Privacy policy | Strategic Meetings Management

Data controller

Controller: Eureka Events Ltd
Operating this site as: StrategicMeetingsManagement.co.uk
Registered in: England and Wales
Company number: 13539235
Registered office: 27 Old Gloucester Street, London WC1N 3AX, United Kingdom
Data protection contact: hello@strategicmeetingsmanagement.co.uk
Email: hello@strategicmeetingsmanagement.co.uk
Telephone: +44 20 8102 1105
ICO registration number: [ICO REGISTRATION NUMBER]

Who is responsible for your personal data

StrategicMeetingsManagement.co.uk is operated by Eureka Events Ltd, registered in England and Wales under company number 13539235. Under UK data protection law we are the controller of the data described here. Our registration with the Information Commissioner’s Office is held under number [ICO REGISTRATION NUMBER].

Questions about this policy go to hello@strategicmeetingsmanagement.co.uk or 020 8102 1105, or through our contact form.

What this policy covers

This policy covers personal data collected through this website. It does not cover data we hold about you as a client, supplier or candidate of Eureka Events Ltd, which the relevant agreement deals with, or the sites we link to — eventprocurement.co.uk and eureka-events.co.uk are run by the same company but have their own privacy notices.

Some things this site does not do remove whole categories of processing: no account, login or profile, no payments, no user-generated content. We do not knowingly collect special category data, and the forms do not ask for any.

What personal data this site collects

Personal data reaches us by three routes: the enquiry forms, ordinary server logging by the hosting provider, and analytics — the last only if analytics has been switched on.

Enquiry forms

Two forms submit data: the SMM Review request form and the shorter general contact form. Between them they collect:

Your name — so we know who we are replying to.
Your organisation — required on the review form, optional on the contact form.
Your job title — review form only.
A business email address — the only contact detail we ask for, and how we reply.
Multiple-choice answers — review form only: size of your organisation, how many meetings and events you run a year, how they are sourced now, and the challenge you would most like to address.
A free-text message — whatever you choose to tell us. The field is open, so please keep confidential or sensitive detail out of it.

Both forms also include a hidden field that human visitors never see; it catches automated submissions and collects no personal data.

On submission, your browser posts the contents to an internal route on this site. That route validates the submission, applies a rate limit, then passes it to whichever delivery method the operator has configured — an email service provider, or a webhook into a CRM or workflow tool. Where none is configured, the enquiry is written to the server log and no further copy is made.

The rate limit holds the requesting IP address in memory for about a minute so repeated automated submissions can be refused. It is not stored in a database and does not survive a restart.

Server logs

Like any website, this one is served by infrastructure that keeps request logs, typically recording the IP address, date and time, page requested, response status, user-agent string and any referring page. We use them to keep the site running, diagnose faults and identify abuse. Retention is set by the hosting provider, which the operator must confirm here.

Analytics

This site supports Google Analytics 4 but does not always run it. The script is injected only if a measurement ID has been set in the environment configuration; with none set, no analytics script and no analytics cookie loads at all, and there is no dormant tag in the code.

Where enabled it runs with IP anonymisation on, collecting pages viewed, approximate location from a truncated IP address, device and browser type, and movement between pages. The same mechanism can carry a Google Ads conversion tag, which also loads only if an identifier is configured; by default no advertising tag is present. The cookie policy has the detail.

Why we use it, and on what lawful basis

UK data protection law requires a lawful basis for every use of personal data. The table sets out what we expect to rely on; the operator must confirm each entry — particularly the consent mechanism for analytics — before publication.

Processing and the lawful basis expected to apply

Enquiry form submissions

Why: To read and answer your enquiry
Expected lawful basis: Legitimate interests — answering a business enquiry you chose to send us

Follow-up correspondence

Why: To continue the conversation and scope work
Expected lawful basis: Legitimate interests, then performance of a contract once one exists

Server and security logs

Why: To keep the site available and limit abuse
Expected lawful basis: Legitimate interests — securing and maintaining the site

Analytics, where enabled

Why: To see which pages are read
Expected lawful basis: Consent, given through a compliant mechanism before any cookie is set

What is processed	Why	Expected lawful basis
Enquiry form submissions	To read and answer your enquiry	Legitimate interests — answering a business enquiry you chose to send us
Follow-up correspondence	To continue the conversation and scope work	Legitimate interests, then performance of a contract once one exists
Server and security logs	To keep the site available and limit abuse	Legitimate interests — securing and maintaining the site
Analytics, where enabled	To see which pages are read	Consent, given through a compliant mechanism before any cookie is set

Where we rely on legitimate interests, we have considered whether that interest is overridden by your rights. Because the data is limited to business contact detail submitted voluntarily for a business purpose, we consider it is not — but you can object, as below. We do not use this data for automated decision-making or profiling, and we do not sell or rent it.

How the data is used

To reply to your enquiry and arrange a conversation if one is wanted.
To prepare for that conversation, using the answers you gave.
To keep an ordinary record of business correspondence.
To keep the site secure, available and working.
To see in aggregate which content is useful, where analytics is enabled.

We do not add enquirers to a marketing list. If the operator later introduces one, this policy and the consent position must be updated first.

Who your data may be shared with

We use third parties to run the site and receive enquiries. They act as processors on our instructions and may not use your data for their own purposes. None is named yet: the operator must list the providers actually in use before publication.

A hosting and content delivery provider — serves the pages, runs the enquiry route, keeps the logs.
An email service provider, or a workflow or CRM platform — receives the enquiry so it reaches someone who can answer it, and may store it.
An analytics provider — Google Analytics 4, where enabled.
Professional advisers — legal or accounting, where genuinely needed.
Public authorities — where the law requires disclosure.

Internally, access is limited to the people who need it to respond to you.

International transfers

Some providers may store or process data outside the United Kingdom. Where that happens we require a safeguard recognised under UK law — an adequacy decision, the UK International Data Transfer Agreement, or the UK Addendum to the European Commission’s standard contractual clauses. The operator must record, for each provider in use, where data is held and which safeguard applies. You can ask for a copy at hello@strategicmeetingsmanagement.co.uk.

How long we keep it

We keep personal data only as long as there is a reason to. Every period below must be set and stated by the operator before publication:

Enquiries that lead nowhere — kept for a limited period after our last exchange, then deleted.
Enquiries that become client correspondence — retained under the schedule for client records generally.
Server logs — for the period set by the hosting provider.
Analytics data — for the retention period configured in the analytics account, if analytics is enabled.

Your rights

Under UK data protection law you have the rights below. Some apply only in particular circumstances, and we will say so if a limit applies to your request.

Access — to be told whether we hold data about you, and to receive a copy of it.
Rectification — to have inaccurate data corrected and incomplete data completed.
Erasure — to have data deleted where there is no longer a good reason to hold it.
Restriction — to have us pause our use of data while an issue, such as a dispute about accuracy, is resolved.
Objection — to object to processing based on legitimate interests, including direct marketing, which we stop on request.
Portability — to receive data you gave us in a structured, machine-readable format, where processing is automated and based on consent or a contract.
Withdrawal of consent — where we rely on consent, such as analytics cookies, to withdraw it at any time without affecting what went before.
Complaint — to complain to the supervisory authority, as below.

How to exercise your rights

Contact us at hello@strategicmeetingsmanagement.co.uk, on 020 8102 1105, or in writing to Eureka Events Ltd, 27 Old Gloucester Street, London WC1N 3AX. No particular form of words is needed, but say what you want and give enough detail to find the right records. We may ask you to confirm your identity.

We respond within one month. If a request is unusually complex, or you have made several, we may extend that by up to two further months and will say so within the first month. There is no charge unless a request is manifestly unfounded or excessive.

Complaints

If you are unhappy with how we have handled your personal data, please raise it with us first at hello@strategicmeetingsmanagement.co.uk. We would rather hear about a problem and fix it. You also have the right to complain to the Information Commissioner’s Office, the UK supervisory authority for data protection, at ico.org.uk; coming to us first does not affect that right.

Changes to this policy

We may update this policy when the site changes, when we change provider, or when the law does. The date at the top shows the last review. Where a change materially affects how we use data you have already given us, we will take reasonable steps to tell you rather than rely on you noticing.