PRIVACY POLICY

1. What information we collect
We may collect and use the following types of personal information.
Booking and contact details
When you book an event, contact us, or make an enquiry, we may collect:

• Your name

• Email address

• Phone number

• Age bracket

• Event booking details

• Payment status

• Any messages or enquiries you send to us

Event matching information
For some singles events, we may ask short questions to help us create better matches, groups, tables or introductions on the night.
This may include:

• Gender

• The gender or people you would like to meet

• Age bracket

• Whether you would date someone with children

• Whether you want children in the future

• Political outlook, if we choose to ask this

• Religious or spiritual preferences, if we choose to ask this

• Lifestyle preferences, such as smoking, drinking or relationship deal-breakers

Some of this information may be more sensitive, especially if it relates to sexual orientation, political opinions, religion or philosophical beliefs. We only ask for this information where it helps us organise the event and improve the matching experience.
Where possible, we will give you the option to select “prefer not to say”.
Payment information
Payments may be processed by a third-party payment provider, such as Wix Payments
We do not usually store your full card details. Your payment provider will process your payment information in line with its own privacy policy and security terms.
Marketing information
If you sign up to receive updates, we may collect:

• Your name

• Email address

• Marketing preferences

• Event interests

• Whether you have opened or clicked our emails

Event photos and videos
We may take photos or videos at our events for social media, website, promotional or marketing purposes.
Where photos or videos focus on you as an identifiable individual, we will ask for your consent where appropriate. For general crowd images, we may rely on our legitimate interests, but we will always try to be respectful and reasonable.
If you do not want to appear in photos or videos, please tell us before or during the event.
Website and technical information
When you use our website, we may collect:

• IP address

• Browser type

• Device type

• Pages visited

• How you interact with our website

• Cookie data, where applicable

Please see our Cookie Policy for more information, if available.
2. How we use your information
We use your personal information to:

• Process your event booking

• Send booking confirmations and event information

• Manage attendance lists

• Organise seating, teams, groups, pairings or introductions

• Help create a better matching experience at singles events

• Respond to enquiries

• Manage payments, refunds or booking issues

• Keep guests safe and manage event behaviour

• Send marketing emails where you have opted in or where we are legally allowed to do so

• Improve our events, website and customer experience

• Promote Icebreaker Events using photos, videos, testimonials or event content, where appropriate

• Keep business, accounting and legal records

• Comply with legal obligations

We will not sell your personal information.
3. Our lawful basis for using your information
Under UK data protection law, we must have a lawful basis for using your personal information.
We may rely on the following lawful bases:
Contract
We use your information because it is necessary to provide the event you have booked. For example, we need your name and contact details to process your booking and send event information.
Legitimate interests
We may use your information for our legitimate business interests, provided your rights and freedoms do not override those interests.
This may include:

• Managing event attendance

• Improving our events

• Responding to enquiries

• Keeping records of customer service issues

• Preventing fraud or misuse

• Using limited event images in a reasonable and respectful way

• Understanding how our website is used

Consent
We rely on consent where required, including for:

• Email marketing where you have opted in

• Certain promotional photos or videos

• Collecting and using more sensitive matching information, where needed

You can withdraw your consent at any time.
Legal obligation
We may use your information where we need to comply with the law, for example accounting, tax, fraud prevention or legal record keeping.
4. Special category data
Some of the questions we ask for singles events may involve sensitive information, known as “special category data”.
This may include information relating to:

• Sexual orientation, such as who you would like to meet

• Political opinions, if we ask about political outlook

• Religious or philosophical beliefs, if we ask about religion or spirituality

• Health information, if you tell us about accessibility, dietary, medical or safety needs

We only collect this information where it is relevant to the event or where you choose to provide it.
Where we collect special category data for matching purposes, we will usually rely on your explicit consent. You do not have to provide this information if you do not want to.
We will not use special category data for unrelated purposes, and we will not publish it or share it with other attendees.
5. How we use matching answers
At some events, we may use your answers to help:

• Seat you near people who may be more compatible

• Create groups or teams

• Avoid unsuitable pairings

• Support introductions or icebreaker activities

• Improve the overall experience of the event

We do not guarantee romantic compatibility or that you will meet a particular type of person. Matching is intended to make the event more enjoyable and to help people meet others with potentially aligned preferences.
We will not show your full answers publicly to other attendees unless we clearly tell you and ask for your permission.
6. Marketing emails
If you choose to join our mailing list, we may send you emails about:

• Upcoming singles events

• New event formats

• Offers or early-bird tickets

• Icebreaker Events news

You can unsubscribe at any time by clicking the unsubscribe link in our emails or contacting us directly.
We will not add you to our marketing list unless we have a lawful reason to do so.
7. Who we share your information with
We may share your information with trusted third parties who help us run our business and events.
This may include:

• Ticketing platforms

• Payment providers

• Website providers

• Email marketing platforms

• Venues

• Event hosts or staff

• Photographers or videographers

• IT, analytics or admin service providers

• Professional advisers, such as accountants or legal advisers

• Regulators, law enforcement or authorities where required by law

We only share the information needed for that purpose.
For example, a venue may need attendee numbers or names for guest list purposes, but they do not need your matching answers.
8. Third-party venues and providers
Our events may take place at third-party venues, such as bars, restaurants, activity centres, climbing venues, VR venues or entertainment spaces.
These venues may have their own privacy policies, CCTV systems, booking terms, safety requirements or incident reporting processes.
Icebreaker Events is not responsible for how a third-party venue uses your personal information where they act as a separate data controller.
9. How long we keep your information
We only keep your personal information for as long as necessary.
As a general guide:

• Booking and payment records: up to 6 years for tax, accounting and legal purposes

• Event matching answers: normally deleted within 90 days after the event, unless you give us permission to keep them for future matching

• Enquiries: up to 12 months after our last contact with you

• Marketing data: until you unsubscribe or ask us to delete it

• Photo or video consent records: for as long as we use the related content

• Complaints, incidents or disputes: for as long as needed to deal with the issue and protect our legal position

We may keep anonymised information for longer, such as event attendance numbers or general feedback, where you can no longer be identified.
10. How we protect your information
We take reasonable steps to protect your personal information from loss, misuse, unauthorised access, disclosure or alteration.
This may include:

• Using secure booking and payment platforms

• Limiting access to personal information

• Using password-protected systems

• Keeping sensitive matching answers restricted

• Deleting data when it is no longer needed

• Working with reputable third-party providers

No online system is completely secure, but we aim to use appropriate safeguards for the type of information we collect.
11. International transfers
Some of the service providers we use may process personal information outside the UK.
Where this happens, we will take steps to make sure your information is protected in line with UK data protection law, such as using providers with appropriate safeguards in place.
12. Your rights
Under UK data protection law, you have rights over your personal information.
You may have the right to:

• Ask for a copy of the personal information we hold about you

• Ask us to correct inaccurate information

• Ask us to delete your information

• Ask us to restrict how we use your information

• Object to certain uses of your information

• Withdraw consent at any time

• Ask for your information to be transferred to another provider, where applicable

• Complain to the Information Commissioner’s Office

To make a request, contact us at: hello@icebreakerevents.co.uk
We may need to verify your identity before responding.
13. Withdrawing consent
Where we rely on your consent, you can withdraw it at any time.
This includes consent for:

• Marketing emails

• Promotional photos or videos

• Sensitive matching information, where consent is used

Withdrawing consent will not affect anything we have already lawfully done before you withdrew it.
14. Complaints
If you have concerns about how we use your personal information, please contact us first so we can try to resolve the issue.
You also have the right to complain to the Information Commissioner’s Office, the UK regulator for data protection.
Website: ico.org.uk
15. Changes to this Privacy Policy
We may update this Privacy Policy from time to time.
When we make changes, we will update the “last updated” date at the top of this page. If the changes are significant, we may notify you by email or through our website.