Privacy Policy

Last updated: June 2026

Excellency Midlands ("we", "our", "us") is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your personal information when you visit our website (excellencymidlands.co.uk) or enquire about our services. Please read this policy carefully.

We comply with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

The data controller responsible for your personal data is:

Excellency Midlands
Stafford Park 6, Telford, Shropshire, TF3 3AT
Email: info@excellencymidlands.co.uk
Telephone: 0121 306 0231

2. What Personal Data We Collect

We may collect and process the following personal information:

• Contact information — name, email address, telephone number, and postal address when you submit a contact or booking enquiry.
• Enquiry details — the nature of your event, preferred dates, guest numbers, and any specific requirements you share with us.
• Communication records — emails, phone calls, and messages exchanged with our team.
• Technical data — IP address, browser type and version, pages visited, and time spent on the site (collected via cookies and similar technologies — see our Cookie Policy).

We do not collect sensitive personal data (such as health information, financial details, or payment card data) through this website.

3. How We Collect Your Data

We collect personal data through:

• Forms submitted on our website (contact form, book-a-viewing form)
• Direct communication via email or telephone
• Automatic data collection via cookies and analytics tools when you browse our site

4. How We Use Your Personal Data

We use your personal data for the following lawful purposes:

To respond to your enquiry (Legitimate Interest / Contract)

When you contact us or request a venue viewing, we use your information to respond to your enquiry and provide you with relevant details about our services.

To manage a booking (Contract)

If you proceed to book our venue or services, we process your data to fulfil our contractual obligations, including event planning, catering arrangements, and communication leading up to your event.

To improve our website and services (Legitimate Interest)

We analyse technical and usage data to understand how our website is used and to continually improve the experience we offer.

Marketing communications (Consent)

Where you have given us explicit consent, we may contact you with information about our services, offers, or upcoming events. You can withdraw this consent at any time by contacting us at info@excellencymidlands.co.uk.

5. How Long We Retain Your Data

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected:

• Enquiry data (not converted to a booking): up to 12 months
• Client and booking records: up to 7 years following the event date, in line with statutory accounting obligations
• Marketing consent records: until consent is withdrawn

After the relevant retention period, your data is securely deleted.

6. Who We Share Your Data With

We do not sell, rent, or trade your personal data. We may share it only with:

• Our staff and contractors — on a need-to-know basis to fulfil your booking or enquiry.
• Service providers — trusted third parties who assist us in operating our website or business (e.g. our email and form processing provider). These parties are contractually obligated to protect your data and may not use it for their own purposes.
• Legal authorities — where we are required to do so by law or in response to valid legal process.

7. International Transfers

Your personal data is stored and processed within the UK and European Economic Area (EEA). If we ever need to transfer your data outside these areas, we will ensure appropriate safeguards are in place in accordance with UK GDPR requirements.

8. Your Rights

Under UK GDPR, you have the following rights regarding your personal data:

• Right of access — to request a copy of the personal data we hold about you.
• Right to rectification — to request correction of inaccurate or incomplete data.
• Right to erasure — to request deletion of your personal data, subject to certain conditions.
• Right to restrict processing — to request that we limit how we use your data in certain circumstances.
• Right to data portability — to receive your personal data in a structured, commonly used format.
• Right to object — to object to processing based on legitimate interests, including direct marketing.
• Right to withdraw consent — where processing is based on your consent, you may withdraw it at any time.

To exercise any of these rights, please contact us at info@excellencymidlands.co.uk. We will respond within 30 days.

9. Cookies

Our website uses cookies to enhance your browsing experience and analyse site traffic. For full details on the cookies we use and how to manage them, please see our Cookie Policy.

10. Security

We take appropriate technical and organisational measures to protect your personal data against unauthorised access, alteration, disclosure, or destruction. Our website uses HTTPS encryption. However, no method of internet transmission is entirely secure, and we cannot guarantee absolute security.

11. Third-Party Links

Our website may contain links to third-party websites. We are not responsible for the privacy practices of those sites and encourage you to read their privacy policies independently.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in law or our practices. Any updates will be posted on this page with a revised "Last updated" date. We encourage you to review this page periodically.

13. Complaints

If you are unhappy with how we have handled your personal data, you have the right to lodge a complaint with the UK's supervisory authority:

Information Commissioner's Office (ICO)
Website: ico.org.uk
Helpline: 0303 123 1113

We would, however, appreciate the opportunity to address your concerns directly before you contact the ICO — please reach out to us first at info@excellencymidlands.co.uk.