C & A Events Limited

operaing under the trading name The Oxford Rose

Privacy Policy

This Privacy Policy applies between you, the User of this Website and C & A Events Limited, trading as The Oxford Rose, the owner and provider of this Website.  C & A Events Limited takes the privacy of your information very seriously and is committed to protecting it.  This privacy policy applies to our use of any and all Data collected by us or provided by you in relation to your use of the Website and subsequent Purchases you may make.

This privacy policy should be read alongside, and in addition to, our Terms and Conditions, which can be found at: www.oxfordrose.co.uk/terms-and-conditions.

1.  Definitions and interpretations.

1.1  In this privacy policy, the following definitions are used:

Data.  Collectively all information that you submit to C & A Events Limited via the Website.  This definition incorporates, where applicable, the definitions provided in the Data Protection Laws;

Cookies.  A small text file placed on your computer by this Website when you visit certain parts of the Website and/or when you use certain features of the Website.  Details of the cookies used by this Website are set out in the paragraph below (Cookies);

Data Protection Laws.  Any applicable law relating to the processing of personal Data, including but not limited to the Directive 96/46/EC (Data Protection Directive) or the GDPR, and any national implementing laws, regulations and secondary legislation, for as long as GDPR is effective in the UK;

GDPR.  The General Data Protection Regulation (EU) 2016/679;

C & A Events Ltd, The Oxford Rose, We or Us.  C & A Events Ltd, trading under The Oxford Rose, a company incorporated in England and Wales with registered business number 10829460 whose registered office is Kineton House, 31 Horse Fair, Banbury, Oxfordshire OX16 0AE;

User or you.  Any third party that accesses the Website and is not either (i) employed by C & A Events Ltd. and acting in the course of their employment or (ii) engaged as a consultant or otherwise providing services to C & A Events Ltd. and accessing the Website in connection with the provision of such services; and

Website.  The website that you are currently using, www.oxfordrose.co.uk, and any sub-domains of this site unless expressly excluded by their own terms and conditions.

1.2  In this policy, unless the context requires a different interpretation:

The singular includes the plural and vice versa;

References to sub-clauses and clauses are to be sub-clauses and clauses of this privacy policy;

A reference to a person includes firms, companies, government entities, trusts and partnerships;

“including” is understood to mean “including without limitation”;

The headings and sub-headings do not form part of this privacy policy.

2.  Scope of this privacy policy.

For the purpose of the applicable data protection laws (The General Regulation of Data Protection (Regulation (EU) 2016/679) (GDPR), together with any implementing legislation, in particular, the Data Protection Act 2018), the company responsible for your personal information is C & A Events Limited.  This policy is incorporated into C & A Events Limited Terms and Conditions (www.oxfordrose.co.uk/terms-and-conditions) and applies to information obtained by us through your use of the information, software, products and services made available through oxfordrose.co.uk website.

3.  Collection of your information.

C & A Events Limited collects information that, alone or in combination with other data, could be used to identify you (personal information), such as your e-mail address, name, physical address, telephone number, or employment information.  If you make a purchase with C & A Events Limited, we will collect and store your billing and credit card information.  C & A Events Limited will collect your personal information in a number of ways, including when you contact us through the website, by telephone, post or e-mail or by other means as set out below.

3.1  Information you provide when you make a booking with us.  When you book the Oxford Rose for your event you voluntarily give us certain Personal Information, this will include your contact details:

Name

E-mail address

Telephone number

Billing information, if you make a purchase from us.  This is required to complete a commercial transaction.

3.2  Information from third parties.  We collect Personal Information from third parties such as social media networks. We use this information to source potential customer leads.  Social networks we operate on include:

Facebook

Instagram

Twitter

3.3  Other information we collect.  We also collect Personal Information as you use the Website:

User Content.  This consists of all text, documents, contents or information uploaded, entered, or otherwise transmitted by you in connection with your use of the Website.

Please keep in mind that if you directly disclose personal information through the Website’s public message board, this information will be available for anyone on the internet to review and see.

3.4  Automatically collected information.  When you visit our website, we automatically collect information about your computer hardware and software such as your IP address, browser type, domain name, access time, operating system, cookie information, referring website addresses, pages visited, links clicked, text entered, mouse movements, and Internet Service Provider.  We analyse and use this information to better understand how our users use the service, to maintain and improve our service, and in some cases, to publicly disclose aggregated statistics regarding our service.

4.  Use of Your Personal Information.

C & A Events Limited collets and uses your personal information as necessary to perform our contract with you for our legitimate interests, including to;

Operate the Website and deliver the services we provide.

Communicate with you about the hire of the Oxford Rose and services we provide.

Publicly disclose aggregated statistics regarding our users’ use of our services.

When we process a payment made by you, we process your Personal Information to prevent or detect fraud, including fraudulent payments and fraudulent use of the website.  The legal basis of this processing is compliance with our legal obligations.

5.  Storage of Personal Information.

Unless a longer retention period is required or permitted by law, we will only hold your Personal Information on our systems for the period necessary to fulfil the purposes outlined in this Policy, or until you request that the information be deleted in accordance with your rights of erasure (see “Your Rights” section below).

Even if we delete your Personal Information, we reserve the right to maintain a copy for legal, tax or regulatory purposes, but in such event, we will do so only as long as necessary to fulfil those legal, tax or regulatory purposes.  Please contact the Data Protection Officer at info@oxfordrose.co.uk for more information.

6.  Personal Information Access and Disclosure.

We will only disclose Personal Information to third parties:

When we require a Temporary Events Notice from the local authority; or

When we use vendors, lawyers and service providers to assist is in meeting business or operating needs, such as requesting legal services, hosting our Website, communicating with users, delivering and improving our service, E-mail communications, invoicing and payments, customer support services and analytics.  These service providers may only access, process or store Personal Information pursuant to our instructions and to perform their duties to us, and in accordance with applicable laws and regulations; or

When we have your explicit consent to share your Personal Information; or

When we determine that disclosure is required to protect the rights, property, or personal safety of C & A Events Limited and users of the Website, or to respond to lawful warrants, or requests by public or regulatory authorities, including requests by law enforcement authorities; or

If we sell some or all of our business assets, we may disclose your Personal Information to the prospective seller or buyer of our business or assets, and if the transaction closes, then your Personal Information may be transferred to the buyer.

We may only disclose Personal Information to a member of our group, which means our ultimate holding company (C & A Events Limited), and its subsidiaries, as defined in section 1159 of the Companies At 2006.

7.  Transfers outside of the EEA.

Currently we do not transfer Data outside of the EEA.

8.  Use of Cookies.

The Website uses "Cookies" to help you personalise your online experience. A Cookie is a text file that is placed by us on your hard drive by a web page server. Our Cookies do not run programs or deliver viruses to your computer. Cookies are uniquely assigned to your computer, and can only be read by a web server in the domain that issued the cookie to your computer.

8.1  One of the primary purposes of Cookies is to provide a convenient feature to save you time. The Cookie tells the server that you have returned to a specific page. For example, if you personalise the Website pages, or register with the Website, a Cookie helps the Website recall your specific information on subsequent visits. This simplifies the process of recording your Personal Information, such as your billing address or site preferences. When you return to the same Website, the information you previously provided can be retrieved, so you can easily use the Website features that you customised.

We may place the following Cookies:

Strictly necessary Cookies. These are Cookies that are required for the operation of the Website. They include, for example, Cookies that enable you to log into secure areas of our Website or make use of e-billing services.

Analytical/performance Cookies. They allow us to recognise and count the number of visitors and to see how visitors move around the Website when they are using it. This helps us to improve the way our Website works, for example, by ensuring that users are finding what they are looking for easily.

Functionality Cookies. These are used to recognise you when you return to the Website. This enables us to personalise our content for you.

If you want to check or change what types of Cookies you accept, this can usually be done within your browser settings. Please note that third parties (including, for example, advertising networks and providers of external services like web traffic analysis services) may also use cookies, over which we have no control.

8.2  How to reject Cookies.  If you do not want to receive Cookies, you can usually choose to opt-out by modifying your browser settings to decline them. If you choose to decline Cookies, you may not be able to access all or parts of, or to fully experience the interactive features of, the Oxford Rose services or web pages you visit.

For more information generally on Cookies, including how to disable them, please refer to www.aboutcookies.org. This site also provides details on how to delete Cookies from your computer.

9.  Data Security and Integrity.

C & A Events Limited is committed to taking all reasonable and appropriate steps to protect the Personal Information that we hold from misuse, loss, or unauthorised access. We do this by using a range of technical and organisational measures including measures to deal with any suspected data breach. If you suspect any misuse or loss or unauthorised access to your personal information, please let us know immediately.

The Website is designed to secure the Personal Information you provide on computer servers in a controlled, secure environment, with protections from unauthorised access, use or disclosure. When Personal Information (such as a credit card number) is transmitted to other websites, it is protected through the use of encryption, such as the Secure Socket Layer (SSL) protocol.

However, while we do our best to protect your Personal Information, we cannot guarantee the security of all data which is transmitted to the Website or to another website via the Internet or similar connection. If we have given you (or you have chosen) a password to access certain areas of the Website, please keep this password safe.

10.  Your Rights.

Under the GDPR, you have various rights in relation to your Personal Information, such as the rights of access, rectification, restriction, objection, portability, and erasure. Please note that these rights are subject to certain limitations set forth in applicable law.

To exercise these rights, please contact our Data Protection Officer. We will seek to deal with your request without undue delay, and in any event in accordance with the requirements of applicable laws. Please note that we may keep a record of your communications to help us resolve any issues you raise.

You also have the right to lodge a complaint with your local supervisory authority (for UK residents this is the Information Commissioner’s Office, or ICO) if you believe we have failed to meet our obligations regarding your Personal Information.

11.  Links to Third Party Websites.

Our Website includes links to other websites whose privacy practices are not under the control of C & A Events Limited. If you submit Personal Information to any of those websites, your information is governed by their privacy policies. We encourage you to carefully read the privacy policy on any website that you visit.

12.  Children.

We do not intend to solicit or collect Personal Information from anyone under the age of 18. If you are under 18, do not enter information on this Website or engage our services. If you believe a child or yours under the age of 18 has entered Personal Information, please contact us to have the data removed.

13.  Changes to this Policy.

We will occasionally update this Policy to reflect company and customer feedback.  C & A Events Limited encourages you to periodically review this Policy to be informed of how we are protecting your Personal Information.

14.  Contact Information.

C & A Events Limited welcomes your comments regarding this Policy.  Please contact us at info@oxfordrose.co.uk, or write to us at:

Data Protection Officer
The Oxford Rose
17 Bridge Street
Oxford
OX2 0BA