Privacy Policy

Introduction

The Event Space ("The Event Space", "we", "our", or "us") provides event venue rental, event coordination, and related event services in Bermuda.

We respect your privacy and are committed to handling personal information lawfully, fairly, responsibly, and securely.

This Privacy Policy explains:

• What personal information we collect.
• Why we collect personal information.
• How we use personal information.
• When information might be disclosed.
• How information is protected.
• How long information is retained.
• Your rights concerning your personal information.
• How to submit a privacy request or complaint.

This Privacy Policy is intended to comply with Bermuda's Personal Information Protection Act 2016 ("PIPA"), as amended by the Personal Information Protection Amendment Act 2023.

Section 5 of PIPA requires organisations to adopt suitable measures and policies to give effect to their obligations and the rights of individuals under PIPA.

By submitting an enquiry, requesting a quotation, making a booking, entering into an agreement with The Event Space, or otherwise providing personal information to us, you acknowledge the practices described in this Privacy Policy.

Responsibility for Personal Information

For purposes of PIPA, The Event Space is responsible for personal information within its custody or control.

Section 5(3) of PIPA provides that where an organisation engages a third party in connection with the use of personal information, the organisation remains responsible for ensuring compliance with PIPA.

Section 5(4) requires an organisation to designate a representative, referred to as a Privacy Officer, with primary responsibility for compliance with PIPA and communications with the Privacy Commissioner.

Privacy enquiries should be directed to:

Definition of Personal Information

Section 2 of PIPA defines "personal information" as information about an identified or identifiable individual.

The information we collect depends upon how you interact with The Event Space and the services you request.

Personal Information We Collect

When you submit an enquiry, request a quotation, make a booking, communicate with us, or use our services, we might collect information including the following.

• First name.
• Last name.
• Email address.
• Telephone number.
• Business or organisation name, where applicable.
• Preferred method of communication.

We might collect information concerning the event you are planning, including:

• Event type.
• Requested event date.
• Event duration.
• Expected number of guests.
• Venue requirements.
• Seating or room configuration.
• Event description.
• Special requests.
• Requested services.
• Scheduling requirements.
• Setup and breakdown requirements.

Event types might include:

• Birthday celebrations.
• Weddings.
• Receptions.
• Corporate meetings.
• Training sessions.
• Private functions.
• Community events.
• Social events.
• Celebrations.
• Other permitted events.

We might collect:

• Estimated event budget.
• Quotation information.
• Booking value.
• Deposit information.
• Invoice information.
• Payment status.
• Refund information.
• Contract information.

Where payments are processed by an independent payment provider, payment card information might be submitted directly to the provider rather than stored by The Event Space.

Where additional services are requested, we might record your preferences relating to:

• Decorations.
• Audio and visual equipment.
• DJ or entertainment services.
• Catering.
• Bar services.
• Event coordination.
• Furniture.
• Equipment.
• Security.
• Photography or videography.
• Other event-related services.

We might retain communications relating to your enquiry or event, including:

• Enquiry forms.
• Email correspondence.
• Booking instructions.
• Telephone notes.
• Changes to event requirements.
• Customer service communications.
• Complaints or dispute-related correspondence.

Information We Do Not Request Through General Enquiry Forms

Our general event enquiry forms are not intended for the submission of sensitive personal information.

Section 7 of PIPA provides specific protections concerning sensitive personal information.

Where sensitive personal information becomes necessary for a legitimate purpose, we will handle such information in accordance with PIPA and apply safeguards appropriate to its sensitivity.

Website and Technical Information

When you visit our website, limited technical information might be generated automatically by our website, hosting environment, security services, or analytics technology.

This information might include:

• IP address.
• Browser type.
• Device type.
• Operating system.
• Date and time of access.
• Pages viewed.
• Referring website.
• Session information.
• Website performance information.
• Security logs.
• Error information.

We use such information where necessary for:

• Website operation.
• Cybersecurity.
• Fraud prevention.
• Diagnosing technical problems.
• Website performance.
• Aggregated usage analysis.

We do not use technical information to create unnecessary profiles of visitors.

Conditions for Using Personal Information

Section 6 of PIPA establishes the conditions under which an organisation is permitted to use personal information. The condition applicable to your information depends upon the circumstances.

Under Section 6(1)(a), personal information might be used with the consent of the individual where the organisation is reasonably able to demonstrate that the individual knowingly consented.

For example, when you submit an event enquiry and provide your contact information, we use the information to respond to the request you initiated.

Section 6(2) also establishes requirements concerning consent mechanisms.

Section 6(1)(c) permits personal information to be used where necessary:

• For the performance of a contract to which the individual is a party.
• To take steps requested by the individual with a view to entering into a contract.

This applies to activities such as:

• Preparing quotations.
• Reserving dates.
• Processing bookings.
• Preparing venue agreements.
• Coordinating events.
• Providing contracted services.
• Managing payments.

For information other than sensitive personal information, Section 6(1)(b) permits certain uses where a reasonable person, giving due weight to the sensitivity of the information, would consider that the individual would not reasonably be expected to request that the use begin or cease and where the use does not prejudice the individual's rights.

Section 6(1)(d) permits personal information to be used pursuant to a provision of law authorising or requiring such use.

We might therefore retain, use, or disclose information where required to meet applicable legal, regulatory, accounting, taxation, court, insurance, or other lawful requirements.

Section 6(1)(f) permits personal information to be used where necessary to respond to an emergency threatening the life, health, or security of an individual or the public.

How We Use Personal Information

Sections 9 and 10 of PIPA require organisations to identify the purposes for which personal information is used and limit its use accordingly.

We might use personal information to:

• Respond to enquiries.
• Determine venue availability.
• Prepare quotations.
• Prepare proposals.
• Discuss event requirements.
• Reserve event dates.
• Process bookings.
• Prepare agreements.
• Coordinate venue access.
• Plan room layouts.
• Coordinate event schedules.
• Arrange requested services.
• Communicate with suppliers.
• Issue invoices.
• Confirm payments.
• Manage deposits.
• Process refunds.
• Communicate booking changes.
• Provide customer support.
• Maintain business records.
• Resolve complaints.
• Resolve contractual disputes.
• Meet applicable legal requirements.
• Protect our website and systems.
• Improve our services.

We will not use personal information for materially unrelated purposes unless another condition permitted under PIPA applies.

Purpose Limitation

Section 10 of PIPA establishes the principle of purpose limitation.

Personal information collected for an event enquiry will primarily be used to manage the enquiry and related booking process.

Personal information collected for an event booking will primarily be used to administer and provide the contracted services.

We will not repurpose information for unrelated activities without an appropriate basis under PIPA.

Proportionality

Section 11 of PIPA requires personal information to be adequate, relevant, and not excessive in relation to the purposes for which the information is used.

The Event Space therefore seeks to collect only information reasonably necessary to:

• Respond to your enquiry.
• Understand your event requirements.
• Prepare a quotation.
• Manage your reservation.
• Deliver requested services.
• Meet applicable administrative or legal obligations.

Accuracy of Information

Section 12(1) of PIPA requires organisations to ensure personal information is accurate and kept up to date to the extent necessary for its intended use.

We take reasonable steps to maintain accurate customer and booking information.

You should notify us where relevant information changes, including:

• Contact information.
• Event dates.
• Guest numbers.
• Event requirements.
• Billing details.

Disclosure and Sharing

We do not sell personal information. We do not rent personal information. We do not provide customer information to unrelated organisations for their independent marketing purposes.

Personal information might be disclosed to third parties where reasonably necessary to provide services requested by you. Recipients might include:

• Employees.
• Event coordinators.
• Contractors.
• Caterers.
• Decorators.
• DJs.
• Entertainment providers.
• Audio and visual technicians.
• Security providers.
• Bar service providers.
• Photographers.
• Videographers.
• Payment processors.
• Website service providers.
• Cloud or email service providers.
• Accountants.
• Insurers.
• Professional advisers.

Only information reasonably required for the relevant service should be provided.

Section 5(3) of PIPA provides that engaging a third party does not remove an organisation's responsibility for compliance with PIPA.

Overseas Transfers

Some website hosting, cloud storage, email, payment, communications, or technology providers might process information outside Bermuda.

Section 15 of PIPA governs transfers of personal information to overseas third parties.

Before transferring personal information to an overseas third party, we will consider the level of protection provided by the recipient. Where required, appropriate measures might include:

• Contractual protections.
• Vendor assessments.
• Privacy and security requirements.
• Technical safeguards.
• Corporate privacy requirements.
• Other safeguards permitted under PIPA.

Marketing

Submitting an event enquiry does not automatically mean you have agreed to receive unrelated promotional communications.

Where personal information is used for marketing based upon consent or another permitted condition, appropriate controls will be provided.

Section 19(6) of PIPA permits an individual to request that an organisation cease, or not begin, using personal information for:

• Advertising.
• Marketing.
• Public relations.

Section 19(7) requires the organisation to cease, or not begin, such use upon receiving the request. Marketing requests should be sent to:

Cookies and Similar Technologies

Our website might use cookies or similar technologies for:

• Essential website functionality.
• Security.
• Session management.
• User preferences.
• Website performance.
• Aggregated analytics.

We do not intend to use cookies to create unnecessary behavioural profiles of visitors.

Where non-essential tracking or analytics technologies are introduced, appropriate notice and controls will be implemented where required.

You might also control cookies through your browser settings.

Retention of Personal Information

Section 12(2) of PIPA requires organisations to ensure personal information is not kept for longer than necessary for its use.

The Event Space retains information according to:

• The purpose for which it was collected.
• The status of the enquiry or booking.
• Contractual requirements.
• Accounting requirements.
• Tax requirements.
• Insurance requirements.
• Legal obligations.
• Potential disputes or claims.

Information relating to completed bookings might therefore need to be retained after the event.

Enquiries that do not result in bookings will be reviewed and deleted or anonymised when no longer reasonably required.

Records that have reached the end of their required retention period will be securely deleted, destroyed, or anonymised as appropriate.

Security Safeguards

Section 13 of PIPA requires organisations to protect personal information against risks including:

• Loss.
• Unauthorised access.
• Unauthorised destruction.
• Unauthorised use.
• Unauthorised modification.
• Unauthorised disclosure.
• Other misuse.

Section 13 also requires safeguards to be proportionate to the likelihood and severity of potential harm, the sensitivity of the information, and the circumstances in which the information is held.

Our safeguards might include:

• Secure website connections.
• Password-protected systems.
• Restricted administrative access.
• Access controls.
• Secure cloud services.
• Staff confidentiality requirements.
• Software security updates.
• Appropriate backup procedures.
• Secure disposal procedures.
• Security monitoring where appropriate.

Security Breaches

Section 14 of PIPA establishes obligations concerning certain breaches of security.

Where a security breach leads to the loss, unlawful destruction, unauthorised disclosure of, or unauthorised access to personal information and is likely to adversely affect an individual, Section 14 requires the responsible organisation, without undue delay, to:

• Notify the Privacy Commissioner.
• Then notify affected individuals.

The notification to the Privacy Commissioner must describe:

• The nature of the breach.
• Its likely consequences.
• Measures taken or proposed to address the breach.

The Event Space will investigate suspected privacy and security incidents and take appropriate steps to contain and address them.

Children's Information

The Event Space website and online enquiry process are intended primarily for adults arranging events.

We do not knowingly request children to complete booking or general event enquiry forms.

Where an event involves children, the responsible adult, parent, guardian, school, club, organisation, or event organiser should provide necessary booking information.

Section 16 of PIPA contains specific requirements concerning children's personal information in connection with an "information society service." For Section 16, PIPA defines a child as an individual under 14 years of age.

Where an information society service is targeted at children, or where we have actual knowledge that personal information about children is being used, and consent is relied upon, Section 16 requires consent from a parent or guardian before the child's personal information is collected or otherwise used.

PIPA also requires reasonable procedures to verify whether an individual is a child where appropriate and requires children's privacy notices to be understandable and appropriate to their age.

Your Right to Access Personal Information

Section 17 of PIPA provides individuals with rights concerning access to their personal information.

Subject to statutory exceptions, you might request access to:

• Personal information about you within our custody or control.
• The purposes for which your information has been and is being used.
• The persons or types of persons to whom your information has been disclosed and the circumstances of disclosure.

PIPA contains circumstances in which access might be refused or information redacted, including where disclosure would reveal information concerning another individual or legally privileged information.

Correction of Personal Information

Section 19 permits an individual to make a written request for correction of an error or omission in personal information under an organisation's control.

Where an error or omission is established, we will correct the information as soon as reasonably practicable.

Where reasonable, corrected information will also be communicated to organisations to which the incorrect information was previously disclosed.

The Personal Information Protection Amendment Act 2023 amended PIPA's terminology from "rectification" to "correction."

Requests to Cease Certain Uses

Section 19 provides additional rights concerning the use of personal information.

You might request that we cease or not begin using your information for:

• Advertising.
• Marketing.
• Public relations.

Section 19 also provides a process for requesting that use cease where the use is causing or is likely to cause substantial damage or substantial distress.

We will respond to such requests in accordance with PIPA.

Erasure and Destruction

Section 19(10) permits an individual to request erasure or destruction of personal information where the information is no longer relevant for the purposes of its use.

Upon receiving an applicable request, we will either:

• Erase or destroy the identified information.
• Provide written reasons explaining why continued use is justified.

Certain information might need to remain in our records where retention is required for legal, contractual, accounting, insurance, taxation, or dispute-resolution purposes.

Making a Privacy Request

Section 20 of PIPA establishes procedures for requests made under Sections 17, 18, and 19.

A request should:

• Be submitted in writing.
• Identify the person making the request.
• Provide sufficient detail to identify the relevant personal information.
• Explain the action being requested.

We will promptly acknowledge receipt of a request. Subject to PIPA, a completed request will ordinarily receive a response within 45 days.

Section 20 permits an extension of up to 30 additional days in specified circumstances, including where:

• A large volume of information must be searched.
• Compliance within the initial period would unreasonably interfere with operations.
• Consultation with a third party is required.

Where the response period is extended, we will provide the reason for the extension and the expected response date.

Complaints

If you believe we have failed to handle your personal information in accordance with PIPA, contact us first so the matter may be reviewed.

Part 5 of PIPA also establishes rights to seek review or initiate a complaint with the Office of the Privacy Commissioner for Bermuda.

Nothing in this Privacy Policy limits rights available to an individual under PIPA.

Privacy Notice Requirements

Section 9 of PIPA requires an organisation to provide individuals with a clear and easily accessible privacy notice concerning its personal information practices.

Among other matters, Section 9 requires information concerning:

• The fact that personal information is being used.
• The purposes for which information is or might be used.
• Persons or organisations to whom information might be disclosed.
• The identity and location of the organisation.
• Contact information concerning the handling of personal information.
• The Privacy Officer.
• Available choices and mechanisms concerning access, correction, blocking, erasure, destruction, and limitation of use.

This Privacy Policy serves as The Event Space's general website privacy notice.

Additional notices might be presented where a particular form, service, booking process, or activity requires further information.

Changes to This Privacy Policy

We will review this Privacy Policy periodically and update it where necessary because of:

• Changes to our services.
• Changes to website functionality.
• Changes to information-handling practices.
• New service providers or technologies.
• Changes to Bermuda law.
• Regulatory guidance.
• Security requirements.

The current version will be made available through our website. The "Last Updated" date at the beginning of this Privacy Policy identifies the date of the latest revision.

Contact Information

For questions concerning this Privacy Policy or the handling of your personal information, or to exercise a right under PIPA, contact:

Governing Law

This Privacy Policy and the handling of personal information by The Event Space are governed by the laws of Bermuda, including the Personal Information Protection Act 2016 and applicable amendments.

Nothing contained in this Privacy Policy is intended to exclude, restrict, or waive any right or protection provided to an individual under PIPA.

Effective Date: August 13, 2026  ·  Last Updated: August 13, 2026