Privacy Policy

Effective Date: 09/06/2025

At Ruby Reign Events, we are committed to safeguarding your privacy and ensuring your personal data is protected. This Privacy Policy outlines how we collect, use, and protect your information when you visit our website or engage with our services.

1. Who We Are

Ruby Reign Events
Website: www.rubyreignevents.co.uk
Email: info@rubyreignevents.co.uk
Phone: 01793 380394
Registered Address: Unit 18, BSS House, Cheney Manor, Swindon, SN2 2PJ
ICO Registration: ZB594116

2. What Information We Collect

We may collect and process the following personal data:

From Clients:

Name, company name, and contact information (email, phone, address)
Event details (date, time, location, staffing requirements)
Payment and invoicing details

From Staff:

Name and contact details
Right-to-work documentation and availability
Event assignments and related communications

Automatically via Website:

IP address
Browser type and version
Page views and referring websites (via cookies)

3. How We Use Your Information

We use your data to:

Provide event staffing services
Manage client relationships and enquiries
Schedule and assign staff to events
Send service updates and event instructions
Comply with legal and regulatory requirements

We store client data within our CRM system powered by Monday.com, and securely transmit relevant event details to assigned staff shortly before the event takes place.

4. Lawful Basis for Processing

We rely on the following lawful bases:

Contractual necessity – for fulfilling client contracts and staff assignments
Legal obligation – to comply with employment and tax laws
Legitimate interests – in managing and growing our business
Consent – for marketing communications (only with your explicit consent)

5. Data Sharing

We do not sell or trade your personal information. We may share data with:

CRM provider (Monday.com) for data management
Staff members, for purposes of event execution
Legal or regulatory authorities, if required by law
Service providers or partners acting on our behalf (e.g., payroll services)

6. Data Storage and Security

We take reasonable steps to protect your information. Data is stored securely via encrypted systems (including Monday.com’s infrastructure) and access is limited to authorised personnel.

7. Data Retention

Client and booking information is retained for up to 7 years for tax and contractual purposes.
Staff data is retained for as long as necessary to comply with legal obligations or until no longer needed for future assignments.

8. Your Rights

Under UK GDPR and the Data Protection Act 2018, you have the right to:

Access the personal data we hold about you
Request correction or deletion of your data
Object to or restrict processing
Withdraw consent (where applicable)
File a complaint with the Information Commissioner’s Office (ICO)

To exercise your rights, contact us at: info@rubyreignevents.co.uk

9. Cookies

Our website may use cookies to improve user experience. You can set your browser to refuse some or all cookies or alert you when websites set cookies. [Consider linking to a separate Cookie Policy if needed.]

10. Updates to This Policy

We may update this Privacy Policy from time to time. Any changes will be posted on our website with an updated effective date.

If you have any questions or concerns about this policy or how we handle your data, please contact:

Ruby Reign Events
📧 Email: info@rubyreignevents.co.uk
📞 Phone: 01793 380394
📍 Address: Unit 18, BSS House, Cheney Manor, Swindon, SN2 2PJ