Effective date: 25th May 2018
Last reviewed: 17th December 2025
This privacy policy explains how Event Floorplans Ltd ("we", "us", or "our") uses and protects any personal information that you provide when using this website or our services.
We are committed to ensuring that your privacy is protected. Should we ask you to provide information by which you can be identified, you can be assured it will only be used in accordance with this policy and applicable data protection laws, including the UK General Data Protection Regulation (UK GDPR).
We may update this policy from time to time by amending this page. You should check back periodically to ensure that you remain happy with any changes.
1. What We Collect
We may collect the following personal data:
- Name
- Company name
- Postal address
- Phone number
- Email address
We may also collect information relevant to your account setup and support history.
2. What We Do With the Information
We collect and process your data for the following purposes:
- To administer your account
- To process orders and activate software licences
- To provide technical support
- To manage your software licence(s), including activation and reactivation
- To keep internal records (e.g. for billing or licence history)
- To send occasional marketing communications, if you have opted in to receive them
We may use a third-party service to send marketing emails. You can unsubscribe at any time.
3. Legal Basis for Processing
Under UK GDPR, we rely on the following lawful bases:
- Contract – where processing is necessary to fulfil our contract with you (e.g. licence provision and support).
- Consent – for marketing communications, which you must explicitly opt into.
- Legal obligation – where we are required to retain records or share data by law (e.g. for tax or fraud prevention).
4. Security
We are committed to ensuring that your data is secure. To prevent unauthorised access or disclosure, we have put in place appropriate physical, electronic, and managerial procedures to safeguard the information we collect.
5. How We Use Cookies
Cookies are small files stored on your device that help improve your browsing experience.
We use:
- Traffic log cookies – to identify which pages are being used and to analyse site performance.
- Session cookies – to remember temporary user preferences or login states.
We only use this data for analytical purposes. Cookies do not give us access to your computer or any data you do not choose to share.
You can modify your browser settings to decline cookies if you prefer. Doing so may limit some functionality of the website.
6. Links to Other Websites
Our website may contain links to third-party websites. Once you leave our site, we have no control over the content or data protection practices of those sites. We recommend reviewing the privacy policies of any external sites you visit.
7. Your Rights and Controlling Your Information
Depending on the context, Event Floorplans Ltd acts as both the data controller and data processor of your personal data.
You have the right to:
- Request access to the personal data we hold about you
- Request correction of any inaccurate or incomplete data
- Request deletion of your data (subject to contractual or legal obligations)
- Object to or restrict certain types of data processing
- Withdraw consent for marketing at any time
- Lodge a complaint with the Information Commissioner's Office (ICO)
We retain your personal data for as long as it is needed to manage your account and software licences. If you request that we delete your data, we will do so unless we are required to retain it by law. Please note that deleting your data may prevent us from reactivating software licences or providing support unless you can provide proof of purchase.
To exercise your rights or request changes to your information, please contact:
Event Floorplans Ltd
Rowley Close, Swadlincote, Derbyshire, DE11 8LX
Email: support@eventfloorplans.co.uk
We aim to respond to all data requests within 30 days.
8. AI help and contact form
This section applies to the EFD AI help site and its contact form.
- Questions and answers: When you ask a question, your question (and the last few messages of your conversation, to keep context) is sent to the Google Gemini API, together with relevant extracts from our help articles, to generate an answer. Your conversation is kept only in your browser tab and is cleared when you start a new question or close the page.
- Screenshots in questions: If you attach screenshots to a question, they are sent to the Google Gemini API only to generate that answer. We do not store them.
- Unanswered questions: If the AI cannot find an answer in our help articles, we log the question text (with the previous question, if any, and the titles of the articles it looked at) so we can improve our help. This log does not include your IP address, name or email address. Please do not include personal information in your questions.
- Rate limiting: To prevent abuse, we keep a short-lived record of how often requests are made from each IP address. The IP address is stored only in hashed (one-way encrypted) form, and the records are discarded after at most 24 hours (1 hour for the contact form).
- Contact form: If you use the contact form, your name, email address, subject, message and any screenshot you attach, plus the page you were on and your last question to the AI assistant and its answer (if any), are sent by email to support@eventfloorplans.co.uk so that we can reply to you. The website does not keep a copy of your message or screenshot; we keep only a short log entry recording that a message was sent. Your email is then handled in line with the rest of this policy.
- Third-party resources: This site loads fonts and scripts from Google Fonts, Tailwind CSS and jsDelivr content delivery networks, which receive standard connection information (such as your IP address) when your browser downloads them. This AI help site does not set cookies.