1. Introduction
1.1. The Meeting Pod Company is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, store, and protect your personal data when you visit our website.
1.2 We process personal data in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and other applicable data protection laws. We ensure that personal information is handled lawfully, fairly, and transparently, and only collected for specified, explicit, and legitimate purposes.
1.3 By using our website, you acknowledge the terms of this Privacy Policy.
2. Data we collect & GDPR
2.1 We may collect and process the following types of personal data:
- Personal identification information (e.g. name, email address, phone number)
- Technical data (e.g. IP address, browser type, device information)
- Usage data (e.g. pages visited, time spent on the website)
- Marketing and communication preferences
2.2 We use your data to:
- Provide and manage our website and services
- Respond to enquiries or requests
- Improve website functionality and user experience
- Send relevant communications (where consent has been given)
- Comply with legal obligations
2.3 Under GDPR, we rely on the following lawful bases:
- Consent – where you have given clear permission
- Contract – where processing is necessary for a contract
- Legal obligation – where we must comply with the law
- Legitimate interests – where processing is necessary for our business and does not override your rights
2.4 We only retain personal data for as long as necessary to fulfil the purposes it was collected for, including legal, accounting, or reporting requirements.
2.5 You have the right to:
- Access your personal data
- Request correction of inaccurate data
- Request erasure of your data
- Restrict or object to processing
- Data portability
- Withdraw consent at any time
To exercise these rights, please contact us using the details provided on our website.
3. Cookies
3.1. Our website uses cookies to distinguish you from other users and improve your browsing experience.
Cookies are small text files placed on your device. We use:
- Essential cookies – required for website functionality
- Analytical/performance cookies – to analyse website usage
- Functionality cookies – to remember your preferences
- Targeting cookies – for marketing purposes (if applicable)
3.2 In accordance with GDPR and the Privacy and Electronic Communications Regulations (PECR), we:
- Obtain your consent before placing non-essential cookies
- Provide a clear cookie banner when you first visit the site
- Allow you to manage or withdraw consent at any time
*Please also refer to the Cookies Policy
5. GDPR/ Data Handling Approach
5.1. We adhere to the core principles set out under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. These principles ensure that personal data is:
- Processed lawfully, fairly, and transparently
- Collected for specified, explicit, and legitimate purposes and not further processed in a manner incompatible with those purposes
- Adequate, relevant, and limited to what is necessary (data minimisation)
- Accurate and kept up to date
- Retained only for as long as necessary (e.g. typically between 90 days and 2 years depending on the purpose)
- Processed securely, including protection against unauthorised or unlawful processing, loss, or damage
5.2 Our Data Handling Commitments
We ensure that:
- Personal data is not shared without consent, unless required for contractual, legal, or legitimate business purposes
- Data is used only for the purpose it was originally collected
- Appropriate technical and organisational security measures are in place
- Third-party processors are subject to data processing agreements (DPAs)
- International data transfers are protected by adequacy decisions or appropriate safeguards (e.g. Standard Contractual Clauses)
5.3 Your Rights Under GDPR
In accordance with UK GDPR, individuals have the right to:
- Access their personal data (Article 15)
- Rectify inaccurate or incomplete data (Article 16)
- Erase personal data (“right to be forgotten”) (Article 17)
- Restrict processing (Article 18)
- Data portability (Article 20)
- Object to processing, including direct marketing (Article 21)
- Withdraw consent at any time (Article 7)
- Lodge a complaint with the Information Commissioner’s Office
5.4 Relevant Legislation
This policy is governed by the following legislation:
UK General Data Protection Regulation (UK GDPR)
Data Protection Act 2018
Privacy and Electronic Communications Regulations (PECR) 2003 (as amended) – specifically covering cookies and electronic marketing
EU GDPR (Regulation (EU) 2016/679) – where applicable to EU data subjects
5.5 Accountability & Governance
To ensure ongoing compliance, we:
Maintain internal data protection policies and procedures
Keep records of processing activities (Article 30 UK GDPR)
Regularly review and update our data handling practices