Privacy Policy
Last updated: 27 July 2026
Bien Venue Limited (“BV Events”, “we”, “us”, “our”) operates this website and Gathero, our event management platform and iOS app. Bien Venue Limited is registered in England and Wales under company number 06510519, at 6 Plover Close, Glossop, Derbyshire, SK13 8UB. This policy is in two parts: first our website, then the Gathero platform and app.
Part 1: Our website
Who we are
Our website address is: https://www.bvevents.co.uk.
Comments
When visitors leave comments on the site we collect the data shown in the comments form, and also the visitor’s IP address and browser user agent string to help spam detection.
An anonymized string created from your email address (also called a hash) may be provided to the Gravatar service to see if you are using it. The Gravatar service privacy policy is available here: https://automattic.com/privacy/. After approval of your comment, your profile picture is visible to the public in the context of your comment.
Media
If you upload images to the website, you should avoid uploading images with embedded location data (EXIF GPS) included. Visitors to the website can download and extract any location data from images on the website.
Cookies
If you leave a comment on our site you may opt-in to saving your name, email address and website in cookies. These are for your convenience so that you do not have to fill in your details again when you leave another comment. These cookies will last for one year.
If you visit our login page, we will set a temporary cookie to determine if your browser accepts cookies. This cookie contains no personal data and is discarded when you close your browser.
When you log in, we will also set up several cookies to save your login information and your screen display choices. Login cookies last for two days, and screen options cookies last for a year. If you select “Remember Me”, your login will persist for two weeks. If you log out of your account, the login cookies will be removed.
Embedded content from other websites
Articles on this site may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website. These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracking your interaction with the embedded content if you have an account and are logged in to that website.
How long we retain your data
If you leave a comment, the comment and its metadata are retained indefinitely. This is so we can recognize and approve any follow-up comments automatically instead of holding them in a moderation queue. For users that register on our website (if any), we also store the personal information they provide in their user profile. All users can see, edit, or delete their personal information at any time (except they cannot change their username). Website administrators can also see and edit that information.
Who we share your website data with, and where it is sent
If you request a password reset, your IP address will be included in the reset email. Visitor comments may be checked through an automated spam detection service.
What rights you have over your website data
If you have an account on this site, or have left comments, you can request to receive an exported file of the personal data we hold about you, including any data you have provided to us. You can also request that we erase any personal data we hold about you. This does not include any data we are obliged to keep for administrative, legal, or security purposes.
Part 2: The Gathero platform and app
Gathero is our event management platform (plan.bvevents.co.uk) and its companion app for iOS. Event organisers use Gathero to run their events, and attendees use it to manage their registration, agenda, dietary needs and networking. For the personal data of attendees processed through Gathero, we act as a data processor on behalf of the event organiser, who is the data controller. For your Gathero account itself, and for our own use of the platform, we are the controller. If your data relates to an event you attended and you want to exercise your rights, please contact that organiser first; we will help them respond.
Information we collect
When you register for or attend an event, through the web or the Gathero app, we process on the organiser’s behalf:
- Your registration answers: name, email address, company, job title, and any custom questions the organiser adds to the form.
- Dietary requirements and allergens, for you and any guest you register. This can reveal health or religious information, so we rely on your consent.
- Travel details where the event needs them: flight and travel dates, hotel and room allocation, transfer notes, and, only where required for that event, passport and visa details. Passport details are encrypted while stored.
- Photos or signatures, only if the registration form asks for them.
- Practical records: your RSVP status, check-in time, and the IP address used to register.
- Networking activity you choose to take part in, such as appearing in the attendee directory, exchanging a contact card, or letting an exhibitor follow up after scanning your badge. These are always opt-in and never required to attend.
When you use the Gathero app specifically, we also process a device token so we can send you push notifications about your event (you can turn these off at any time in your iOS settings) and the technical information needed to keep you securely signed in. The app contains no advertising and no third-party ad tracking, we do not use Apple’s App Tracking Transparency identifier, and the app does not sell anything or take payment.
How we use your information, and our legal basis
| What we do | Legal basis |
|---|---|
| Register you and manage your place, seating, catering and travel | Performing our contract, or taking steps at your request |
| Dietary and allergen information | Your explicit consent (it may reveal health or religious information) |
| Event emails such as confirmations, joining instructions and updates | Our legitimate interest in running the event |
| Optional networking: directory listing, contact exchange, exhibitor follow-up | Your consent, always opt-in |
| Push notifications in the app | Your consent (you enable them on your device) |
| Feedback and session ratings | Legitimate interest, or consent where the survey says so |
| Aggregate reporting and analytics that never single you out | Our legitimate interest in evaluating the event |
Payments
Some events let you pay for optional extras, such as a self-funded hotel room or an additional night’s accommodation. These payments are made on the web, through Stripe’s secure hosted checkout page that opens in your browser. Payments are never taken inside the Gathero iOS app. Your card details are entered directly on Stripe’s page and never reach our servers.
Who we share your Gathero data with
We do not sell your personal data and we do not use it for advertising. We share it only with the event organiser and the BV Events staff supporting the event; the venue and caterers, who receive dietary and allergen information only; other attendees or exhibitors, but only where you opt in to a contact exchange or a badge scan; and the service providers below, who process data on our instructions.
| Provider | What they do | Where they process |
|---|---|---|
| Amazon Web Services | Hosts the platform, database and uploaded files | London, UK |
| Mailjet | Sends event and account emails | EU and elsewhere |
| Apple (APNs) | Delivers push notifications to the Gathero iOS app | Apple infrastructure |
| Stripe | Takes card payments for accommodation through a secure checkout page in your web browser, never inside the app. Card details are entered on Stripe’s page and never reach our servers | Stripe infrastructure |
| Plausible Analytics | Cookieless analytics for our Gathero marketing and enquiry pages only, never the delegate hub or the app | EU |
| HubSpot | Only where an organiser chooses to sync their event data into their own CRM | HubSpot infrastructure |
Some of these providers may process data outside the UK. Where they do, the transfer is protected by appropriate safeguards, such as UK adequacy regulations or the UK International Data Transfer Agreement.
How long we keep your Gathero data
- Passport and visa details are deleted 90 days after the event ends.
- Other registration data is anonymised within 24 months of the event ending (an organiser may choose a shorter period), after which only anonymous aggregate statistics remain.
- Deletion and anonymisation run automatically on the platform, so you do not have to ask.
Your rights, and how to contact us
Under UK data protection law you can ask to access, correct, delete or receive a copy of your data, object to or restrict its use, and withdraw any consent at any time. In the Gathero app and the delegate hub you can update your details and delete your account directly. To exercise any right, contact us at privacy@bvevents.co.uk, or the event organiser where your data relates to an event. You can also complain to the Information Commissioner’s Office at ico.org.uk.
Gathero is intended for business events and is not aimed at children; we do not knowingly collect data from anyone under 16. We may update this policy from time to time, and where a change materially affects event attendees we will make it known through the event organiser. Bien Venue Limited, 6 Plover Close, Glossop, Derbyshire, SK13 8UB. Email: privacy@bvevents.co.uk.