Privacy policy

Who we are

This website is run by Clubtogether Hospitality Ltd ("we", "us"), registered in england and wales with company number 13473157, registered office 3rd Floor Suite, 207 Regent Street, London, England, W1B 3HH. We are the data controller for the personal information collected through this website for the Clubtogether Rehabilitation & Retreats Summit and Awards 2027.

Contact us about privacy at summit@clubtogetherhospitality.co.uk or by post at our registered office.

What we collect

We only collect what you give us through our forms:

• Your name, email address and, where asked, phone number, organisation, job title and website.
• What you tell us about your interest: for example the streams you like, the package you are considering, your session proposal, or your charity details.
• Whether you agreed to receive marketing emails.
• If you enter the awards: your account details (name, email, organisation, any charity number and a securely hashed password), your entries and any documents you upload. Entries are read by the awards team and by the independent judges assigned to them; judges must declare any conflict of interest first. Shortlisted and winning entries may be published by title, organisation and short summary.
• At the event: when your ticket is scanned at the door, we record the time so each ticket can only be used once per day.
• If you give feedback in our survey: your answers are anonymous. We do not ask for your name or email address.
• If you book: your order, the names you give us for each ticket, and a record of your payment. Card payments are taken by Stripe; we never see or store your card details.

We never ask for medical information, diagnoses or treatment details, and we ask you not to include any in free-text boxes. If you describe yourself as a patient, survivor, family member or carer, we record only that role so we can send you the right information.

Our servers keep short technical logs (such as IP address and browser type) for security, which are deleted automatically. We do not use advertising or tracking cookies. See our cookie policy.

Why we use it, and our lawful basis

• To respond to your enquiry or submission (register interest, exhibitor and sponsor enquiries, speaker proposals, charity partnership, awards notifications and contact messages). Lawful basis: our legitimate interests in organising the event and responding to people who contact us, and, where you are asking to enter into an agreement with us, steps taken at your request before a contract.
• To process bookings and payments, and send your tickets. Lawful basis: performance of our contract with you. Payment and accounting records are kept for six years as the law requires.
• To send you marketing emails about the summit, only if you ticked the optional box. Lawful basis: your consent, which you can withdraw at any time.
• To keep the website secure and prevent spam. Lawful basis: our legitimate interests.

Who we share it with

We do not sell your information. We share it only with:

• Our event partners and team members who organise the summit, including self-employed sales and awards staff, under confidentiality obligations and only for the purpose you gave it for.
• Service providers who host our website and send our emails (our server is hosted in the United Kingdom by Hostinger).
• Stripe, which processes card payments as an independent controller under its own privacy policy.
• Anyone we are legally required to share it with.

Speaker names, charity partner names and exhibitor listings are only published once you have agreed.

How long we keep it

We keep enquiry and submission records for up to 24 months after the 2027 summit so we can follow up and invite you to future events, unless you ask us to delete them sooner. Records needed for accounting are kept for six years as the law requires.

Your rights

Under UK data protection law you have the right to:

• ask for a copy of the information we hold about you;
• ask us to correct or delete it;
• object to or restrict how we use it;
• withdraw consent to marketing at any time (every marketing email has an unsubscribe link);
• ask for your information in a portable format.

Email summit@clubtogetherhospitality.co.uk to use any of these rights. If you are unhappy with how we have handled your information, you can complain to the Information Commissioner's Office at ico.org.uk/make-a-complaint or on 0303 123 1113.

Security

Information is sent over an encrypted connection and stored in a database that is not reachable from the internet. Only authorised team members can sign in to see it, and sales staff see only the enquiries assigned to them.

Changes

We will update this page if our practices change. The date at the top shows when it was last changed.