Privacy Policy

1. Who we are

VenueReady is operated by Flexpublisher LTD ("we", "us", "our"), a company registered in England and Wales (company number 16448597, registered office: 424 Margate Road, Westwood, Ramsgate, Kent, CT12 6SJ). For the purposes of UK data protection law, we are the data controller of the personal data you provide through this service.

2. What data we collect

When you use VenueReady, we collect the following information:

• Account data: email address and name, collected when you register an account.
• Venue details: venue name, address, type, capacity, opening hours, staff count, layout information (entry/exit points, number of floors), CCTV status, and fire evacuation plan status — all provided through the compliance wizard.
• Site and event details: your description of your site, your assembly point(s) and first aid arrangements, and details of any special events (type, expected numbers, how often, how people get in on the day, entrances open, and on-the-day arrangements). These are free-text boxes, so please avoid putting other people’s names or personal details in them unless you need to.
• Eligibility answers: your answers to the eligibility questions in the wizard (for example the main use of your premises, whether they include open-air land, a figure for your building on its own, and how you arrived at your capacity figure), with the date and time you gave them.
• Contact information: responsible person name, role, email, and phone number; senior individual details (where applicable); and on-site contact / duty manager details.
• Payment information: payments are taken through Wix, our website and payments platform, and card payments are processed by Stripe on Wix’s behalf. Card details and billing information are collected and processed by them. We do not see or store your full card number or CVC. We receive a confirmation of your payment along with limited billing details (name and email).
• Chat data: messages you send through the in-app AI assistant.
• Security and monitoring data: we log IP addresses, device information (such as browser type and User-Agent strings), login times, and access attempts. This data is collected for the purposes of security, fraud prevention, and protecting the integrity of the service.

3. How we use your data

We use your data solely for the following purposes:

• To generate your venue's Martyn's Law compliance pack (procedures and documents) from the details you provide.
• To provide the in-app AI assistant with context so it can answer your questions about compliance.
• To record your eligibility answers and capacity figure as your own declarations, as described in clauses 4.9 and 4.14 of our Terms.
• To process your one-off payment through Wix and Stripe.
• To send you service-related communications (such as confirmation of your payment and access).
• To monitor for security threats and fraudulent activity, and to protect the integrity of the service.

We do not sell or rent your personal data. We share it only with: Wix and Stripe, which take and process your payment; the infrastructure providers that host our service; and the AI model service, provided through our hosting platform, that drafts your documents and powers the in-app assistant. To do that, your venue, site and event details and the messages you send to the assistant are passed to that service. These providers act as data processors on our behalf. We do not use your data for marketing, advertising, or profiling.

Your documents are drafted by that AI service from your details and our fixed instructions. No person at VenueReady reviews them, and no automated decision with legal or similarly significant effects is made about you.

4. Lawful basis

We process your personal data on the basis of contractual necessity (to provide the service you have requested) and legitimate interest (account security, service improvement). Where required, we will seek your explicit consent.

5. How long we keep your data

We retain your venue data, account data, and generated documents for as long as your account remains active, or for up to seven years after your last interaction with the service (whichever is shorter), to meet any legal or regulatory obligations. Payment records are retained by Wix and Stripe in accordance with their own retention policies. Security and monitoring data is retained for up to 12 months after your last interaction with the service. You may request deletion of your data at any time (see section 6).

6. Your rights under UK GDPR

As a data subject in the UK, you have the right to:

• Access — request a copy of the personal data we hold about you.
• Correction — ask us to fix inaccurate or incomplete data.
• Deletion — request that we erase your personal data (the "right to be forgotten").
• Portability — receive your data in a structured, commonly used format.
• Objection — object to processing based on legitimate interests.
• Restriction — ask us to limit how we use your data while a concern is looked into.

To exercise any of these rights, please email venueready@proton.me. This mailbox is monitored but is not a live support desk. We respond to valid requests within one month of receipt; for complex or repeated requests that can be extended by up to two further months, in which case we will tell you within the first month and explain why.

You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) if you believe your data has been handled unlawfully.

7. Cookies and tracking

Our service uses only essential session cookies required for authentication and security. We do not use tracking cookies, analytics cookies, or advertising cookies.

8. Changes to this policy

We may update this privacy policy from time to time. Any changes will be posted on this page with an updated effective date. Where changes are material, we will notify you via the email address associated with your account.