Privacy & Cookies
How we collect, use and look after your information - and the cookies this website uses.
1. Who we are
Experience Esher is the Business Improvement District (BID) for Esher, Surrey, operated by Esher BID Ltd. In this policy, "we", "us" and "our" mean Esher BID Ltd trading as Experience Esher.
For the purposes of UK data protection law, we are the data controller for the personal data described below.
- Registered name: Esher BID Ltd
- Registered address: 9 High Street, Esher, Surrey KT10 9RL
- Company number: 17019720
- Email: manager@experienceesher.com
We keep our registration status with the Information Commissioner's Office (ICO) under review as the BID's activities develop, and will update this policy if that changes.
2. What we collect
We only collect what we need, and we never sell your data.
Newsletter sign-ups
When you sign up to our newsletter we collect your email address, and a record that you gave consent (including the date and time).
Enquiries
If you email us or contact us about a project, event or membership, we hold the contents of that correspondence and any contact details you give us.
Website usage
Our website and hosting provider record standard technical information such as IP address, browser type, pages visited and referring website. Where you consent to analytics or marketing cookies, we also receive information about how you use the site (see section 6).
Business listings
Our directory lists businesses within the BID area using business contact details - trading name, address, telephone number and website. This is business information rather than personal data in most cases. If you are a sole trader and would prefer your details were not listed, contact us and we will remove them.
3. How we use it, and why we're allowed to
| What we do | Lawful basis |
|---|---|
| Send you our newsletter and event updates | Consent - you ticked the box, and can withdraw at any time |
| Reply to your enquiry | Legitimate interests - responding to someone who contacted us |
| Promote BID member businesses in our directory | Legitimate interests - delivering the BID's agreed objectives |
| Communicate with levy-paying businesses about the BID | Legitimate interests / legal obligation - operating the BID |
| Measure how the website is used | Consent - via cookies you accept |
| Keep financial and statutory records | Legal obligation |
4. Who we share it with
We share data only with suppliers who help us run the BID, and only as far as they need it. These currently include:
- Mailchimp (Intuit Inc.) - email newsletter delivery. Data may be processed outside the UK; transfers are covered by the UK's approved safeguards.
- IONOS - website hosting.
- Meta Platforms - advertising and audience measurement, only where you accept marketing cookies.
- Professional advisers, and Elmbridge Borough Council where required in connection with the BID levy.
We may also disclose information where we are legally required to do so.
5. How long we keep it
- Newsletter subscribers: until you unsubscribe, or after 24 months of no engagement.
- Enquiries: up to 24 months after the matter is closed.
- Financial records: 7 years, as required by law.
- Website analytics: as set by the relevant provider - typically no more than 26 months.
6. Cookies
Cookies are small files stored on your device. We group ours into three types:
| Type | What it does | Needs consent? |
|---|---|---|
| Essential | Makes the site work - remembering your cookie choice, keeping forms secure | No |
| Analytics | Tells us which pages are popular so we can improve the site | Yes |
| Marketing | Used by Meta (Facebook and Instagram) to measure our campaigns and show relevant ads | Yes |
Non-essential cookies are not set unless you accept them. You can change your choice at any time using the cookie settings link, or by clearing cookies in your browser.
For more on Meta's use of data, see the Meta Privacy Policy.
7. Your rights
Under UK data protection law you have the right to:
- Ask what personal data we hold about you, and get a copy
- Have inaccurate data corrected
- Ask us to delete your data, where we have no continuing reason to keep it
- Object to, or ask us to restrict, how we use it
- Withdraw consent at any time - every newsletter has a one-click unsubscribe link
- Ask us to transfer your data to another provider
To exercise any of these, email manager@experienceesher.com. We will respond within one month.
If you're unhappy with how we've handled your data, you can complain to the Information Commissioner's Office - though we'd appreciate the chance to put things right first.
8. Keeping your data safe
We use reputable suppliers, restrict access to those who need it, and hold data on secure, password-protected systems. No online service can be completely secure, but we take reasonable steps to protect your information.
9. Other websites
Our directory and events listings link out to businesses' own websites and ticketing providers. We aren't responsible for their content or their privacy practices - please check their own policies.
10. Children
This website isn't aimed at children, and we don't knowingly collect data about anyone under 16.
11. Changes to this policy
We may update this policy from time to time. The date at the top shows when it was last revised, and material changes will be highlighted on this page.
12. Contact us
Questions about this policy, or about your data? Email manager@experienceesher.com.