Privacy Policy - The Business Exchange

The Business Exchange South West Limited is committed to protecting your personal information and respecting your privacy.

This Privacy Policy explains what information we collect, how we use it, how we store it and your rights regarding your personal data.

By using our websites, registering for events, subscribing to our newsletters, creating an account or becoming a TBE VIP member, you are agreeing to the terms of this Privacy Policy.

Any changes we make to this policy will be updated on this page, so please review it periodically.

Who Are We?

The Business Exchange South West Limited publishes:

The Business Exchange Bath & Somerset
The Business Exchange Swindon & Wiltshire

We operate the following websites:

In addition to our magazines, we organise and host:

TBE Show
TBE Awards
TBE Big Breakfasts
Networking events
TBE VIP Membership

The Business Exchange South West Limited is a company registered in England and Wales.

Registered Office: Digital Mansion Corsham, Pickwick Road, Corsham, SN13 9BL

Company Number: 08657695

For the purposes of UK data protection law, The Business Exchange South West Limited is the data controller responsible for the personal information covered by this policy.

What Information Do We Collect?

We may collect and store the following information:

Name
Job title
Company name
Business address
Email address
Telephone number
Social media information you provide to us
Event attendance information
Membership information
Marketing preferences
Account login information
Profile photographs (where supplied)
Any information you provide when submitting forms, booking events or contacting us

We only collect information that is relevant to the services we provide.

How Do We Collect Information?

We may collect information when you:

Subscribe to our newsletters
Register for an event
Purchase tickets
Join TBE VIP
Create an account on our websites
Enter the TBE Awards
Submit a press release
Advertise with us
Request editorial coverage
Contact us by email, phone or social media
Complete forms on our websites

We may also collect publicly available business contact information from sources such as company websites, professional networking platforms and business directories where relevant to our editorial, event and business activities.

How Do We Use Your Information?

We use your information to:

Send newsletters and marketing communications you have requested
Manage event bookings and attendance
Deliver TBE VIP membership benefits
Manage member accounts
Promote business news, events and opportunities
Respond to enquiries
Produce editorial content and business features
Process payments

We will never sell your personal information to third parties.

Lawful Basis For Processing

Under UK GDPR, we process personal information on one or more of the following legal bases:

Consent

Where you have actively opted into newsletters, marketing communications or other services.

Contract

Where processing is necessary to fulfil an agreement, such as event bookings, advertising bookings, sponsorship agreements or TBE VIP memberships.

Legitimate Interests

Where processing supports the legitimate operation of our business, for example:

Managing business relationships
Producing editorial content
Promoting events
Supporting networking opportunities
Maintaining business records

Legal Obligation

Where we are required to retain information for legal, financial or regulatory purposes.

TBE VIP Membership & VIP Hub

TBE VIP members receive access to exclusive member benefits through the TBE VIP Hub hosted on:

www.tbe-events.co.uk

As part of your membership we may collect and display:

Name
Company name
Job title
Profile photograph
Website link
Business information
Contact details you choose to share
Membership status
Event participation

The VIP Hub is designed to facilitate business networking and collaboration between members.

Certain profile information, including your name, company, job title, profile photo and any information you choose to publish in your profile, may be visible to other authenticated VIP members.

By joining TBE VIP and creating a member profile, you acknowledge that profile information you choose to provide may be accessible to other members within the private VIP area.

Members may request profile amendments or removal of information at any time.

Member Directory

The TBE VIP Hub includes a member’s directory to support networking and collaboration.

Only authorised members with valid access rights may view directory information.

Members should only provide information they are comfortable sharing with other members of the community.

Events & Event Bookings

When you register for an event we may collect:

Name
Contact information
Company details
Dietary requirements
Accessibility requirements
Booking history

This information is used solely to manage event attendance and improve attendee experience.

Event attendees may be photographed or recorded during events.

These images and recordings may be used in:

Magazines
Websites
Social media channels
Marketing materials
Event promotion

If you do not wish to appear in event photography, please notify a member of the TBE team.

While we will make reasonable efforts to accommodate requests, photographs taken in public event spaces may still capture attendees incidentally.

Payment Processing

Payments made through our websites are processed using trusted third-party payment providers, including Stripe and other payment processing services we may use from time to time.

We do not store complete payment card details on our own servers.

Payment providers may collect and process payment information in accordance with their own privacy policies.

Newsletters & Marketing Communications

If you subscribe to our newsletters, we may send:

Business news
Event information
Editorial updates
Award information
Marketing offers
Membership updates

You can unsubscribe at any time by clicking the unsubscribe link within our emails or by contacting us directly.

Advertisers, Sponsors & Editorial Contributors

If you advertise, sponsor an event or contribute editorial content, we may retain information required for:

Bookings
Contracts
Invoicing
Editorial production
Marketing activity

Where required, information may be shared with trusted third-party suppliers including:

Designers
Printers
Photographers
Freelance writers
Event suppliers

These suppliers are only provided with information necessary to deliver the relevant service.

Website Analytics & Cookies

Our websites may use cookies and analytics tools to:

Understand website usage
Improve website performance
Track visitor behaviour
Enhance user experience

Cookies do not typically identify you personally but may collect information about your browsing behaviour.

You may adjust your browser settings to control cookie preferences.

Data Security

We take appropriate technical and organisational measures to protect personal information from unauthorised access, loss, misuse or disclosure.

These measures include:

Secure website hosting
SSL encryption
Password-protected systems
Restricted staff access
Secure third-party payment processing
Regular software and security updates

While we take reasonable precautions, no online system can be guaranteed to be completely secure.

How Long Do We Keep Information?

We retain information only for as long as necessary to fulfil the purposes for which it was collected.

The retention period depends on the nature of the information and any legal obligations requiring us to keep records.

Where information is no longer required, it will be securely deleted or anonymised.

You may request deletion of your personal information at any time, subject to any legal obligations requiring us to retain certain records.

Your Rights

Under UK data protection legislation, you have the right to:

Access the information we hold about you
Request correction of inaccurate information
Request deletion of your information
Restrict processing of your information
Object to processing
Request transfer of your information where applicable
Withdraw consent where consent is the basis for processing

To exercise any of these rights, please contact us using the details below.

Third-Party Websites

Our websites may contain links to third-party websites.

This Privacy Policy applies only to websites operated by The Business Exchange South West Limited.

We are not responsible for the privacy practices of other organisations and encourage users to read the privacy policies of any external websites they visit.

Children

Our products and services are primarily intended for business users and individuals aged 16 and over.

If you are under the age of 16, please obtain permission from a parent or guardian before submitting personal information to us.

Complaints

If you are unhappy with the way your information has been handled, please contact us first so that we can attempt to resolve the matter.

You also have the right to lodge a complaint with:

Information Commissioner’s Office (ICO)
www.ico.org.uk

Contact Us

If you have any questions regarding this Privacy Policy, wish to access the information we hold about you, or would like your information amended or removed, please contact:

Anita Jaynes
Director
The Business Exchange South West Limited

Email: anita@tbesw.co.uk or Email: press@tbesw.co.uk

Privacy Policy Review Date

Last updated: July 2026

This Privacy Policy is reviewed annually and updated as required.