Privacy Policy

This policy explains what personal information we collect, why we collect it, and how we look after it.

Who we are

The Anteroom is the trading name of Anteroom Limited, a company registered in England and Wales (company number 17230916). Anteroom Limited is the “data controller”, which means we’re responsible for your personal information. In this policy, “we”, “us”, and “our” mean Anteroom Limited.

Registered office: Elizabeth Suite, 3rd Floor, 207 Regent Street, London, England, W1B 3HH
Email: kiri.craig@theanteroom.uk
Phone: 07884 435594

Our founder, Kiri Craig, looks after data protection, and you can contact her using any of the details above.

What is personal data

Personal data is defined by the UK GDPR and the Data Protection Act 2018 (collectively, “the Data Protection Legislation”) as ‘any information relating to an identifiable person who can be directly or indirectly identified in particular by reference to an identifier’. In simple terms, any information about you that means you can be identified. Personal data covers information such as your name and contact details, but it also covers less obvious information such as identification numbers, electronic location data, and other online identifiers.

The type of information we collect

We work with businesses, so most of what we hold is business information about the people we deal with. Depending on our relationship, this may include:

Contact and work details: your name, job title, company, work email, phone number, and LinkedIn profile.
What you tell us: messages through our contact form, emails, call notes, and anything you share in meetings.
Client information: contract, billing, and payment details for the businesses we work with.
Event information: whether you’ve been invited to or attended one of our events, your role and seniority, and the topics and challenges you discuss.
Dietary and accessibility needs: only if you choose to tell us, this means we can look after you at an event.
Photos and recordings: taken at some of our events. We’ll always tell you beforehand.
Business interest data: information about which topics a company is researching online. This comes from specialist data providers and is about companies, but it may be linked to people in relevant roles.
Website information: your IP address, browser, device, and how you use our website, collected through cookies (see “Cookies and website analytics” below).

Dietary and accessibility needs can sometimes reveal information about your health or religion. Because of that, we only collect them with your clear permission, share only with the venue or caterer who needs them, and delete after the event.

How we receive information about you

Most of the time, personal information is voluntarily provided to us. For example, when you fill in our contact form, email or call us, sign up to hear from us, reply to an event invitation, or work with us.

We also get information from other places:

Public sources: LinkedIn, company websites, Companies House, and industry news, when we’re looking for senior people whose role fits one of our events.
Our clients: when a client asks us to run an event, they may securely provide a list of companies or people they’d like to invite.
Event partners: the industry experts who host our events may invite people from their own network, and our partner agencies may help us identify the right companies to approach.
Business data providers: specialist providers tell us which companies are actively researching particular topics.
Our website: cookies and Google Analytics collect information as you browse.
to track telephone enquiries received through our website. Calls made through our tracking telephone number are recorded to help us manage enquiries, maintain accurate records and improve our services. Callers are informed when their calls are being recorded.

If we got your details from somewhere other than you, we’ll say so the first time we contact you, and we’ll point you to this policy.

Why we collect personal information

Under the Data Protection Legislation, we must always have a lawful basis for using Personal Data. This may be because the data is necessary for our performance of a contract with you, because you have consented to our use of your Personal Data, or because it is in our legitimate business interests to use it. Your Personal Data may be used for one of the following purposes:

Replying to your enquiry and arranging calls.
Providing our services and managing our work with clients, including internal record keeping.
Finding and inviting attendees to our events.
Running events, including on the day arrangements. This may include taking photos or recordings at events, as well as meeting your dietary or accessibility needs, and producing post-event reports for our clients.
For our own marketing purposes.
For operation and maintenance purposes our Website and any third-party services may collect files that record interaction with our Website (System Logs) or use for this purpose other Personal Data (such as an IP Address).
Keeping financial records and meeting our legal duties.
Dealing with legal claims or disputes

We rely on legitimate interest for most of this: running relevant events, replying to enquiries, marketing to business contacts, and protecting our business. We rely on contract when providing services to our clients, on legal obligation for financial records, and on your consent for dietary and accessibility needs and for analytics cookies.

Our events and post-event reports

We run small, invitation-only events. Each event is hosted with a technology company (our client), and we always make clear who the host is in the invitation.

After an event, we write a report for our client. It may include:

who attended, with their role and company
the main themes and challenges people discussed
our view of which companies might be interested in the client’s services, and how soon

This involves judging how likely a business is to buy something, which data protection law calls “profiling”. These assessments are about business interest. We don’t use them to make any automatic decision that affects you personally and a human always reviews them. You may choose to opt out of being included in the report by letting us know before or after the event.

The host company will receive your name, job title, company, and contact details, and may contact you to continue conversations from the event. If they want to use your details for their own wider marketing, that’s covered by their privacy policy, and they’ll need your permission where the law requires it.

Occasionally we will run an event using a list of people the client provides to us. In that case the client may also be responsible for your information, and their own privacy policy will apply too.

Marketing

We may send you news, insights, and event invitations we think are relevant to your role. We send these emails through Capsule, our customer database.

If you work for a company: we may email you at your work address. Every email includes a simple way to unsubscribe.
If you’re a sole trader, partner, or using a personal email address: we’ll only send you marketing emails if you’ve asked us to, or if you’ve worked with us before and haven’t said no.
Phone calls: we only call when it’s relevant to your role, and we check the Corporate Telephone Preference Service first.

If you register for one of our events, we’ll email you about that event. You’ll only receive our wider news and invitations if you’ve signed up for them or as described above.

You can stop marketing at any time, for any reason. Click “unsubscribe” in any email or email kiri.craig@theanteroom.uk. We’ll keep a note of your request so we don’t contact you again by mistake.

Sharing your information

We do not sell, trade, or rent your personal information to third parties. We may share your information with our trusted service providers who assist us in delivering our services, however they have an obligation to always maintain the confidentiality of your information.

We may share this information with:

Clients, business partners, suppliers and sub-contractors who help us deliver our services
Analytics and search engine providers that assist us in the improvement and optimisation of our site
If required to do so by law

We may share summary information that doesn’t identify anyone, for example in case studies or articles.

The tools we use

Provider	What we use it for
Microsoft 365	Email, calendars, meetings, chat, and file storage
Capsule	Customer database and marketing emails
Zapier	Sending website form enquiries to Capsule
Google Analytics (GA4)	Understanding how people use our website
Website host – Advance Online (using servers hosted by Fasthosts)	Hosting our website and contact form
AI tools	We use AI tools to help us in our work, for example creating proposals, drafting documents, summarising notes and analysing event discussions.

Storage outside the UK

Some of these providers store or access data outside the UK, including in the European Union and the United States. When that happens, we make sure your information is protected to UK standards. That means one of the following applies:

the UK government has confirmed the country has suitable data protection laws (this includes the EU)
the US company is signed up to the UK–US “data bridge”
we use contracts approved by the UK’s data protection regulator, the Information Commissioner’s Office (ICO)

You can ask us for more detail at any time.

Cookies and website analytics

Cookies are small files that a website saves on your device. We use two kinds:

Essential cookies: these make the website work, for example remembering your cookie choices. They can’t be switched off.
Analytics cookies: we use Google Analytics 4 to see how many people visit, which pages they read, and how they found us. This helps us improve the site. Google Analytics only runs if you agree to it in our cookie banner.

We don’t use advertising cookies, and we don’t use Google Analytics to identify you personally. You can change your cookie choices at any time using the cookie settings link at the bottom of every page. You can also block or delete cookies in your browser settings.

Our website may link to other websites. We’re not responsible for how those sites handle your information, so please check their privacy policies.

Data retention

We will only retain personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

Information	How long we keep it
General enquiries	2 years after our last contact
Client contracts, invoices, and financial records	6 years after the end of the tax year, as required by law
Event guest lists and post-event reports	3 years after the event
Dietary and accessibility needs	Deleted within 1 month after the event
Photos and recordings	Up to 3 years, unless you ask us to remove them sooner
Marketing contacts	Until you unsubscribe, or 3 years with no contact from you
Unsubscribe requests	Kept as long as needed so we don’t contact you again
Website analytics data	Up to 14 months

All Personal Data we collect is processed by our UK staff. We use storage and processing systems that are hosted in other countries and have verified that our third-party suppliers are GDPR compliant. We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect.

Paper documents

Lockable storage units or secure filing cabinets, safes, or lockable drawers accessible to authorised personnel only

Electronic data

Encrypted or password protected files only accessible to authorised personnel
Secure servers or trusted cloud platforms with robust security measures

Data security

We take reasonable and responsible measures to protect your personal information from unauthorized access, disclosure, or alteration. These include strong passwords and two-step login on all our systems, encrypted devices, and only giving access to people who need it. We only use suppliers who meet UK data protection standards.

However, please be aware that any method of transmission over the internet or electronic storage is not entirely secure.

Your rights

Under data protection law, you have rights including:

Your right of access – You have the right to ask us for copies of your personal information
Your right to rectification – You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete
Your right to erasure – You have the right to ask us to erase your personal information in certain circumstances
Your right to restriction of processing – You have the right to ask us to restrict the processing of your personal information in certain circumstances
Your right to object to processing – You have the right to object to the processing of your personal information in certain circumstances. You can object to marketing at any time.
Your right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.
Your right to withdraw consent – Where we rely on your consent, you can withdraw it at any time. This won’t affect anything we did before you withdrew it.

To use any of these rights, email kiri.craig@theanteroom.uk or write to us at our registered office. You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

Complaints

If you’re unhappy with how we’ve handled your information, please tell us first at kiri.craig@theanteroom.uk or on 07884 435594. We’d welcome the chance to put things right.

If you are unhappy with the outcome of your complaint to us, you also have the right to complain to the Information Commissioner’s Office (ICO) at:

Website: https://ico.org.uk/concerns
Helpline: 0303 123 1113
Post: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

Changes to this policy

We’ll update this policy if anything changes in how we use your information. The date at the top shows when it was last updated. Please check this page periodically for any changes. Your continued use of our services after any modifications indicates your acceptance of the updated policy.