Last updated: 13 November 2026
Who we are
BookaFunctionRoom.co.uk is run by Book a Function Room ("we", "us"). It is a directory of function rooms in Great Britain. We are the controller of the personal data described here. Contact us about anything in this notice at hello@bookafunctionroom.co.uk.
What we collect
| When | What | Why |
|---|---|---|
| You send an enquiry to a venue | Name, email, phone (optional), event date, time, guest numbers, food and budget preferences, your message, and the venues you chose | To pass your enquiry to the venue(s) so they can reply. Lawful basis: taking steps at your request before a contract (Article 6(1)(b)). |
| You use the contact form or email us | Name, email, and your message | To reply to you. Lawful basis: our legitimate interest in answering questions and keeping listings accurate (Article 6(1)(f)). |
| A venue lists or claims a room | Venue name, town, capacity, contact name and email | To verify and manage the listing. Lawful basis: legitimate interests (Article 6(1)(f)). |
| You send any form on the site | The page you sent it from, the first page you visited on the site, the website that linked you here (for example, Google), any campaign tags in the link, your device type (mobile, tablet or desktop), and your approximate country and region | To understand which pages and sources bring enquiries, so we can improve the site and show venues where their enquiries come from. Lawful basis: legitimate interests (Article 6(1)(f)). |
| You accept analytics cookies | Pages you visit, searches, filters, buttons clicked, whether you sent an enquiry, device and browser type, approximate location, and an online identifier set by Google Analytics | To understand how the site is used and improve it. Lawful basis: your consent (Article 6(1)(a)). You can withdraw it at any time. |
| Anyone visits the site | Standard technical data handled by our hosting provider, such as IP address and browser type, and the country your request came from | To deliver the site securely and prevent abuse. Lawful basis: legitimate interests (Article 6(1)(f)). |
Please don't include sensitive information, such as health details, in an enquiry unless the venue needs it (for example, access requirements). If you do, it will be passed to the venue with your enquiry.
Who we share it with
- The venues you enquire with. They receive your enquiry so they can reply. Once they have it, the venue is responsible for how it uses your details.
- Cloudflare, which hosts the site and may store form submissions.
- Resend, which delivers our emails.
- Google Fonts. The site loads its typefaces from Google, which receives your IP address when the page loads.
- Google Analytics, only if you accept analytics cookies (see below).
Some of these providers process data outside the UK, including in the United States. Where they do, transfers are covered by the UK's adequacy regulations (such as the UK-US data bridge) or by standard contractual clauses. We don't sell your data, and we don't share it for advertising.
Cookies and browser storage
We don't use advertising cookies. The site saves these things in your browser:
- your light or dark theme choice (local storage, never sent to us)
- your venue shortlist (local storage, never sent to us)
- the first page you visited and the site that linked you here, for this visit only (session storage, deleted when you close the tab). This is only sent to us if you submit a form.
- your cookie choice (local storage)
Analytics cookies (optional). If you click "Accept" on our cookie banner, we use Google Analytics to see how people use the site: which pages they visit, what they search for, which filters they use, and whether they send an enquiry. Google Analytics sets cookies (named _ga and _ga_*) that last up to 2 years, and processes your IP address and device information. We don't use Google Analytics for advertising, and we don't send it your name, email or phone number. Google may process this data in the US. If you click "No thanks", or don't choose, Google Analytics doesn't load.
You can change your mind at any time using the cookie settings link in the footer. Clearing your browser's site data removes everything above.
How long we keep it
We keep enquiries and messages for up to 24 months so we can deal with follow-up questions or complaints, then delete them. Venue listing contacts are kept while the listing is active and for 12 months after it's removed.
Your rights
Under UK GDPR you can ask us to:
- give you a copy of your data
- correct it
- delete it
- restrict or object to how we use it
- transfer it to you or someone else, where that applies
Email hello@bookafunctionroom.co.uk and we'll respond within one month. If you're unhappy with how we've handled your data, you can complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113. We'd appreciate the chance to sort it out first.
Children
The site is for adults arranging events. We don't knowingly collect data from anyone under 18.
Changes
We'll update this page if anything changes and show the new date at the top.