Privacy Policy

Version 1 · Last updated 31 July 2026

1. Introduction

This Privacy Policy explains how Beyond VIP (“Beyond VIP”, “we”, “us”, “our”) collects, uses, stores, and protects your personal data. We are committed to safeguarding the privacy of everyone who interacts with our services, whether through our website at beyondvipevents.com, our booking and enquiry forms, or any related platforms.

Beyond VIP operates in the United Kingdom. For the purposes of the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, Beyond VIP is the data controller for the personal data described in this policy.

If you have any questions about this policy or how we handle your data, please contact us at info@beyondvipevents.com.

2. Data We Collect

We collect and process the following categories of personal data, depending on how you interact with us:

2.1 Identity & Contact Data

• Full name
• Email address
• Telephone and mobile numbers
• Company name and occupation, where you provide them

2.2 Enquiry & Preference Data

When you make an enquiry or ask us to arrange an experience, we may collect information needed to tailor it, such as:

• The type of experience, event or destination you are interested in
• Preferred dates and group size
• Hospitality, travel, seating and accommodation preferences
• Special occasions (such as birthdays or anniversaries) where you tell us about them
• Any other requirements or comments you choose to share with us

2.3 Booking & Attendee Data

When you place a booking request through our services, we collect:

• Billing name, address, email and telephone number
• Attendee details, including full name and email address for each guest
• Photographs (headshots) of attendees, where these are required by an event organiser or governing body — for example, VIP Paddock Passes® issued under FIA accreditation rules
• Dietary requirements and important accessibility or medical information, where you provide them
• Passport details, date of birth and nationality, where an event, venue or travel provider requires them for accreditation or travel arrangements
• Your acceptance of our booking terms and conditions, including the date and time of acceptance

2.4 Website Analytics & Technical Data

Our website and its hosting platform collect limited technical information to keep the site secure and to understand how it is used:

• IP address — used to infer approximate location (country and city) and to protect against abuse
• Browsing behaviour — pages visited, time spent, and navigation paths
• Session data — referring website, entry and exit pages, session duration
• Device information — browser type and version, operating system, screen size

2.5 Payment Data

We do not store full payment card details on our systems. Payments are processed securely through our banking and third-party payment providers (see Section 5). We may store transaction references, payment status, and invoice identifiers.

3. How We Use Your Data

We process your personal data for the following purposes:

Purpose	Legal basis
Responding to your enquiries and preparing proposals	Legitimate interest
Fulfilling bookings, hospitality and travel arrangements	Contractual necessity
Submitting attendee names and headshots to event organisers, venues and accrediting bodies in order to issue passes	Contractual necessity
Personalising your experience based on your interests and preferences	Legitimate interest
Sending promotional emails, offers and invitations	Consent
Website analytics to maintain and improve our services	Legitimate interest
Processing payments and managing invoices	Contractual necessity
Internal record keeping and administration	Legitimate interest
Complying with legal, accounting and tax obligations	Legal obligation

4. Cookies

Our website uses cookies to improve your experience and to help us understand how the site is used. We use the following types of cookies:

Strictly Necessary Cookies

Required for the website to function correctly. These include session cookies that enable you to navigate between pages, submit forms, and use secure areas of the site. These cannot be disabled.

Analytical & Performance Cookies

These allow us to recognise and count visitors and to understand browsing patterns, so that we can improve the way the website works.

Functionality Cookies

These remember your preferences and personalise your experience when you return to the site.

You can manage your cookie preferences through your browser settings. Please note that disabling certain cookies may affect website functionality. Most browsers accept cookies by default — consult your browser’s help menu for instructions on changing this setting.

5. Third Parties Who Process Your Data

We share your data with carefully selected parties who process it on our behalf, or who need it in order to deliver your experience, under strict contractual agreements. These include:

• Event organisers, venues, accrediting bodies and hospitality partners — attendee names, and where required, headshots, dates of birth and passport details, so that passes, tickets and accreditation can be issued
• Travel and accommodation providers — where your booking includes flights, transfers or hotels
• Our website host and form platform — secure hosting of the website and storage of form submissions
• Our accounting and invoicing software — issuing invoices and maintaining financial records
• Our email and calendar providers — communicating with you and managing appointments
• Payment providers — secure payment processing

Each third-party provider has their own privacy policy and data handling practices, and we encourage you to review them. We do not sell your personal data to any third party.

6. Data Retention

We retain your personal data only for as long as necessary to fulfil the purposes for which it was collected:

• Contact and enquiry data: retained for up to 3 years after our last contact with you
• Booking and order data: retained for 6 years after the transaction, for accounting and legal compliance
• Attendee headshots and accreditation documents: deleted once the event has taken place and any accreditation queries are resolved, and in any event within 12 months
• Analytics data: retained for up to 24 months
• Marketing consent records: retained for as long as you remain subscribed, plus 12 months after unsubscribing

When data is no longer needed, it is securely deleted or anonymised.

7. Your Rights

Under the UK GDPR, you have the following rights regarding your personal data:

• Right of access — you may request a copy of all personal data we hold about you, free of charge
• Right to rectification — you may ask us to correct any inaccurate or incomplete data
• Right to erasure — you may request that we delete your personal data where there is no compelling reason for its continued processing
• Right to restrict processing — you may ask us to suspend processing of your data in certain circumstances
• Right to data portability — you may request a machine-readable copy of the data you have provided to us
• Right to object — you may object to processing based on legitimate interest, including profiling and analytics tracking
• Right to withdraw consent — where processing is based on your consent, you may withdraw it at any time without affecting the lawfulness of prior processing

To exercise any of these rights, please contact us at info@beyondvipevents.com. We will respond within one calendar month.

8. Data Security

We take the security of your data seriously and implement appropriate technical and organisational measures to protect it, including:

• Encrypted data transmission (HTTPS/TLS) across all our platforms
• Secure password practices and access controls for all system accounts
• Access on a need-to-know basis — our team can only access the data relevant to their role
• Regular reviews and monitoring of our systems
• Secure hosting with reputable cloud infrastructure providers

While we take every reasonable precaution, no method of transmission over the internet or method of electronic storage is 100% secure. We cannot guarantee absolute security, but we are committed to protecting your data to the highest standards.

9. International Data Transfers

Some of the parties described in Section 5 may process your data outside the United Kingdom — for example, where an event takes place overseas and the organiser is based in that country. Where this occurs, we ensure that appropriate safeguards are in place, such as Standard Contractual Clauses (SCCs) approved by the UK Information Commissioner’s Office (ICO), or that the receiving country has been deemed to provide an adequate level of data protection.

10. Children’s Data

Our services are not directed at individuals under the age of 16, and we do not knowingly collect personal data from children. Where a booking includes a guest under 16, we only process the details required by the event organiser and only with the consent of a parent or guardian. If you believe we have inadvertently collected data from a child, please contact us immediately and we will take steps to delete it.

11. Changes of Business Ownership

Beyond VIP may, from time to time, expand or reduce our business, which may involve the sale or transfer of control of all or part of the business. Personal data relevant to any transferred part of the business will be transferred along with it, and the new owner or controlling party will be permitted to use that data only for the purposes for which it was originally supplied to us under the terms of this policy.

12. Links to Other Websites

Our website may contain links to external websites. We have no control over the content or privacy practices of those sites. This policy does not extend to your use of third-party websites, and we advise you to read their privacy policies before submitting any personal data.

13. Changes to This Policy

We reserve the right to update this policy from time to time. Any changes will be posted on our website with an updated version number and effective date. Continued use of our services after changes are posted constitutes your acceptance of the revised policy.

14. Complaints

If you are unhappy with how we have handled your personal data, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO):

• Website: ico.org.uk
• Telephone: 0303 123 1113
• Address: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

We would, however, appreciate the opportunity to address your concerns before you approach the ICO. Please contact us first at info@beyondvipevents.com.

15. Contact Us

For any questions, concerns, or requests regarding this policy or your personal data, please contact:

Beyond VIP
Email: info@beyondvipevents.com

This policy is governed by and interpreted according to the laws of England and Wales. All disputes arising under this policy are subject to the exclusive jurisdiction of the English courts.