Last updated: 22 October 2026
This policy explains what personal information Culture Kept Real collects, why, how long we keep it and what your rights are. We’ve kept it as short and plain as we can. If anything is unclear, email us at info@ckrevents.com.
Who we are
Culture Kept Real is the trading name of Inas Khalil and Rosie Rockett, a partnership based in London, UK. For the personal information described here, we’re the “controller”, which means we decide how it’s used, except where we say we act on a client’s behalf (see “When we plan an event for you”).
You can contact us about anything in this policy at info@ckrevents.com. We’re a small business and aren’t required to appoint a data protection officer, so the two of us handle data protection questions ourselves.
What we collect and why
When you send an enquiry through our website. We collect what you put in the form: your name and email address, and anything else you choose to tell us, such as your company, the type of event, who’s coming, guest numbers, dates and location, budget range, your message and how you heard about us. We use it to reply, to talk through your event and to prepare a proposal.
Lawful basis: taking steps at your request before possibly entering into a contract, and our legitimate interest in responding to enquiries about our business.
Technical information sent with the form. When you submit a form, our website also records your IP address and basic details of your browser and device. We use these only to spot and block spam and misuse of our forms.
Lawful basis: our legitimate interest in keeping our website and inbox secure.
When you email us. We keep your messages and contact details so we can reply and keep track of our conversation.
Lawful basis: the same as for enquiries, or our contract with you once we’re working together.
When we work together on an event. We keep the contact details of the people we work with at your organisation, along with our proposals, invoices and messages.
Lawful basis: our contract with your organisation, our legitimate interest in managing our client relationships, and our legal obligations for accounting records.
When we plan an event for you. To run your event, you may share details about your guests with us, such as names, contact details, travel details, dietary needs or access requirements. Dietary and access details can reveal information about someone’s health or religion, which UK law treats as special category data.
For guest information, we act on your organisation’s behalf and only on your instructions. Your organisation is the controller and decides how that information is used, and its own privacy notice applies to its guests. We use guest information only to plan and run that event, share it only with the suppliers who need it (for example, the caterer needs dietary needs but not travel details), and delete it after the event (see “How long we keep it”). If you’re a guest and have questions about your information, please contact the organisation that invited you, or email us and we’ll pass your request on.
When we contact you about our services. We may email people at companies we think could use our help. We use business contact details (your name, job title and work email address) that are publicly available, for example on your company’s website or LinkedIn, or that you gave us, for example at a networking event. In our first message we’ll tell you where we got your details.
Lawful basis: our legitimate interest in promoting our business to other businesses. We only email work addresses at companies, never personal addresses, sole traders or partnerships, unless they’ve asked to hear from us. Every message tells you how to opt out, and we stop as soon as you ask.
Our website’s server logs. Like most websites, our hosting records basic technical information about visits, such as IP address, the page requested and the time, to keep the site secure and working.
Lawful basis: our legitimate interest in running a secure website.
You don’t have to give us any information, and there’s no legal requirement to. But we need at least your name and email address to reply to an enquiry.
We don’t use your information for automated decision-making or profiling.
Who we share it with
We never sell your information. We share it only with:
- DigitalOcean, which hosts our website and stores form submissions on servers in London, UK
- Google (Google Workspace), which we use for email, including the emails our website sends
- event suppliers, such as venues, caterers and transport, when we’re running your event, and only the details they need
- professional advisers, such as our accountant, and authorities, if the law requires it
Our providers act on our instructions and must keep your information secure.
Google may process information outside the UK. Where any of our providers transfer personal information outside the UK, they do so under safeguards approved under UK data protection law, such as the UK–US data bridge or the UK International Data Transfer Addendum to the EU standard contractual clauses.
How long we keep it
- Enquiries that don’t go ahead, including the technical information sent with the form: 2 years from our last contact, then deleted.
- Client and event records: 6 years after the end of the financial year in which the event took place, for accounting and legal reasons.
- Guest information for an event, including dietary and access needs: deleted within 3 months after the event, unless your organisation asks us to delete it sooner.
- Website server logs: up to 2 months.
- Backups of our website: up to 3 months.
- Opt-out requests: kept for as long as we need them to make sure we don’t contact you again.
How we keep it safe
We limit access to the two of us, keep our systems up to date, encrypt information sent to and from our website, and share information with suppliers only when they need it.
Cookies
Our website doesn’t use analytics, advertising or tracking cookies, and it doesn’t load content from other companies’ websites. WordPress sets essential cookies only for people who log in to manage the site. If we ever add cookies that aren’t essential, we’ll ask for your consent first.
Your rights
Under UK data protection law, you can ask us to:
- give you a copy of the information we hold about you
- correct it if it’s wrong or incomplete
- delete it
- restrict how we use it
- object to how we use it, including stopping marketing emails at any time
- move it to another provider, where that applies
Where we rely on your consent, you can withdraw it at any time.
To use any of these rights, email info@ckrevents.com. It’s free. We may need to confirm your identity first. We’ll reply within one month, or tell you within that month if we need up to two more months because your request is complex.
Complaints
If you’re unhappy with how we’ve handled your information, please tell us first at info@ckrevents.com so we can put it right. We’ll acknowledge your complaint within 30 days and respond as quickly as we can.
You also have the right to complain to the Information Commissioner’s Office (ICO), the UK’s data protection regulator:
ico.org.uk/make-a-complaint · 0303 123 1113 · Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF
Children
Our services are for businesses, and our website isn’t intended for children. We don’t knowingly collect information about anyone under 18, except where an organisation shares guest details with us for an event.
Changes to this policy
We’ll update this page if anything changes and show the date at the top. If we make a significant change, we’ll tell clients directly.