. The information you provide to us will be kept confidential and used only by us, your company and our third party providers as necessary to carry out your requests.

Your personally identifiable information will not be passed to any third parties without your consent and only for the purpose for which it was intended in line with your request.
We collect your information as follows:

We collect:

• your company name.
• additional information about you and your traveller preferences, including bedroom preference, hotel loyalty programs. This information is stored in the profile section of the Site.
• For the hotel booking process we will ask for your name, address, email address and other relevant personal information that may be required for us to process your requests and make your reservation. This information will be supplied to the hotels we book on your behalf.
• The billing address of the credit card that is used to purchase travel, where appropriate. We will collect credit card information including card number, card type, cardholder name, expiration date and cvv number, so that the respective hotel provider can charge you in accordance with your stay.

Holding and deleting your personal data

You have the right to request a copy of the personal information we hold about you and to have any inaccuracies corrected.
At any time, you will be able to request that all your personal data held by us should be deleted and on receiving such a request, your data will be deleted and confirmation provided within one business day(not including bank holidays or periods of office closure).
For either instance, please email to

Use of your information

Your data will not be sold, shared or rented to any outside organization for its use in marketing or solicitation. With your permission and in connection solely with the provision of our service, we will need to provide your details to service providers such as hotels and conference centres. We may also share aggregated customer information such as statistics about our customers, with third party providers, but such aggregated information will not contain any personally identifying information. Additionally, we may disclose or access your information when we believe in good faith that the law requires it.

Contact from us

With your consent, you may receive occasional email or telephone calls from us. These communications will be informational and service oriented only and will not be solicitations. You also may receive a call to follow up on a service issue you may have experienced or to confirm any modifications to your information. Your privacy will continue to be protected during these communications. You will not receive any communications from us regarding any commercial offers or advertisements at any time without your consent.


Like many companies, we may use a technology called “cookies” to enhance your experience on our site. By using this site, you agree to accept the cookies on to your device. The cookies BGC Events uses are for analytics purposes or to aid the functionality of the booking form and do not contain any personally identifiable information and cannot profile your system or collect information from your hard drive. You are not identified by name or e-mail address, other than information that you actively submit, just by a unique string of numbers that we assign the first time you come to our site.
For more information see our full cookie policy

The security of your information

Your data is stored:

In an encrypted database
On external back up hard drives, which are in a locked receptacle
On an encrypted cloud-based back-up server
On desk top computers, protected by passwords

We employ Secure Sockets Layer (SSL) software, which encrypts information you input, as an additional security measure. However, as no on-line data transmission can be guaranteed to be totally secure, we (like all web sites) cannot warrant or guarantee 100% security of any information you transmit to us at our web site.
Unfortunately, no data transmission over the internet can be guaranteed to be 100% secure. As a result, although we strive to protect your information, we cannot ensure or warrant the security of the information that you submit to us via the Site and you do so at your own risk. We also implement measures to protect your personal information off-line.

Links to other websites

Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.

Opting out

If you would like to remove your information from the secure BGC Events system then please follow this link.

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