Privacy Policy

This privacy notice tells you what to expect us to do with your personal information.

Contact details
What information we collect, use, and why
Lawful bases and data protection rights
Where we get personal information from
How long we keep information
How to complain

Contact details

Post

Odin Events Limited, The Orchard, Marston Meysey, SWINDON, Wiltshire, SN6 6LQ, GB

Telephone

01452757559

Email

shane@odinevents.com

What information we collect, use, and why

We collect or use the following information to provide services and goods, including delivery:

Names and contact details
Addresses
Date of birth
Purchase or account history
Account information
Website user information (including user journeys and cookie tracking)
Records of meetings and decisions
Identification documents

We collect or use the following information for the operation of customer accounts and guarantees:

Names and contact details
Addresses
Purchase history
Account information, including registration details
Information used for security purposes
Marketing preferences

We collect or use the following information for service updates or marketing purposes:

Names and contact details
Addresses
Marketing preferences
Purchase or viewing history
IP addresses
Website and app user journey information
Records of consent, where appropriate

We collect or use the following information to comply with legal requirements:

Name
Contact information
Identification documents
Financial transaction information
Criminal offence data (including Disclosure Barring Service (DBS), Access NI or Disclosure Scotland checks)
Health and safety information

We collect or use the following information for recruitment purposes:

Contact details (eg name, address, telephone number or personal email address)
Date of birth
National Insurance number
Copies of passports or other photo ID
Employment history (eg job application, employment references or secondary employment)
Education history (eg qualifications)
Right to work information
Details of any criminal convictions (eg Disclosure Barring Service (DBS), Access NI or Disclosure Scotland checks)
Security clearance details (eg basic checks and higher security clearance)

We collect or use the following personal information for dealing with queries, complaints or claims:

Names and contact details
Address
Payment details
Account information
Purchase or service history
Video recordings of public areas
Dashcam footage - outside vehicle
Witness statements and contact details
Customer or client accounts and records
Financial transaction information
Information relating to health and safety
Correspondence

Lawful bases and data protection rights

Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.

Which lawful basis we rely on may affect your data protection rights which are in brief set out below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:

Your right of access: You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for.
Your right to rectification: You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete.
Your right to erasure: You have the right to ask us to delete your personal information.
Your right to restriction of processing: You have the right to ask us to limit how we can use your personal information.
Your right to object to processing: You have the right to object to the processing of your personal data. You can read more about this right here.
Your right to data portability: You have the right to ask that we transfer the personal information you gave us to another organisation, or to you.
Your right to withdraw consent: When we use consent as our lawful basis you have the right to withdraw your consent at any time.

If you make a request, we must respond to you without undue delay and in any event within one month.

To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.

Our lawful bases for the collection and use of your data

Our lawful bases for collecting or using personal information to provide services and goods are:

Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

Our lawful bases for collecting or using personal information for the operation of customer accounts and guarantees are:

Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

Our lawful bases for collecting or using personal information for service updates or marketing purposes are:

Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

Our lawful bases for collecting or using personal information for legal requirements are:

Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

Our lawful bases for collecting or using personal information for recruitment purposes are:

Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are:

Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

Where we get personal information from

Directly from you

Privacy Notice Retention Schedule

1. Introduction

This document outlines the retention periods for various categories of personal data collected by Odin Events Limited. The retention periods are determined based on legal, regulatory, and business requirements. Once the retention period has expired, the personal data will be securely deleted or anonymized.

2. Scope

This retention schedule applies to all personal data collected, stored, processed, and disposed of by Odin Events Limited. It covers all departments and employees who handle personal data.

3. Retention Periods

3.1. Employee Data:

Data Category	Description	Retention Period	Reason
Personnel Files	Records related to employment	6 years after employment ends	Legal requirement, potential litigation
Payroll Information	Salary, tax, and benefits records	6 years	Legal requirement (e.g., HMRC in the UK)
Performance Reviews	Employee evaluations and appraisals	2 years after employment ends	Legal requirement, business purposes
Disciplinary Records	Warnings, suspensions, terminations	2 years after employment ends	Business purposes, legal requirements
Training Records	Employee training and certifications	3 years after employment ends	Business purposes, legal compliance

3.2. Client and Event Data

Data Category	Description	Retention Period	Reason
Client Contracts	Agreements with clients	6 years after contract ends	Legal requirement, potential disputes
Event Planning Documents	Event details, plans, and communications	3 years after event completion	Business purposes, reference
Client Billing Information	Invoices, payment records	6 years	Legal requirement (e.g., tax purposes)
Client Feedback and Reviews	Customer feedback and reviews	2 years after collection	Business purposes, service improvement

3.3. Marketing Data

Data Category	Description	Retention Period	Reason
Marketing Lists	Email addresses, phone numbers	Until consent is withdrawn or 2 years	Compliance with GDPR, business purposes
Campaign Analytics	Data related to marketing campaigns	2 years	Business purposes, performance analysis

3.4. Supplier and Partner Data

Data Category	Description	Retention Period	Reason
Supplier Contracts	Agreements with suppliers	6 years after contract ends	Legal requirement, potential disputes
Purchase Orders and invoices	Records of purchases and payment	6 years	Legal requirement (e.g., tax purposes)

3.5. Legal and Compliance Data

Data Category	Description	Retention Period	Reason
Legal Correspondence	Communications with legal counsel	6 years after case closure	Legal requirement, potential litigation
Regulatory Compliance Records	Data related to compliance audits	6 years	Legal requirement, business purposes

3.6. IT and Security Data

Data Category	Description	Retention Period	Reason
System Access Logs	Logs of access to systems and data	1 year	Security monitoring, forensic analysis
Data Backup Files	Backup copies of data	6 months	Disaster recovery, business continuity

4. Disposal of Data

All personal data that has reached the end of its retention period will be securely disposed of in accordance with Odin Events Limited’s data destruction policies. Data will be deleted, anonymized, or otherwise rendered irretrievable.

5. Review and Updates

This retention schedule will be reviewed annually or when significant changes to regulations or business practices occur. Changes to this schedule will be documented and communicated to relevant stakeholders.

How to complain:

If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.

The ICO’s address:

Information Commissioner’s Office

Wycliffe House Water Lane Wilmslow Cheshire

SK9 5AF

Helpline number: 0303 123 1113

Website: https://www.ico.org.uk/make-a-complaint

Last updated: 22 August 2024