Gateway House Conferencing is the data controller for personal information collected through this website and through our booking and enquiry processes. Our registered address is John Wilson Street, Woolwich, London, SE18 6QQ.

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For any data protection queries, please contact us at bookings@gatewayhouse.com.

We collect personal information when you interact with us in the following ways:

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• Submitting an enquiry or booking request via our website contact form.

• Communicating with us by email or telephone.

• Making a payment or confirming a booking.

• Registering for a co-working membership or day pass.

• Signing up for our newsletter or marketing communications.

• Visiting our website (automatically collected data such as browser type, pages visited, and session duration via cookies).

The personal information we collect may include your name, email address, telephone number, organisation name, event requirements, and payment details where applicable. Payment information is processed securely via our payment provider and is not stored by Gateway House Conferencing.

We use your personal information for the following purposes:

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• To respond to your enquiry and provide a room recommendation or quote.

• To confirm, manage, and administer your booking.

• To process payments and issue invoices.

• To manage your co-working membership or studio hire account.

• To send you booking confirmations, reminders, and relevant updates about your event.

• To improve our website, services, and communications based on how visitors use them.

• To send marketing communications where you have given your consent to receive them.

We will not use your personal information for any purpose other than those listed above without your explicit consent.

Under UK GDPR, we process your personal data on the following legal bases:

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• Contract: where processing is necessary to fulfil a booking or service agreement you have entered into with us.

• Legitimate interests: where we have a legitimate business interest in processing your data, such as responding to an enquiry you have submitted.

• Consent: where you have given us explicit consent to contact you for marketing purposes. You may withdraw this consent at any time.

• Legal obligation: where we are required to process or retain data to comply with a legal requirement.

We may contact you with information about our spaces, new services, offers, or events where you have given us consent to do so. You can opt out of marketing communications at any time by emailing us at bookings@gatewayhouse.com or by using the unsubscribe link in any marketing email we send.

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Opting out of marketing communications will not affect communications related to a confirmed booking or service agreement.

We do not sell, rent, or trade your personal information to any third party. We may share your information in the following limited circumstances:

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• With service providers who support our operations, such as payment processors, email platforms, or booking management tools, where necessary to deliver the service you have requested. These providers are contractually required to handle your data securely and in compliance with UK GDPR.

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• Where we are legally required to disclose information, for example in response to a court order or regulatory requirement.

All third parties with whom we share data are required to keep your information confidential and to use it only for the purpose for which it was shared.

We retain your personal information for as long as necessary to fulfil the purpose for which it was collected and to meet our legal obligations. In practice this means:

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• Enquiry data where no booking is made: up to 12 months.

• Booking and payment records: up to 7 years in accordance with HMRC requirements.

• Co-working and membership records: for the duration of the membership plus 2 years.

• Marketing preferences: until you withdraw consent or request deletion.

Our website uses cookies to improve your experience and to help us understand how visitors use the site. Cookies are small text files stored on your device when you visit a website.

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We use the following types of cookies:

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• Strictly necessary cookies: required for the website to function and cannot be switched off.

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• Performance cookies: collect anonymous data about how visitors use the site, such as pages visited and time spent. This data is aggregated and used to improve the website.

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• Functionality cookies: remember your preferences to improve your experience on return visits.

You can manage or disable cookies through your browser settings at any time. Disabling cookies may affect the functionality of certain parts of the website. For more information, visit www.allaboutcookies.org.

Under UK GDPR, you have the following rights in relation to your personal data:

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• Right of access: you may request a copy of the personal data we hold about you.

• Right to rectification: you may ask us to correct any inaccurate or incomplete data.

• Right to erasure: you may ask us to delete your personal data where there is no legitimate reason for us to continue holding it.

• Right to restrict processing: you may ask us to limit how we use your data in certain circumstances.

• Right to data portability: you may request your data in a structured, commonly used format.

• Right to object: you may object to processing based on legitimate interests or for direct marketing purposes.

• Right to withdraw consent: where processing is based on consent, you may withdraw it at any time without affecting the lawfulness of prior processing.

To exercise any of these rights, please contact us at bookings@gatewayhouse.com. We will respond within 30 days. You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) at www.ico.org.uk.

We take the security of your personal data seriously. We have put in place appropriate technical and organisational measures to protect your information against unauthorised access, loss, or disclosure. These include secure data storage, access controls, and regular review of our data handling practices.

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Where data is transmitted electronically, we use secure encrypted connections. However, no method of electronic transmission is entirely risk-free, and we cannot guarantee absolute security.

Our website may contain links to third-party websites. These sites have their own privacy policies, which we do not control and are not responsible for. We recommend reviewing the privacy policy of any external site you visit.

Gateway House Conferencing will never ask you to share passwords, full payment card details, or sensitive personal information by email. If you receive a suspicious communication claiming to be from us, please do not respond to it and report it to us immediately at bookings@gatewayhouse.com.

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. The date at the top of this page will always reflect when the policy was last updated. Continued use of our website following any update constitutes your acceptance of the revised policy.

If you have any questions about this Privacy Policy or how we handle your personal data, please contact us:

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Gateway House Conferencing
John Wilson Street, Woolwich, London, SE18 6QQ
Email: bookings@gatewayhouse.com
Tel: 020 8242 6683