Privacy policy

By using our website, or contracting our services, or working for us, you agree to the following Privacy Policy:

 

WHO WE ARE

Ourea Events Ltd. trading as Shelter Stone (together with affiliates, agents, representatives, consultants, employees, officers, and directors collectively referred to here as “Shelter Stone,” “we,” or “us”) is a private company limited by guarantee, incorporated and registered in England and Wales with company number 7631097. Ourea Events Ltd is the data controller under data protection legislation. 

 

OUR WEBSITES AND EVENTS

This Privacy Policy relates to all the events organised by Shelter Stone or for which Shelter Stone provides services to. Our website takes a proactive approach to your privacy and ensures that the necessary steps are taken to protect your privacy throughout your experience. Our website complies with all UK national laws and requirements for privacy.

 

ABOUT THIS POLICY

This Privacy Policy describes the information we collect from you, how we use that information and our legal basis for doing so. It also covers whether and how that information may be shared and your rights and choices regarding the information you provide to us. We use cookies and similar technologies, as described below. By using the website, contracting our services or enquiring about doing so, or working for us or enquiring about doing so, you’re acknowledging that you have read and understood this Privacy Policy.

 

WHAT DATA WE WILL COLLECT 

In order to register for one of our events and/or by registering for marketing communications Shelter Stone will collect certain information about you which may include:

  • Information Required for Contracting Services: May include any combination of the following: organiser name, email address, postal address, telephone number, company name, postal address, company registration number, and information required to provide services to your event.

  • Information Required for Event Staff: May include any combination of the following: name, date of birth, gender, email address, postal address, telephone number, country of residence, nationality, emergency contact information (the name, phone and nature of relationship with an emergency contact), biometric information (such as your clothing size), relevant medical information, ethnicity data (to further our equality, diversity and inclusion objectives), food allergies and information relating to your experience including proof of relevant professional qualifications and insurance.

  • Information Required for Identity Verification: We do not collect, and store identify verification information but some Event Staff may be asked to prove your identity to work with us at particular events if required by event organisers.

  • Information Relating to Financial Transactions: Event Staff working for us are paid their fees and expenses via online banking and therefore we require their sort code and account number and this information is stored securely on our online banking platform.

  • Information about your Web Browsing Habits: Shelter Stone will collect information about your activity on and interaction with our website (such as your IP address, the type of device or browser you use). This includes information about the way you visit and interact with our website, in the form of traffic analytics. You can opt out of being included in Google Analytics here.

  • Information relating to Event Staff email communications: We will store information you send to us (such as your name and email address) when you enquire about working for us, and we will use that to provide email communications on upcoming Event Staff opportunities. You may unsubscribe from such email communications at any time.

  • Information relating to Enquiries: We will store information you send to us for example, when you make an enquiry via email or a website contact form.

  • Information relating to Social Media: We may store information you publish in the form of comments, contributions to discussions, or messages to other users via social media that directly relate to events that we provide services for.

  • Cookies: Our website uses Google Analytics cookies (third party cookie) to record the time/date of your visit, the duration of your visit, your location, when you visited and how you located our website. Cookies enable a faster and better user experience when visiting our websites. Cookies do not allow us access to any additional information on your computer. The Cookies we use do not track your internet usage after leaving our website and we do not store your personal information. You can opt out of allowing Cookies in your browser settings if you prefer.

  • GPS Tracking Data for Event Staff: At some events we also collect GPS Tracking data that relates to your precise location (in particular for Event Staff in remote locations or attending to remote incidents), which is time and date stamped through the entire event. This information is not shared publicly.

 

WHAT INFORMATION WE PUBLISH

In order that Shelter Stone may advertise services to future event organisers it is necessary to publish reports and media relating to events we have provided services to. This information may be published on our websites. You may be personally identifiable from such reports or photographs. You may also by captured in ambient media coverage of an event by the event organisers.

 

HOW WE USE THIS INFORMATION

The information that we collect will be used for the following purposes:

  • To allow us to provide our services to event organisers.

  • To track and analyse your use of our services so that we can improve the performance of our websites and provide users with the best experience possible.

 

LAWFUL BASIS OF INFORMATION COLLECTION AND USE

European law relating to Data Protection requires that we have a lawful basis for collecting and using personal information about Europeans. Our lawful basis is:

  • Consent: When you have given Shelter Stone clear consent for us to process your personal data for a specific purpose, such as providing us with your details to be informed of future Event Staff opportunities..

  • Contract: When you purchase a service from Shelter Stone (such as medical staffing for your event) we need your personal and company data to comply with our contractual obligation to record and deliver that service.

  • Legitimate interests: We use your data to pursue our legitimate interests in a way that would be reasonably expected as part of running our business and that does not materially impact your rights. Legitimate interest is a technical term in data protection law which essentially means we have a good and fair reason to use your data and we do so in ways which dose not hurt your interests and rights. For example, you are a long-standing Event Staff member who we will continue to send marketing communication to, subject to your right to unsubscribe at any time. Legitimate interest use of your data also includes analysis of how you interact with our website, so we can understand better what elements of the design are working well and which are not working so well. This allows us to improve and develop the quality of the online experience we offer all our users.

  • Legal Obligation: Shelter Stone may be required to share your personal information with law enforcement agencies or the police. In this instance, we will ask the organisation to demonstrate that the data is essential for the prevention or detection of crime, or that Shelter Stone is legally obliged to disclose it.

 

SHARING YOUR DATA

We will not transfer your data to any third parties, except in accordance with our Business Transfer clause, without obtaining your consent and, where possible, will anonymise your data before sharing.

BUSINESS TRANSFERS

In the case of the sale of any part of the business, any acquisition, or any merger, customer information shall be one of the transferred business assets, and subject to the promises made in any pre-existing Privacy Policy.

 

DATA RETENTION

We will retain personal information about you for such time as you remain a regular customer or event staff member, as necessary to provide you with the essential event related services, and/or until you chose to opt out of our marketing communications, which you can do at any time. Furthermore, we will also retain and use personal information as necessary to comply with our legal obligations, resolve disputes, enforce our agreements and protect our legal rights.

We also collect and maintain aggregated, anonymised or pseudonymized information which we may retain indefinitely to protect the safety and security of our website, improve our services or comply with legal obligations.

Any data that we collect from you will be deleted in accordance with timescales set out below:

Data Collected Removal / Deletion
Required for Email Marketing Communications  You can unsubscribe at any time. Automatic deletion after 3 bounce backs
Required for Contracting Services Personal and Company Information relating specially to the event: Five years after the Event 
History of involvement: Indefinitely
Required for Event Staff Personal Information relating specially to the event: Five years after the Event 
History of involvement: Indefinitely
Relating to Financial Transactions

Personal Information relating each transaction: Seven years after the Event 
History of transaction: Indefinitely

Information about your Web Browsing Habits Anonymised data kept indefinitely
Information relating to Communications:   Deleted after Ten years

YOUR RIGHTS

General Data Protection Regulation (GDPR) legislation means that you have certain rights, these rights include the ability to access, correct, and request deletion of your personal information, except where an exception or exemption applies. Your rights are summarised below:

  1. Access: to ask for a copy of the information which comprises of your personal data.

  2. Object: to object to the processing of your personal data if it will likely cause or is causing damage or distress.

  3. Prevent: to prevent the processing of your personal data for direct marketing.

  4. Object: to object to any automated decisions taken that use your personal data.

  5. Removal: in certain circumstances, to have inaccurate personal data rectified, blocked, erased or destroyed.

  6. Compensation: to claim compensation for damages caused by a breach of data protection legislation

DATA TRANSFER

The personal information we collect from you may be transferred to trusted third party organisations (examples listed previously) that are external destinations outside of Shelter Stone’s own secure network. By submitting your personal data, you are agreeing to this transfer, storing or processing as required by us, and we will take all reasonable steps to ensure that your data is treated securely and in accordance with this privacy policy.

DATA SECURITY

We take security seriously, and the security of your personal data is important to us. No method of transmission over the internet or electronic storage is completely secure, but we do follow industry-standard practices to protect the data we collect and maintain, including using Transport Layer Security (TLS) to encrypt information as it travels over the internet. We have a data breach protocol in the event of a personal data compromise. 

CHILDREN

People under 18 are not permitted to work on our Event Staff. We do not routinely collect any data relating to U18’s. 


If you believe that a child has provided us with personal information, please contact us. If we become aware that a child under age 18 has provided us with personally identifiable information, we’ll delete it.

  

CHANGES TO OUR PRIVACY POLICY 

We regularly review our Privacy Policy and updates will appear as required. This Privacy Policy was created 30th October 2024.


SUBJECT ACCESS REQUESTS 

You have the right to ask to see what personal information we hold about you. If you would like to make a Subject Access Request, please contact Shelter Stone’s Data Protection Officer. You will also need to provide two forms of identification. 

 

COMPLAINTS

If you have any concerns or complaints about how Shelter Stone collects and/or processes your personal data, you should contact our Data Protection Officer in the first instance. If you are dissatisfied with how your concern/complaint is dealt with by us, you have the right to report your concern/complaint to the Information Commissioner’s Office 

 

CONTACTING OUR DATA PROTECTION OFFICER

To contact our Data Protection Officer, please email hello@shelter-stone.com, or alternatively you can contact us in writing at:

Data Protection Officer
Ourea Events trading as Shelter Stone
Bleaze Farm Units
Old Hutton
Kendal
Cumbria
LA8 0LU

 

DATA PROTECTION AUTHORITY

Subject to applicable law, if you are a citizen or resident of the European Economic Area, you also have the right to (i) object to Shelter Stone’s use of your personal information and (ii) lodge a complaint with your local data protection authority or the United Kingdom Information Commissioner’s Office, which is Shelter Stone’s supervisory authority in the European Union.

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Telephone: 0303 123 1113
Website


If after reading these terms you have any queries, please contact us on:

  • Email: hello@shelter-stone.com (we try our best to respond to emails within 2 working days); or

  • Telephone: +44 1539 760173 (the office is usually open Monday to Friday: 9am to 5pm). We may record calls for quality and training purposes.