Legal
Privacy Notice.
1. Who we are
Venture Run is operated by [CONTROLLER LEGAL NAME], [REGISTRATION NUMBER, IF APPLICABLE], of [POSTAL ADDRESS] ("Venture Run", "we", "us"). We are the controller of the personal information described in this notice unless another organisation tells you it is acting as a separate controller.
Questions or rights requests: contact@venturerun.org, with the subject "Privacy".
2. Scope
This notice applies when you visit venturerun.org, contact us, join our mailing list, enquire about sponsoring or contributing, register for or attend London Venture Run, request an adjustment, appear in event photography or recordings, or otherwise interact with us.
Luma and payment providers process some information under their own privacy notices. A venue, co-host, or partner may also act as a separate controller when it collects information directly for its own stated purpose. We will identify that arrangement at the point of collection where relevant.
3. Information we collect and why
| Activity / data | Purpose | Usual UK GDPR lawful basis |
|---|---|---|
| Website request, device, security and limited log data | Deliver and secure the site; prevent fraud and abuse; diagnose faults | Legitimate interests in operating a safe, reliable website |
| Name, email, organisation, role, profile link, and enquiry text | Respond to sponsor, speaker, community, press, volunteer, supplier, venue, or general enquiries; assess and organise proposed involvement | Steps at your request before a contract; performance of a contract; and/or legitimate interests |
| Registration, pass, ticket, attendance, check-in and event-choice data received through Luma | Administer admission, capacity, communications, safety, schedules, and the participant relationship | Contract; steps before a contract; legitimate interests in event administration; and legal obligations where applicable |
| Transaction and accounting records | Process or reconcile payment, refunds, invoices, tax, and financial records | Contract and legal obligation |
| Optional mailing-list email and preferences | Send requested London Venture Run news and announcements | Consent. You may withdraw at any time |
| Accessibility, dietary, health, or support information you choose to give | Plan reasonable adjustments, safe participation, or an appropriate response | Consent and, where special-category data is involved, explicit consent |
| Photographs, video, audio, quotations, and project documentation | Document and communicate the event | Consent or legitimate interests depending on context |
| Incident, conduct, safeguarding, or complaint information | Maintain safety, investigate concerns, enforce terms, keep necessary records, and protect legal rights | Legal obligation; legitimate interests; vital interests in emergencies |
| Optional analytics information | Understand aggregate site performance and improve navigation and content | Consent for non-essential storage/access |
We will not use information collected for an enquiry to add you to marketing unless you separately choose the optional, unchecked marketing box or another lawful basis clearly applies.
4. If you do not provide information
Fields marked required are needed to answer the enquiry, process registration, provide admission, or make the requested arrangement. If you do not provide them, we may be unable to respond or deliver that service.
5. Where information comes from
We usually receive information directly from you. We may also receive it from Luma, a ticket purchaser registering on your behalf, an organisation proposing you as a speaker or contributor, a co-host or venue, public professional sources, or people reporting an incident.
6. Who receives information
We share only what is reasonably necessary with:
- Luma for calendar, membership, registration, communications, and check-in;
- payment processors made available through Luma, such as Stripe, for paid transactions;
- [CONFIRMED PROVIDERS] for hosting, security, form delivery, email, mailing lists, operational databases, and consented analytics;
- venues, co-hosts, facilitators, access providers, security, or production teams where they need information to deliver a specific event or adjustment;
- professional advisers, insurers, auditors, regulators, emergency services, courts, or law-enforcement bodies where necessary and lawful;
- a successor organisation in a genuine restructure or transfer, subject to appropriate safeguards.
We do not give participant contact details to sponsors or partners for their own marketing unless the participant gives separate, specific permission. We do not sell personal information.
7. International transfers
Some providers may process information outside the United Kingdom. Where UK data-protection law requires it, we use an adequacy regulation or appropriate safeguards such as the UK International Data Transfer Agreement or UK Addendum, and assess supplementary protections.
8. Retention
| Record | Intended period |
|---|---|
| General enquiries | Up to 24 months after the last meaningful contact |
| Unsuccessful proposals | Up to 12 months after the relevant event |
| Registration, attendance and check-in records | Up to 24 months after the event |
| Contracts, invoices, payments, refunds, and tax records | Usually 6 years after the relevant accounting period |
| Accessibility, dietary, and similar sensitive operational data | Delete or de-identify within 30 days after the relevant event |
| Mailing list | Until you unsubscribe |
| Consented raw analytics identifiers | No more than 13 months |
| Routine security/form logs | Usually up to 90 days |
| Conduct, safeguarding, insurance, or legal records | According to the seriousness and limitation periods |
We may retain anonymous aggregate statistics that no longer identify an individual.
9. Security
We use proportionate technical and organisational measures including access controls, least-privilege administration, encryption in transit, provider review, backups where appropriate, secure secret handling, software updates, incident procedures, and staff/volunteer access rules. No internet service can guarantee absolute security.
10. Your rights
Depending on the circumstances, you may have rights to access, correct, erase, restrict, or object to our use of your information; receive certain information in a portable form; and withdraw consent without affecting earlier lawful processing. You may also object to direct marketing at any time.
Email contact@venturerun.org with the subject "Privacy request". We may need to verify identity and clarify the request. We normally respond within one month.
You may complain to the UK Information Commissioner's Office at ico.org.uk/make-a-complaint.
11. Children
The public website is not designed to collect information knowingly from children without an appropriate event rule and safeguarding arrangement. The final age and guardian rules for London Venture Run 2027 will be stated before registration opens.
12. Automated decisions
We do not intend to make decisions with legal or similarly significant effects solely by automated means. If this changes, we will explain the logic, significance, and rights at the relevant point.
13. Changes
This notice is effective [EFFECTIVE DATE]. We will post material changes here and, where appropriate, notify registered participants or subscribers.