Client Portal Privacy Notice

Who we are

Bond Associates (Events) Limited ("we", "us", "our") is the data controller for the personal data described in this notice. We use the portal to manage client enquiries, event bookings, documents, communications and billing.

What personal data we collect

We collect information you provide when registering and using the portal, together with records created as we respond to enquiries and deliver event services.

• Account and business-contact details, including your name, work email, phone number, job title, company and billing/contact information.
• Enquiry and event information, including dates, venues, staffing requirements, briefs, run sheets, floorplans, contracts and other documents you upload.
• Quotes, booking records, invoices, payment references and related accounting information.
• Messages and requests you send through the portal, including event change and cancellation requests.
• Security and audit information such as login history, important portal actions, IP address and browser information.

If you upload information about another person, such as an event contact or attendee, please make sure you are authorised to provide it and, where appropriate, that the person has been told how their information will be used.

Why we use your information

• To create, administer and secure your client portal account.
• To respond to enquiries, prepare quotes and take steps at your request before entering into an event-services contract.
• To enter into and perform event-services contracts, plan events and arrange suitable temporary staff.
• To provide temporary staff with the operational information they need for an assignment.
• To issue invoices, record payments and keep required accounting and business records.
• To communicate with you, manage changes or cancellations, prevent misuse and maintain an audit trail of important actions.

Our lawful bases

We process account, enquiry and event information where it is necessary to take steps at your request before entering into a contract and to perform event-service contracts. We process information where necessary to comply with legal obligations, including accounting, tax and record-keeping duties. We also rely on legitimate interests where appropriate and where those interests are not overridden by your rights.

Our legitimate interests include operating and improving our staffing and event service, administering and securing the portal, preventing misuse or fraud, communicating about the business relationship, maintaining appropriate transaction and audit evidence, and establishing, exercising or defending legal claims.

If we need consent for a separate optional use, we will ask for it specifically. We do not treat registering for the portal as blanket consent for unrelated processing or marketing.

Information we need from you

A valid business contact identity, email address, company, job title and telephone number are required to create a client portal account. We also need enough enquiry, event and contact information to quote for and deliver requested services, and billing information where it is needed for invoicing. If required information is not provided, we may be unable to create the account, provide a quote or deliver the requested service.

Who we share your information with

We do not sell personal data. We share it only where needed to provide the service, operate the portal or meet a legal obligation.

• Our internal team and temporary staff assigned or offered to your event, who receive the event and operational information they need for the assignment.
• Hosting, email, banking, accounting and professional-service providers acting for us where relevant.
• Regulators, courts, law-enforcement or other authorities where disclosure is required by law.

International transfers

Some service providers may process information outside the United Kingdom. Where a disclosure is a restricted international transfer, we use an applicable UK transfer mechanism, such as UK adequacy regulations or approved contractual safeguards, and apply additional protections where required. Contact us if you would like information about safeguards relevant to your data.

How long we keep your information

We keep client, event and communication records for as long as reasonably needed to manage the relationship and deal with enquiries, contracts, claims or disputes. Invoices, payment information and other accounting records are retained for applicable statutory accounting and tax periods. Security and audit records are kept for as long as reasonably needed to protect the portal and evidence important transactions. Information that is no longer required is deleted or anonymised where appropriate and subject to our legal obligations.

Security and portal cookies

The portal uses HTTPS, authenticated role-based access and protected document storage. Important actions are audit logged. We use technical and organisational controls intended to prevent unauthorised access, alteration or disclosure.

The portal uses strictly necessary session and security cookies, and an optional remember-me cookie if you choose that feature. These are used to sign you in, maintain your session and protect the portal; they are not used for advertising.

Automated decision-making

We do not use the portal to make solely automated decisions about you that produce legal or similarly significant effects.

Your rights and complaints

Depending on the circumstances, UK data-protection law gives you rights to ask for access to your personal data, correct inaccurate information, erase or restrict information, object to processing based on legitimate interests, and receive certain information in a portable format. Where consent is the basis for a particular use, you can withdraw that consent.

Contact us using the details below if you want to exercise a right or have a concern about how your information is handled. You also have the right to complain to the Information Commissioner's Office (ICO) at ico.org.uk or on 0303 123 1113.

Changes to this notice

We may update this notice from time to time. The current public version will remain available from the client registration and sign-in screen. We will bring significant changes to your attention where appropriate.