Privacy Policy
Last updated: October 2025
Woodcote Events Ltd (“we”, “our”, “us”) is committed to protecting your privacy and handling your personal information securely and lawfully. This Privacy Policy explains how we collect, use and protect personal data in connection with our business activities, including when you register for an event managed by us on behalf of one of our clients.
Who We Are
Woodcote Events Ltd provides event management and delivery services across the UK, specialising in automotive experiential activities (e.g. demo rides, roadshows and promotional events).
Registered Office: Pera Business Park, Nottingham Road, Melton Mowbray, Leicestershire, LE13 0PB.
Company No: 13260786
Email: hello@woodcote-events.com
Telephone: 03301 743490
We are registered with the Information Commissioner’s Office (ICO) as a data controller.
When This Policy Applies
This Privacy Policy applies when you:-
Visit our website www.woodcote-events.com;-
Register for, or take part in, an event or demo ride managed by us;-
Work with us as a client, contractor, supplier, or freelancer;-
Contact us directly by email, phone or through our website.
Our website operates on the Easol platform, which also collects and processes data in accordance with its own privacy policy: www.easol.com/privacy.
Depending on the context, we may act as either a Data Controller or a Data Processor:-
When we collect or use personal data for our own business purposes (for example, managing contractors, suppliers, or enquiries), we act as Data Controller.-
When we collect data on behalf of a client (for example, participants registering for demo rides or roadshows), we act as Data Processor, following the client’s instructions and their own privacy policy.
What Data We Collect
We may collect the following types of information, depending on your relationship with us:
Event Participants:
- Name, address, email, telephone number;
- Date of birth and driving licence details;
- Emergency contact details;
- Booking, event, and attendance information.
Clients, Contractors, and Suppliers:
- Business contact information;
- Bank or payment details (for invoices or payroll);
- Correspondence and contractual information.
Website Users:
- IP address, browser type, and usage information collected automatically through cookies and analytics tools (see our cookie notice, if applicable).
We do not store payment card details for demo ride bookings - these are handled securely by Easol or another payment processor.
How We Collect Your Data
We collect personal data when you:
- Register for a demo ride or event online via Easol or on-site;
- Communicate with us by email, phone or social media;
- Provide services to us or enter into a contract;
- Visit our website and submit a form or enquiry.
How We Use Your Data
We use personal data only when necessary for a lawful purpose. This includes:
- Managing and delivering demo rides and events safely and efficiently;
- Verifying rider eligibility and license details;
- Contacting participants about their booking or attendance;
- Sharing participant details with the relevant client or manufacturer for legitimate follow-up;
- Meeting insurance, health and safety, and legal requirements;
- Managing our relationships with clients, suppliers and contractors;
- Improving our services and responding to enquiries.
We do not sell personal data or use it for unrelated marketing purposes.
Lawful Bases for Processing
We rely on one or more of the following lawful bases under the UK General Data Protection Regulation (UK GDPR):
- Performance of a contract – to manage event registrations and supplier agreements;
- Legitimate interests – to operate our business safely and efficiently, including client follow-up;
- Legal obligation – to retain information for insurance or regulatory purposes;
- Consent – where you have specifically opted in to receive marketing communications (if applicable).
Data Sharing
We may share personal data with trusted third parties when necessary to provide our services. These include:
- The client, manufacturer, or event organiser for whom we are delivering the event;
- Our insurers, legal and professional advisers;
- Our online booking platform, Easol;
- IT service providers or cloud storage providers;
- Public authorities, if required by law.
All third parties are required to handle personal data securely and lawfully in accordance with UK GDPR.
Data Retention
We retain data only for as long as it is necessary for operational, legal or insurance purposes:
Event participant data – up to 3 years after the event;
Client, contractor, and supplier data – up to 6 years after the end of our relationship;
Website or enquiry data – up to 2 years;
HR and payroll records – as required by employment and tax law.
After these periods, data is securely deleted or anonymised.
Where we act as a data processor, retention and deletion are carried out in accordance with the client’s instructions.
Data Security
We take data protection seriously. Personal data is stored securely using password-protected, encrypted systems with restricted access. Physical documents are kept in locked storage when not in use. We regularly review our security measures to ensure compliance with data protection law.
Your Rights
Under UK GDPR, you have the right to:
- Access a copy of your personal data;
- Request correction of inaccurate or incomplete information;
- Request deletion (“the right to be forgotten”) where legally applicable;
- Object to or restrict processing in certain circumstances;
- Request data portability;
- Withdraw consent (where processing is based on consent);
- Lodge a complaint with the Information Commissioner’s Office (ICO) if you believe your data has been mishandled.
For more information, visit www.ico.org.uk.
To exercise any of these rights, please contact us at hello@woodcote-events.com.
Third-Party Links
Our website may contain links to other websites (including Easol). We are not responsible for the privacy practices or content of these external sites. We encourage you to read their privacy policies before submitting personal data.
Updates to This Policy
We may update this Privacy Policy from time to time to reflect changes in our business operations, data protection law, or best practice. The latest version will always be available at www.woodcote-events.com/privacy-policy.
Summary
We collect only the personal information needed to deliver safe and professional events, keep it secure, and never use it for purposes you wouldn’t reasonably expect. If you have any questions about how we handle data, please contact us at hello@woodcote-events.com.