1.1. The VenueScanner platform (the VenueScanner Platform) is owned and operated by BKBM Enterprise Limited (trading as VenueScanner) c/o 10 Orange Street, Haymarket, London, United Kingdom, WC2H 7DQ (we, us).
1.3. We reserve the right to update the Terms from time to time at our discretion. We may do so for technical or legal reasons, or because the needs of our business have changed. You agree that if you do not accept any amendment to our Terms then you shall immediately stop accessing and/or using the VenueScanner Platform. If we reasonably believe that the change to the Terms is significant, we shall notify all registered users by email with details of the change and the effective date of the change. Otherwise, updated Terms will be effective as soon as they are accessible. You are responsible for regularly reviewing the Terms so that you are aware of any changes to them.
1.4. The VenueScanner Platform is an online marketplace where Venue Hosts can offer their Venue Services, and Event Organisers can book Venue Services. We do not provide Venue Services directly, nor do we act as principal in any transaction, nor as agent for either party except to facilitate payments. We are an intermediary Platform, and we are not bound by any contract that may arise at any time between an Event Organiser and a Venue Host.
2.1. Words defined in Condition 1 shall have the same meaning when used through the Terms. In addition, the following words have the following meanings:
2.2. Words in the singular include the plural and, in the plural, include the singular.
2.3. Headings shall not affect the interpretation of the Terms.
2.4. References to Conditions are references to the conditions of the Terms.
2.5. Unless a right or remedy of a party is expressed to be an exclusive right or remedy, the exercise of it by a party is without prejudice to that party's other rights and remedies.
2.6. Any phrase introduced by the words including or includes shall be construed as illustrative and shall not limit the generality of the related words.
2.7. A reference to writing or written includes email.
3.1. If you wish to register as a Venue Host on the VenueScanner Platform, you must be at least 18 years old and legally capable of entering into a contract. We retain the right to reject your registration. If you are registering on behalf of an organisation, you warrant that you are legally capable of binding the organisation to these Terms.
3.2. If you wish to register an Account as an Event Organiser you must be at least 18 years old.
3.3. All details that you provide on registration must be true, accurate and complete. You agree to update your account to reflect any changes to those details, or to notify us accordingly and we can make the changes. At our request, you shall provide evidence of your compliance with this Condition 3.2. You also agree to provide any further information we may require from you from time to time, including information relating to your identity. We may also check the information you provide, by accessing social media accounts or otherwise. We may not accept your registration until we have verified this information and we shall notify you accordingly.
3.4. When you register on the VenueScanner Platform you will create a password. You are responsible for keeping your password confidential. You are responsible for any activity under your account. Please take precautions to protect your password and contact us immediately by email to the company email (firstname.lastname@example.org) if you believe there has been any unauthorised use of your account. You may not transfer your account to anyone else. We may deny access to a password if we reasonably believe that it is being used by an unauthorised person or that the user is in breach of the Terms.
3.5. By creating a VenueScanner Account Event Organisers and Venue Hosts agree to VenueScanner sharing the contact details registered for their account from time-to-time for the sole purpose of assisting the facilitation of the Booking process.
4.1. If you wish to register as a Venue Host on the VenueScanner Platform, you must be at least 18 years old and legally capable of entering into a contract. We retain the right to reject your registration. If you are registering on behalf of an organisation, you warrant that you are legally capable of binding the organisation to these Terms. In registering, you agree not to:
4.2. We try to maintain and make the VenueScanner Platform available at all times. However, there may be occasions when access may be interrupted, including for scheduled maintenance or upgrades, for emergency repairs, or due to failure of telecommunications links and/or equipment. We shall try to schedule maintenance and upgrades outside of normal working hours. However, you agree that we have no liability to you for such interruptions.
4.3. We are not liable if you are unable to access the VenueScanner Platform for any reason within your control, including your failure to use appropriate equipment or your insufficient bandwidth.
5.1. Communications on the VenueScanner Platform between Event Organisers and Venue Hosts must be written and posted in a fair, honest and professional manner in the context of the potential relationship and in any event must comply with our Acceptable Use Policy.
5.2. All non-Subscribing Venue Hosts must wherever possible communicate with the Event Organiser through the VenueScanner Inbox. Should communication be taken off the VenueScanner website Venue Hosts agree to return to the VenueScanner and “Mark as Booked” all enquiries that have confirmed directly.
5.3. If an Event Organiser agrees to purchase and the Venue Host agrees to provide Venue Services, the terms of the Booking shall apply and accordingly you warrant and represent to us that you will comply with the provisions of the Booking. For the avoidance of doubt however, you may not enter into any Booking where the terms are inconsistent with the Terms, in particular the payment provisions. The Booking may be a written agreement or set out in an exchange of emails or messages on the VenueScanner Platform.
5.4. We recommend that prior to confirmation of a Booking Event Organisers thoroughly review the Venue Host’s cancellation policy which should be available via the VenueScanner Platform or upon request to the Venue Host.
5.5. We are not a party to the Booking. Therefore, all issues, concerns and/or enquiries relating to the Venue Services must be raised in the first instances between the Event Organiser and Venue Host.
5.6. We ask that all parties respect the property of others. Venues booked via the VenueScanner Platform may only be used for lawful purposes. Event Organiser and guests must not damage any part of the Venue, or cause a disturbance or nuisance to others. Event Organisers must comply with all policies relating to the Venue that are provided. Event Organisers should put in place appropriate insurance for any liabilities incurred in relation to a Booking under these Terms or otherwise.
5.7. Venue Hosts are expected to treat Event Organisers respectfully and professionally when attending the Venue.
5.8. We also ask that the Venue Hosts comply with the Data Protection Legislation in respect ofPersonal Data. However, we cannot promise that they will do so. If there are any concerns about how a Venue Host is usingPersonal Data, please contact the Venue Host directly.
5.9. Event Organisers shall defend and indemnify us and keep us indemnified and held harmless from and against any costs, losses, damages, expenses and liabilities that we may suffer or incur arising as a result of any third party claim or allegation that we receive from a Venue Host in respect of your acts or omissions. This indemnity will survive termination of your account on the VenueScanner Platform.
5.10. Event Organisers and the Venue Host may cancel a Booking on the VenueScanner Platform only in accordance with the terms of the Booking and the Venue Host’s cancellation policy communicated to the Event Organiser during the booking process.
5.11. In instances where we have acted as the payment processor we will refund Event Organisers the Fee provided that you have cancelled in accordance with such terms less our reasonable administrative costs calculated as 50% of the commission we would earn on the Booking.
6.1. Within the Booking, Event Organisers should agree with the Venue Host the payment terms for the Fee. The final agreed Fee may be different from the Fee advertised on the VenueScanner Platform. Event Organisers using the VenueScanner Marketplace may pay the Fee to the Venue directly via invoice issued by the Venue or pay the Fee through the VS Direct payment link issued by the venue.
6.2. Event Organisers being managed by the VenueScanner Concierge team must pay the Fee for bookings via the VenueScanner Concierge Payment Process (Appendix 2).
6.3. You shall therefore pay the Fee, plus all applicable taxes and payment processor fees in accordance with the Booking.
7.1. Venue Hosts and Event Organisers may leave a Review for each other following completion of the Venue Services. Venue Hosts and Event Organisers may also leave a Review for VenueScanner following the facilitation of their services.
7.2. You warrant and represent that your Reviews shall:
7.3. We do not routinely monitor any Review, but we may edit, remove or not post any Review at our sole discretion.
7.4. You agree that you will not accept any incentive to write a Review.
7.5. You grant to us a licence to edit and use your Review on the VenueScanner Platform within marketing and publicity materials for our business and to improve the functioning of the VenueScanner Platform and monitor the activities of VenueScanner Platform visitors.
7.6. A Review is not an endorsement or recommendation by us of a Venue Host, and Event Organisers must rely on the content of a Review at their sole discretion
8.1. The copyright in all original content on the VenueScanner Platform is owned by or licensed to us. All rights are reserved. You can view, print or download extracts of the VenueScanner Platform for your own use in order to exercise your rights and carry out your obligations under these Terms and for no other purposes. You cannot otherwise copy, edit, vary, reproduce, publish, display, distribute, store, transmit, commercially exploit, disseminate in any form whatsoever or use the content of the VenueScanner Platform without our permission.
8.2. If you believe any content on the VenueScanner Platform infringes your copyright, you may submit a notice to us including the following information:
8.3. Venue Hosts confirm that all content and images used to create their Account is wholly owned by them and they have the appropriate rights and permissions to distribute this via the VenueScanner website. Should we be contacted via a third party claiming copyright infringement of any images or content used to create a Venue Account the Venue Host agrees to take fully legal responsibility of any damages due to be paid.
9.1. All parties acknowledge and agree that the VenueScanner Platform is provided for information purposes only and to facilitate communication and payment. It is the Event Organisers responsibility to ensure a Venue is suitable for their purposes and to communicate those purposes appropriately to the Venue Host. All normal, prudent checks should be carried out in respect of the Venue.
9.2. We encourage Venue Hosts to conduct their own checks and enquiries to ensure that the Event Organiser is the type of client the Venue Host would otherwise be comfortable working with.
9.3. We do not warrant or represent that any Venue Host will agree to provide Venue Services to you or that you will find any Venue or Venue Services that are suitable for their purposes.
9.4. We do not warrant or represent:
9.5. We are not responsible in any way whatsoever for any act or omission of a Venue Host or for the Venue Services performed by the Venue Host or any failure of the Venue Host to perform any of the Venue Services.
9.6. We are not responsible in any way whatsoever for any act or omission of an Event Organiser or any of their guests
9.7. Our content is made available for information only. It should not be relied on as advice or recommendation.
9.8. Subject to Condition 9.9, we shall in no circumstances be liable to you in contract, tort (including negligence) or otherwise for any:
The provisions of this Condition 9.9 are severable.
9.9. Subject to Condition 9.5., we shall only be liable to you for direct losses that arise as a result of our breach of the Terms or for our negligence and our maximum liability to you whether in contract, tort or otherwise shall in no circumstances exceed the Commission that we received for the Venue Services that are the subject of the claim, or if no Venue Services are the subject of the claim, a maximum of £250.
9.10. Nothing in the Terms shall be construed as excluding or limiting our liability for death or personal injury caused by our negligence, for fraud or fraudulent misrepresentation or for any other liability that cannot be excluded by English law.
10.1. If there is a dispute between an Event Organiser and a Venue Host, we ask each party first to discuss in an amicable and professional manner the issue with the other party to attempt to resolve the issue. However, either party may then refer the matter to us and the following terms shall apply.
10.2. Each party expressly agree that if a dispute is raised by or against them, they will comply with the following rules:
11.1. If you have an account with VenueScanner, then you may only book Venue Services with a Venue Host through the VenueScanner Platform while you have an account and for 12 months after termination of your account for whatever reasons.
11.2. In order to ensure that you have complied with Condition 11.1, we shall on reasonable notice to you be entitled to audit all payment records relating to a Venue Host to ensure full and accurate disclosure and payment of all Fees due.
11.3. Any breach of this Condition 11 shall constitute a material breach of the Terms, and we shall be entitled to suspend or terminate your account and claim appropriate damages in respect of any loss suffered and costs incurred as a result which we both agree will be at least 200% of the Commission we would have earned.
12.1. We may suspend or terminate your VenueScanner Account at any time and without liability to you for any or no reason, including if:
12.2. Event Organisers may contact us at any time to terminate their VenueScanner account at by sending us an email at email@example.com
12.3. Venue Hosts may cancel their Account by contacting the VenueScanner Account Management team and in accordance to their Subscription Plan (Appendix 1)
12.4. Following termination of your VenueScanner Account, any Booking will still be valid unless otherwise agreed with Event Organisers and must comply with cancellation policies.
12.5. Following termination by us of an Account you must cease to use the VenueScanner Platform and you must not re-register on the VenueScanner Platform under any other name unless with express permission from VenueScanner.
14.1. No joint venture, partnership, employment or agency relationship exists between Event Organisers and us as a result of use of the VenueScanner Platform.
14.2. The Terms (as amended from time to time) constitute the entire agreement relating to use of the VenueScanner Platform.
14.3. If any provision of the Terms is held by a court of competent jurisdiction to be invalid or unenforceable, then such provision shall be construed, as nearly as possible, to reflect the intentions of the parties and all other provisions shall remain in full force and effect.
14.4. If we do not insist immediately that Event Organisers do anything required under these Terms, or if we delay in taking steps against Event Organisers in respect of any breach, that will not mean that compliance isn’t required with regards to those requests and it will not prevent us taking steps against Event Organisers at a later date.
14.5. Event Organisers may not assign, delegate or otherwise transfer their Account or obligations under the Terms without our prior written consent. We may assign or otherwise transfer our rights and obligations in terms of the Terms to third parties.
14.6. Any notice given via email, regular mail or notices or links on the VenueScanner Platform shall constitute acceptable notice under the Terms
14.7. Any provision of these Terms that expressly or by implication is intended to come into force or continue after termination or expiry of these Terms shall remain in full force and effect. Any rights, remedies, obligations or liabilities of the parties that have accrued up to the date of termination, including the right to claim damages in respect of any breach of the Terms which existed at or before the date of termination shall not be affected.
14.8. The Terms shall be governed by and construed in accordance with English law and you agree to submit to the exclusive jurisdiction of the English Courts.
“Initial Subscription Term" is the minimum term of the Subscription Services.
"Subscription Services" means the Services offered as part of a Subscription
“Renewal Date” means the last day of the “Renewal Period”.
"Renewal Period" means a successive period following the “Initial Subscription Term”, ending in the “Renewal Date”.
"Subscription" means the subscription purchased by a Venue Host which entitles that Venue Host to access the Subscription Services and "Subscribe" shall be construed accordingly.
"Subscription Fees" means the subscription fees payable by a Venue Host to VenueScanner for the Subscription Services
16.1. Subscription plans are sold on an annual basis. Following the initial subscription term (1 year) all subscriptions shall renew for another year unless due notice (minimum of 30 days notice before the end of the subscription period) is given to cancel the subscription. VenueScanner may, at its sole discretion, grant shorter subscription terms evaluated on a case by case basis.
16.2. Annual subscriptions can be paid in monthly instalments or the full amount can be paid upfront at the start of the subscription period.
16.3. The Venue Host will be invited to subscribe via credit / debit card through ChargeBe, whereby the "Starter", "Professional" or "Elite" subscription will auto renew on a monthly or annual basis, depending on the payment terms chosen by you when setting up the Subscription payment. VenueScanner reserves the right to allow Venues to pay via invoice from time to time at their discretion.
16.4. Should you wish to cancel your plan, you will need to give confirmation in writing 30 days prior to the end of your subscription plan. The Venue Listing will then be removed from the platform after a 30 day period.
16.5. The Subscription and the Venue will be set live only once either payment has been set up, or, if paying by invoice, the payment has been received.
16.6. We reserve the right to hide or remove venues from the platform in the event of unpaid invoices until the invoices have been settled in full.
16.7. Any venues on a subscription may be removed from the platform if there is <90% response rate in less than 48hr, with written warning and notification
16.8. Any Venues listed on a Subscription plan where sign up date is before 1st June 2022 will adhere to the Terms laid out in the contract issued to the Venue Host at point of sign up.
16.9. Venues who’s initial Subscription Period is due to end after 1st June 2022 must renew onto one of the Subscription Plans laid out in Appendix 1.
16.10. Users who have entered our subscription sign up checkout will have their cart details stored for 30 days and used to send them reminders and for quality purposes. They can change their consent from their portal at anytime.
16.11. The Subscription Services commence on the date on which the Member registers for the Subscription Services and shall continue for the Initial Subscription Term and, thereafter, the Subscription Services shall be automatically renew after each Renewal Period, unless either party notifies the other party of termination, in writing, at least 30 days before the end of any Renewal Period.
16.12. Should the Venue Host wish to terminate a Subscription before the end of the Renewal Period, or remove their Venue from the Platform before that time, any remaining period of the Subscription unused shall be forfeited and any corresponding Subscription Fees are non- refundable.
16.13. Full details of the Subscription Services are laid out in Appendix 1
17.1. Once approved by the VenueScanner team as a Venue Host, they may create a Listing for a Venue.
17.2. Venue Hosts may communicate with Event Organisers through VenueScanner’s messaging application or calling functionality when an enquiry is sent by an Event Organiser.
17.3. Venue Hosts acknowledge and agree that they are responsible for any Listing created via their VenueScanner Account and accordingly warrant and represent that, in creating and maintaining any Listing:
17.4. A Venue Host may amend or update a Listing at any time prior to entering into an Agreement with an Event Organiser on the basis of such Listing and subject always to Our Listings approval process. Unless otherwise agreed between the Venue Host and the Event Organiser, Agreements based on a particular Listing shall incorporate that Listing as constituted at the time of the Enquiry, notwithstanding any later amendment, update or withdrawal.
17.5. A Venue Host must enter the VenueScanner Advertised Price for their Listing. The VenueScanner Advertised Price may be displayed in one of four ways, always inclusive of VAT:
17.6. A Venue Host must provide and display their VenueScanner Advertised Price in a way that is clear, accurate and not misleading so that Members are provided with sufficient information to compare prices and make informed choices.
17.7. Where a VenueScanner Advertised Price is indicative or illustrative of the actual Venue Hire Fee, Venue Hosts must indicate that this is the case in the applicable Listing and, where applicable, explain clearly the variations that may apply and the way in which Venue Hire Fee will be calculated. This should also be communicated to the Event Organiser within the initial message when receiving an enquiry.
17.8. In all cases, the VenueScanner Advertised Price must comply with the VenueScanner Low Price Guarantee, which is detailed as follows:
17.9. A Venue Host must, on creating a Listing, create a Cancellation Policy. This can be manually uploaded as part of the Listing Journey. The Cancellation Policy will be accessible to the Event Organisers (Event Organisers are made aware of their responsibility to review Cancellation Policies before confirming a Booking). Venue Hosts have the right to waive, amend or change their Cancellation Policy as part of negotiation with the Event Organiser as long as this is agreed by all parties in writing.
17.10. In the event a Venue Host does not have their own Cancellation Policy they will be permitted to choose from one of the VenueScanner templated cancellation policies laid out below. In this instance VenueScanner will apply the chosen cancellation policy in the event that a cancellation occurs by the Event Organiser.
17.11. Should the Host fail to select a Cancellation Policy or attach their own Cancellation Policy then the “Moderate'' Cancellation Policy will automatically apply.
17.12. VenueScanner reserves the right to select the way in which Listings are displayed to Members on the Platform including the display of search results, the order and/or prominence of Listings and/or search rankings or results based on search optimisation and user experience factors including, without limitation, pricing (including the form of Advertised Price selected under Venue Host's election in clause 17.5), a Member's search criteria and/or preferences, Venue availability, reviews/ratings, cancellation policy/history, compliance with response time service levels, host response rate, host response speed, number of open (not declined, not closed, not accepted) enquiries.
17.13. We have an algorithm which considers a number of factors to decide which Listings are promoted to potential Event Organisers on the Platform (either by promoting them or by returning them as search results to an Event Organiser enquiry).
17.14. New Listings on the platform will be given an initial boost to get them started.
17.15. The main factors in determining which Venues are returned from an Event Organiser’s search on the Platform are Venues whose capacity, pricing, location, and event tags match with the Event Organiser’s inputted event criteria. Event Organisers are able to widen their search field by inputting fewer criteria and are under no obligation to input any allowing them to access all Venues on the platform. Subscribing Venues will always be boosted above non-Subscribing Venues.
17.16. While its Account is active, the Venue Host will be given access to the following information regarding Bookings concluded on the Platform: date of event, number of guests, time of event, event type, private enquiry vs corporate enquiry, event budget and any additional information written in the comments box, the comments box is not compulsory.
18.1. All non-Subscribing Venues listed on VenueScanner prior to 1st June 2022 are subject to 10% commission of the Total Booking Fee (ex VAT) for marketplace bookings and bookings made via our concierge team. All enquiries managed by our Concierge team will be made known as such at the point of enquiry.
18.2. Should a VenueScanner client rebook a non-Subscribing Venue for a subsequent event following an initial introduction but the VenueScanner platform or VenueScanner Concierge within a period of 1 year after the initial event date the venue will be subject to 10% commission of the Total Book Fee (ex VAT).
18.3. All non-Subscribing Venues listed on VenueScanner after 1st June 2022 are subject to 15% commission of the Total Booking Fee (ex VAT) for marketplace bookings and bookings made via our concierge team. All enquiries managed by our Concierge team will be made known as such at the point of enquiry. VenueScanner may, with sole discretion, choose to negotiate a lower commission rate from time to time.
18.4. Venues electing to Subscribe via tSubscription Plans will be subject to 0% commission of all bookings including Concierge Bookings until they have reached the booking cap unless they subscribed prior to 1st June 2022 in which case there terms of their subscription will be headed to as laid out in their contract. VenueScanner may, with sole discretion, choose to waive the booking cap from time to time.
18.5. The Total Booking Fee is the total amount payable by the Event Organiser to the Venue Host for their event.
18.6. As detailed in clause 17, the VenueScanner Advertised Price is entered by the Venue Host when Listing their Venue and represents a reliable estimate of the Total Booking Fee. The VenueScanner Advertised Price is shown on the Venue Listing or Profile page on the Platform. Searches conducted by Users on the Platform are based on the VenueScanner Advertised Price.
18.7. The Venue Hire Fee applicable to a Booking is determined by the Venue Host based on the specific terms of the Agreement.
18.8. In all cases, the Total Booking Fee must comply with the Low Price Guarantee, which is detailed in Clause 17.8.
18.9. We reserve the right to charge a lower VenueScanner Commission rate than 10% (or any other rate advertised on the Platform) on a case by case basis in our absolute discretion including (but not limited to) charities registered with the Charity Commission and Fundraising Regulator.
18.10. The VenueScanner Commission will be calculated based on the higher of either:
18.11. In the event that the Venue Host and Event Organiser agree to include any other paid services (such as catering food and beverages, equipment hire, accommodation / bedrooms or other professional services) within the Agreement or any other booking, hire, rental, engagement or use of a Venue or any services arising as a result of the use of the Services and/or the Platform; then charges for these services must be included within the final and accepted Total Booking Fee on which the VenueScanner Commission shall be payable for non-Subscribing Venues OR Subscribing Venues accepting an enquiry from the VenueScanner Concierge team where commission is payable as per the terms of their Subscription.
18.12. The VenueScanner Commission percentage payable under clause 18.7 will be calculated and due against the Total Booking Fee inclusive of any additional paid services described in clause 18.8 or paid services used in isolation as described in clause 18.8. If the value of these services is not known at the time of an Agreement, any outstanding VenueScanner Commission will be collected when the final Total Booking Fee amount is confirmed and finalised post the Event Date.
18.13. Where the Payment Method selected by the Venue Host is VS Direct or by implication a VS Direct Payment Method as a result of the Venue Host clicking Send Payment Link:
18.14. Venue Hosts accepting enquiries from Event Organisers being managed by the VenueScanner Concierge team must agree to receive the Booking Fee via VenueScanner Concierge Payment Process (Appendix 2).
18.15. Members acknowledge that our payment obligation to Venue Hosts is subject to our receipt in full (whether via the Payment Processor or otherwise) of the Total Booking Fee from the Event Organiser.
18.16. Where the Payment Method selected by a Venue Host is VS Invoice for marketplace bookings:
18.17. Subject to having a copy of the invoice sent by the Venue Host to the Event Organiser or written confirmation of the final spend at the venue, VenueScanner will invoice the Venue Host for the appropriate VenueScanner Commission amount no earlier than 7 days after the Agreement was made and no later than 90 days after the event finish date. If VenueScanner is lacking a copy of the invoice or final spend details, the 90 day window will be extended until 30 days after that information has been provided by the Venue Host and confirmed as accurate by VenueScanner’s accounts department.
18.18. VenueScanner may allow a Venue Host to vary the Payment Method elected prior to agreeing a Booking with an Event Organiser at their sole discretion.
18.19. All amounts due to Us from You in connection with Your use of the Services and/or the Platform and/or any Agreement shall be paid in full without any set-off, counterclaim, deduction or withholding (other than any deduction or withholding of tax as required by law).
18.20. All amounts due from You to Us in connection with Your use of the Services and/or the Platform and/or any Agreement shall be payable within 14 days of the invoice date or 7 days of the event date, whichever is later. Statutory interest plus reasonable debt recovery costs in accordance with UK government guidelines will be chargeable on late payments.
18.21. Should the Venue Host not settle Your invoice for more than 30 days past the due date We reserve the right to lock Your account, moved to the bottom of search and have no further access to enquiries until the invoice is settledIf payment is owed by a Member to Us, We reserve the right to set-off the amount owed to Us against any amount owed to such Member.
18.22. In the instance that a Venue Host disputes that VenueScanner was the original source of any enquiry; both marketplace and Concierge; they must supply reasonable proof that the Event Organiser contacted the Venue prior to enquiring through VenueScanner. In all disputed cases VenueScanner will supply proof of initial contact from the Event Organiser. Should the Venue Host be unable to provide proof the commission payable will apply.
*Premium event tags include: conferences, team away-days, Christmas parties, Summer parties and weddings
**Booking Guarantee will only be applicable to those opting to sign up for annual plans. Should Venues not see 5X subscription back in booking value over the course of 1 year the Subscription plan will be extended free of charge until the Venue Host receives 5X return. In no circumstances is the annual Subscription plan refundable.
1. All Subscription Plans are subject to these Terms:
2. Venues joining the platform on a "free listing" after June 2022 will be subject to the following additional terms
1. From 1 June 2022, any new enquiries sent to Venue Hosts that are managed by our Concierge team will be subject to payment via the Concierge Payment Process
An organiser is planning an event with a booking value of £100,000.
We are the controller of the personal data provided to us for the purposes of applicable data protection legislation.
By personal data we mean identifiable information about you. We may collect, use, store and transfer different kinds of personal data about you:
We do not knowingly collect personal data of children. Please do not provide personal data to us unless you are at least 18 years old.
We do not collect any special categories of personal data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health, and genetic and biometric data). Nor do we collect any information about criminal convictions and offences.
We do not store any personal credit or debit card details. Any debit or credit card transactions are carried out by our payment processor providers. We will store bank account details (name, account number, sort code, VAT number) for venue hosts, where required, so that we can pay sums due.
From time to time you may provide to us personal data. This may be because:
All personal data that you provide to us must be true, complete and accurate. If you provide us with inaccurate or false data, and we suspect or identify fraud, we will record this and we may also report this to the appropriate authorities.
When you contact us by email or post, we may keep a record of the correspondence and we may also record any telephone call we have with you.
When you use our website, we may automatically collect and store information about your Technical Data and Usage Data for the purposes of research and analysis.
Some of this information is collected using cookies and similar tracking technologies. If you want to find out more about the types of cookies we use, why, and how you can control them, please see our Cookies Policy.
Through VenueScanner we are likely to receive information from venue hosts about event organisers, and from event organisers about venue hosts. In particular we can see messages and activity VenueScanner and any associated personal data.
If we reasonably believe that any of the personal data you have provided to us is inaccurate, we may receive further personal data from third parties, such as credit reference agencies, Companies House and the electoral register, to try to confirm your identity.
We may also receive personal data about you from our third party service providers, including
We set out below a description of all the ways we plan to use your personal data, and which of the legal basis we rely on to do so. We have also identified what our legitimate interests are where appropriate. We may process your personal data for more than one lawful ground. Please contact us if you need details about the specific legal basis we rely on to process your personal data where more than one ground has been set out in below.
Venue hosts and event organisers are automatically making their messages and offers visible to the other party. This information is also visible to VenueScanner, but is not made available to any other user.
For our legitimate interests, we may share any of your personal data with our service providers, sub-contractors, consultants and agents that we may appoint to perform functions on our behalf and in accordance with our instructions, including IT service providers, group companies, payment service providers, call functionality providers, accountants, auditors and lawyers.
We shall provide our service providers, sub-contractors, consultants and agents only with such of your personal data as they need to provide the function for us. We require them to respect the security of your personal data and to treat it in accordance with the law. We do not allow them to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions. If we stop using their services, we shall request that they delete your personal data or make it anonymous within their systems.
If we need to use your personal data to comply with any legal obligations, demands or requirements, for example, as part of anti-money laundering processes or to protect a third party’s rights, property, or safety then in doing so, we may share your personal data with third party authorities and regulatory organisations and agencies.
We have an office in the UK.
Some or all of your personal data may be stored or transferred outside of the United Kingdom if any of our service providers are based outside of the United Kingdom. In particular, your personal data is stored on secure servers situated in a virtualised environment with Digital Ocean, a company headquartered in New York, USA.
Where your personal data is transferred outside the United Kingdom, it will only be transferred to countries that have been identified as providing adequate protection for personal data, such as within the European Economic Area, or to a third party where we have approved transfer mechanisms in place to protect your personal data. Please contact us if you want further information on the specific mechanism used by us when transferring your personal data out of the United Kingdom.
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.
We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
Unfortunately, the transmission of information via the internet can never be completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to VenueScanner.
You may consent, including through your Profile Data, to receive marketing email messages from us about VenueScanner and our business. Or we may send you marketing email messages if you have used VenueScanner and you have not opted out of receiving that marketing . You can choose to no longer receive marketing emails from us by amending your Profile Data or clicking unsubscribe from a marketing email. Please note that it may take us a few days to update our records to reflect your request.
If you ask us to remove you from our marketing list, we may keep a record of your name and email address to ensure that we do not send to you marketing information. If you still have a VenueScanner account, we shall continue to email you in relation to your account only.
We may use your Identity, Contact, Technical, Usage and Profile Data to form a view on what we think you may want or need, or what may be of interest to you. This is how we decide which products, services and offers may be relevant for you. We use automation tools to select the most appropriate audience for each marketing email newsletter and personalise the content you receive by automatically remembering information from previous searches, enquiries and bookings.
We will get your express opt-in consent before we share your personal data with any third party for marketing purposes.
You have a number of rights under applicable data protection legislation. Some of these rights are complex, and not all of the details have been included below. Further information can be found here
We reserve the right to charge an administrative fee if your request in relation to your rights is manifestly unfounded or excessive.
We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.
We try to respond to all legitimate requests within one month. Occasionally it could take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.
We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship.
To determine the appropriate retention period for personal data, we consider the amount, nature and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of personal data, the purposes for which we process personal data and whether we can achieve those purposes through other means, and the applicable legal, regulatory, tax, accounting or other requirements. We keep basic information about you (including Contact, Identity, Financial and Transaction Data) for seven years after your VenueScanner account ends.
Where we have no legal basis for continuing to process your personal data, we shall either delete or anonymise it or, if this is not possible (for example, because your personal data has been stored in backup archives), then we will securely store your personal data and isolate it from any further processing until deletion is possible.
For the avoidance of doubt, we may use anonymous data, such as Aggregated Data for research or statistical purposes indefinitely without further notice to you.
We also use pixels which are small blocks of code on web pages that do things like allow another server to measure viewing of a webpage and often are used in connection with cookies.
We also use other tracking technologies like web beacons (sometimes called “tracking beacons” or “clear gifs”) and local storage. These are tiny graphics files that contain a unique identifier that enable us to recognise when someone has visited Venue Scanner or opened an email that we have sent them.
You can find more information about cookies at http://www.allaboutcookies.org/.
Optimisation cookies allow us to see and track anonymous user data such as click trends, so we can be certain VenueScanner offers you a consistently smooth, functional and pleasant experience. We use third party service providers to assist us with optimisation, including but not limited to the following:
Cookies are also set when you use any of the social media sharing buttons on VenueScanner (to post on Facebook, for example). We do not have control over the cookie policies of third-party social media sites.
If you have any issues or questions regarding cookies, please contact firstname.lastname@example.org and we will be pleased to provide more information or assist.
In order to provide you with a useful social experience when using VenueScanner, we may give you the option to export information to third party applications and websites, including social networking sites such as LinkedIn, Facebook or Twitter. When exporting such information you may be disclosing your information to the individuals or organisations responsible for operating and maintaining such third party applications and sites and that Your information may be accessible by others visiting or using those applications or sites. We do not own or operate the applications or websites that you connect with and you should review the privacy policies of such websites to make sure you are comfortable with the ways in which they use the information you share with them.
We and/or our analytic providers, may collect the following information about the device you are using to access our website:
We may collect usage data about your activities on our website, including:
To change your cookie settings, or if you want to be notified each time a cookie is about to be used, you should amend the settings provided in your web browser to prevent us from storing cookies on your computer hard drive.
You can manage your cookie settings by following your browser's instructions. Here are some links that might be of assistance: