Privacy Notice for the Seating Tool

EducationScape is the data controller for the personal information collected through this seating tool. This means we decide why and how your information is used.

If you have any questions about this notice or how we use your information, contact our privacy team at privacy@educationscape.com or write to us at the address above.

We hold only the information we need to seat you and look after you on the night.

Some of your details may have been passed to us by the person or organisation that booked your place, or transferred from the system we used to sell tickets. Where that happens, this notice is our way of telling you what we hold and why, and you can ask us to correct or remove it at any time.

Dietary and accessibility information can reveal things about your health, religion or beliefs. The law calls this special category data and gives it extra protection. Providing it is optional, but without it we may not be able to cater for you properly or make the venue accessible for you.

We use your information to administer the Gala Dinner and Awards evening and to send you communications connected with the event. We do not use it for anything else without telling you first.

Where we rely on legitimate interests, we have checked that our use of your information is reasonable, expected by you as an attendee, and does not override your rights. You can object at any time (see section 7).

You give your explicit consent to our use of your dietary and accessibility information when you enter or confirm it in the tool. You can withdraw that consent at any time by contacting us or editing your details, and we will stop using it from that point. Withdrawing consent may mean we cannot cater for your needs on the night.

We will not use the information in this tool to send you marketing about other EducationScape events or publications unless you have separately agreed to that. Any marketing email we do send will have an unsubscribe link.

We share your information only with the people and organisations who need it to deliver the event. We never sell it.

Our technology providers act as data processors under written contracts that require them to protect your information and use it only for our purposes. The tool is hosted on cloud infrastructure provided by Lovable and Kinsta.

Where your information is stored. We aim to keep your information in the UK or the European Economic Area. Where a provider stores or accesses information outside the UK, we make sure it is protected by safeguards recognised under UK law, such as the UK International Data Transfer Agreement or Addendum, or a UK adequacy decision. You can ask us for details of the safeguards in place.

We may also share information if the law requires us to, for example in response to a lawful request from a public authority, or to protect the safety of guests at the event.

We keep your information in the seating tool only for as long as we need it to run the event and tie up loose ends afterwards.

After the event, the seating tool and all the information in it are permanently deleted on the timescales above, including from backups within our provider's normal backup cycle.

If you booked a ticket or have an existing relationship with EducationScape, your contact details will continue to be held in our main systems in line with our main privacy policy, for example to keep a record of your booking and invoice. Dietary and accessibility information is never copied into those systems.

If you ask us to delete your information before these deadlines, we will do so unless we need to keep it for a legal reason, and we will tell you if that is the case.

We take the security of your information seriously, particularly your dietary and accessibility details.

• The tool is only available over an encrypted (HTTPS) connection and your information is encrypted while stored.
• Attendees can only see and edit their own details. You cannot see other guests' information through the tool.
• Only named EducationScape staff who need access to run the event can log in to the seating plan, and their access is protected by multi-factor authentication.
• Dietary and accessibility information is restricted to the staff and suppliers who need it for catering and access arrangements.
• Our hosting providers maintain independently audited security standards.

No system is completely secure. If we become aware of a security incident affecting your information, we will investigate it, and where the law requires we will notify the Information Commissioner's Office and tell you without undue delay.

Under UK data protection law you have the right to:

• Access the personal information we hold about you and receive a copy of it.
• Correct information that is inaccurate or incomplete. You can update most of your details directly in the tool.
• Delete your information, where there is no good reason for us to keep it.
• Restrict how we use your information while a query or complaint is resolved.
• Object to our use of your information where we rely on legitimate interests.
• Withdraw consent at any time for our use of your dietary and accessibility information.
• Receive your information in a portable format where we process it on the basis of your consent or a contract.

To exercise any of these rights, email privacy@educationscape.com. We will respond within one month and will not charge you. We may ask you to confirm your identity before we act on a request.

If you are unhappy with how we have handled your information, please tell us first so we can put it right. You also have the right to complain to the Information Commissioner's Office (ICO), the UK regulator for data protection:

Cookies. The tool uses only the cookies and similar technologies that are strictly necessary for it to work, such as keeping you signed in. We do not use advertising or tracking cookies in the tool.

Automated decisions. We do not make any decisions about you using automated means alone. Seating is allocated by our events team.

Photography and filming. The Gala Dinner and Awards evening is photographed and filmed. This is covered by the event terms and signage at the venue, not by this notice.

Attendees under 18. This tool is intended for adult attendees. If you are booking on behalf of someone under 18, please contact us so we can make appropriate arrangements.

Changes to this notice. We may update this notice from time to time. The latest version will always be available in the tool, and we will tell you if we make a change that affects how we use your information.

This notice was last updated on 16 October 2026. It sits alongside the main EducationScape privacy policy, which applies to our wider relationship with you.