Last updated January 2025.
This Privacy Notice applies to applies to information we may collect about you if you interact with Edenwood Place, whether that be enquiring about, or contracting our services, attending an event at our venue, being part of our Hive Club community, supplying services to us or receiving our marketing emails. It explains what personal information may be collected and how we may use it lawfully.
‘Edenwood Place’ and ‘The Hive Club’ (collectively ‘we’, ‘us’ ‘our’) operate under the same company structure and leverage shared resources, knowledge, and strategic vision to deliver exceptional experiences to our clients and Hive Club members. We take the privacy and the protection of personal information seriously. We are committed to protecting your data and complying with data protection law to its fullest extent. This Privacy Notice explains how we use and protect your personal information, to show that we are adhering to the DPA 2018 and UK GDPR, and the Privacy and E-Communications Regulations in respect of marketing compliance.
The DPA 2018 and UK GDPR requires every organisation that processes personal information to be registered with the Information Commissioner’s Office (ICO). Our registration number ZB082879 and you can find us on the Information Commissioner’s register and searching for us by using our registration number.
If you have any questions about how your personal information is used, please contact us by email on [email protected] .
We are based at Edenwood Place, 15 Old Chatham Road, Aylesford, Kent, ME2 7EZ.
The following sections explain the types of data we may collect and the legal basis, under current data protection legislation, on which this data is processed.
Types of information
The types of information that we may collect or hold about you are:
Where you respond to advertised roles, we will store your CV and any other information that you share during the recruitment process.
Most of the personal information we process is provided to us directly by you for one of the following reasons:
Service enquiry – If you enquire about our services we will collect your name, email address, and telephone number. For corporate events we may also collect details of the organisation you work, and your job title.
This information may be collected either via the website, email or telephone depending on your preferred contact method; or as a referral from a 3rd party for example when someone sends an introductory email with us copied in. As it is necessary for us to collect that data to enable us to respond to your enquiry in the way you would expect we have a legitimate interest to process that data. You can request for your information to be deleted at any time, however we might not be able to provide you with our services or a reply if your request deletion.
Contracting our services – If you contract one of our services, we will be entering into a contractual relationship with you and this is our legal basis for processing your information.
Event attendance – in attending an event or meeting at Edenwood Place, we have an obligation to ensure that we meet rigorous health and safety standards. The lawful basis we rely on for processing any direct registration or guest details is that of our Legal requirement, and it is further in our Legitimate Interest to process these details for promotional contact after your attendance.
Website traffic analytics – we use Google Analytics to monitor website traffic. In accepting cookies you are giving your Consent for this activity to happen. For more details of the cookies that we utilise, please see our dedicated section on cookies.
Promotional videography and photography – Occasionally we may undertake video or photography at Edenwood Place when you attend an event hosted here. Our Terms and Conditions require event organisers to make attendees aware that filming will take place, and how they can opt-out of having their image captured.
Transactional financial data – We are legally obligated to retain details of transactional financial data for audit purposes.
Recruitment Activities – Where you respond to roles advertised by us you may share your CV and other details about yourself. In these circumstances we rely on this being in the pre-employment stages of a Contract (Art 6(1)(b)
Hive Club Membership –
Where you apply to be a Hive Club member, it is in our Legitimate interest to hold your profile information to ensure membership fees are paid on time. As Hive club members you have unfettered access to the facilities of Edenwood Place. The entry system controls and records your access to support our Legal Health and Safety obligations but utilizes biometric information about you in the form of a digital template of your fingerprint to identify your access. We use this information on the basis of your explicit Consent.
If you are attending Edenwood Place as the guest of a client, we may be passed information about you by our client to make your visit as smooth as possible. This may include such things as dietary requirements or allergies, or details of any disability we need to be aware of to ensure that your visit is accessible and problem free.
Who may we share your information with
We, like many businesses, works in partnership with a number of third-party suppliers:
Partner | Purpose | Location
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Sonas | Event management CRM | Sonas is our event management platform/CRM which is based in Ireland and subject to the EU GDPR. We may therefore conduct a limited transfer of your information to a country that is deemed to have an adequate level of data protection. Their privacy notice is here
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Metrobank | Banking Services | We use Metrobank to fulfil our banking requirements. Metrobank are authorised by the Prudential Regulation Authority and regulated by the Financial Conduct Authority and Prudential Regulation Authority. Metro Bank PLC is an independent UK Bank and may share limited transactional data with countries located outside of the UK and the European Economic Area (EEA), such as India and the USA which have more lenient data protection laws than those of the UK. They will only make such a transfer where an appropriate transfer mechanism is in place, in compliance with applicable data protection law. In most cases, such transfers are made pursuant to the standard data protection clauses approved by the UK Parliament. Their privacy notice is here
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Xero | Accounting software | Xero are our accounting software providers. Xero are based in New Zealand but have dedicated servers and offices in the EU for EU and UK based users. Their privacy notice is here
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Microsoft | O365 / Outlook
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Like a lot of businesses, we use Microsoft Office365 to process our day-to-day administrative actions. Microsoft operate globally and default data storage to the closest geographic region to where a business is located. Their privacy notice is here
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Mail services
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We also use Google Gmail services to collectively manage our email correspondence. | |
Emerald Sky | Accountancy Services
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Our accountancy services are provided by Emerald Sky. We may be required to share limited information about you in order for audit and accounting service provision. Their privacy notice is here
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KCC | Wedding Registrar | We take delight in being a premium Kent venue for weddings. When you organize your wedding through our event services, we are required to share your details with the Kent County Council Registrar service in order for the wedding ceremony to be overseen by one of their registrants. Their privacy notice is here
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Environmental Health Office (EHO) | Accident Reporting
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If there is an accident at our venue, we are required to record all accidents and for those of a more serious nature requiring RIDDOR reports, we are required to submit them to the EHO.
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Local event suppliers | Services provision | Where a client specifically requests support, we may provide contact details with local suppliers e,g, caterers, florists |
Outside of our contracted suppliers we will only share your information where we may be legally required to do so.
How long we keep your data
We take the principles of data minimisation and removal seriously and have internal policies in place to ensure that we only ever ask for the minimum amount of data for the associated purpose and delete that data promptly once it is no longer required.
We ensure that your personal information is kept safe and secure and ensure appropriate technical and organisational security measures are in place to protect the personal data that we do hold. We apply data minimization to information and have enforced Two Factor Authentication for access to our Microsoft environment.
Where we outsource data processing, we ensure that robust and appropriate contracts are in place and of course, we excel at exacting rigorous due diligence on our suppliers.
Rights you have over your data
You have a number of rights under UK data protection law. These are listed below, along with our contact details, should you wish to make a request.
You also have the right to make a complaint if you believe we have not handled your information appropriately. We would prefer that you contact us in the first instance so we can discuss your concerns and put things right, but you also have the right to escalate your concerns at any time to the UK Regulator (The Information Commissioner’s Office) by contacting them here
If you would like to access the rights listed above, or any other legal rights you have over your data under current legislation, please get in touch with us by emailing [email protected]
Marketing
Where you may have made enquiries about our services, or go on to hold an event with us, or attended one of our promotional events we may retain your contact details for marketing purposes.
We do not spam you with marketing although we do send marketing emails from time to time – you are in control of how we communicate with you – you can opt in or out or change your preferences at any time through the ‘unsubscribe’ link at the bottom of any marketing email received. You may unsubscribe at any time by simply hitting the unsubscribe link in the email.
Cookies
We do use cookies on both our websites (Edenwood Place and The Hive Club). For a full breakdown of the cookies we use, and how you can control what cookies are dropped to your devices, please see our cookie consent and control platform
Our promise to you