Privacy & Cookie Policy

Last Updated: June 2026

1. Introduction

Pearl Representation Ltd ("Pearl Representation", "we", "our", or "us") is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, store, share, and protect your personal data when you visit our website, attend our events, engage with our services, or otherwise interact with us.

We process personal data in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and other applicable data protection laws.

2. Who We Are

Data Controller

Pearl Representation Ltd
Registered Address: Suite 3 Greyholme, 49 Victoria Road, Aldershot, Hampshire, England, GU11 1SJ
Company Registration Number: 08931584
Email: sales@pearlr.co.uk
Website: www.pearlr.co.uk

For any questions regarding this Privacy Policy or your personal data, please contact us at sales@pearlr.co.uk.

3. Information We Collect

We may collect and process the following categories of personal data:

Information You Provide Directly

• Name
• Job title
• Company name
• Business email address
• Telephone number
• Postal address
• Event preferences and interests
• Dietary or accessibility requirements (where relevant for events)
• Information provided through registration forms, surveys, enquiries, or correspondence

Information Collected Through Business Interactions

We may collect your contact details when:

• You attend our workshops, forums, roadshows, fam trips, networking events, exhibitions, or conferences
• You exchange business cards with us
• You participate in meetings with our represented suppliers
• You subscribe to newsletters, updates, or marketing communications

Information Collected Automatically

When you visit our website, we may automatically collect:

• IP address
• Browser type and version
• Device information
• Website usage data
• Cookies and similar technologies
• Pages viewed and time spent on our website

4. How We Use Your Personal Data

We use your personal data to:

• Manage event registrations and attendance
• Facilitate meetings with our represented partners
• Respond to enquiries and requests
• Provide destination updates, product news, venue information, and travel industry insights
• Administer our business relationship with you
• Improve our website and services
• Conduct surveys and gather feedback
• Meet legal and regulatory obligations
• Send marketing communications where permitted by law

5. Lawful Basis for Processing

Under UK GDPR, we rely on the following lawful bases:

Contract

Where processing is necessary to provide services, manage event registrations, or fulfil obligations relating to your participation in our activities.

Legitimate Interests

Where processing is necessary for:

• Business networking
• Maintaining professional relationships
• Promoting our represented destinations, DMCs, hotels, and services
• Improving our events and services
• Operating and securing our website

We always balance our legitimate interests against your privacy rights.

Consent

Where required, we rely on your consent to:

• Send certain marketing communications
• Place non-essential cookies on your device
• Collect special category information such as dietary or accessibility requirements

You may withdraw consent at any time.

Legal Obligation

Where processing is necessary to comply with legal or regulatory requirements.

6. Marketing Communications

We may send information regarding:

• Industry events
• Workshops and networking opportunities
• Destination updates
• Incentive travel ideas
• Hotel and venue openings
• Industry news and services that may be relevant to you

You can unsubscribe from marketing communications at any time by:

• Clicking the unsubscribe link in any email
• Contacting us at sales@pearlr.co.uk

Opting out of marketing communications will not affect service-related communications.

7. Sharing Your Personal Data

We may share your information with:

Event Partners and Sponsors

Where you register for or attend an event, relevant registration information may be shared with participating sponsors, represented suppliers, DMCs, hotels, and event partners where necessary for event delivery and business networking purposes.

Service Providers

We may share information with trusted third-party providers who assist us with:

• Website hosting
• Email communications
• Event management systems
• Customer relationship management systems
• Marketing platforms
• IT support services

These providers are required to protect your data and only process it on our instructions.

Legal and Regulatory Authorities

We may disclose personal information where required by law or to protect our legal rights.

8. International Data Transfers

As part of our business activities within the global travel industry, your personal data may occasionally be transferred to organisations outside the United Kingdom.

Where such transfers occur, we ensure appropriate safeguards are in place, including:

• UK International Data Transfer Agreements (IDTA)
• UK-approved Standard Contractual Clauses
• Transfers to countries recognised as providing adequate protection

9. Data Retention

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including legal, regulatory, accounting, or reporting requirements.

Retention periods may vary depending on:

• The nature of our relationship with you
• Legal obligations
• Business requirements

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

10. Your Rights

Under UK GDPR, you have the right to:

• Access your personal data
• Request correction of inaccurate information
• Request deletion of your personal data
• Restrict processing
• Object to processing
• Request data portability
• Withdraw consent where consent is the legal basis
• Lodge a complaint with a supervisory authority

To exercise any of these rights, please contact sales@pearlr.co.uk.

11. Cookies

Our website uses cookies and similar technologies to:

• Ensure website functionality
• Improve user experience
• Analyse website traffic and usage
• Support marketing and advertising activities

You can manage cookie preferences through your browser settings or via our cookie consent tool.

For further details, please refer to our Cookie Policy.

12. Embedded Content and Third-Party Websites

Our website may include embedded content and links to third-party websites.

Embedded content from other websites behaves as if you have visited those websites directly. Such websites may collect data about you, use cookies, and monitor your interactions.

We are not responsible for the privacy practices of external websites and encourage you to review their privacy policies.

13. Data Security

We implement appropriate technical and organisational measures to protect personal data against:

• Unauthorised access
• Loss
• Misuse
• Alteration
• Disclosure

Access to personal data is limited to authorised personnel and trusted service providers who require access for legitimate business purposes.

14. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in legislation, guidance, or our business practices.

Any updates will be published on this page and will take effect immediately upon publication.

15. Contact Us

If you have any questions about this Privacy Policy or wish to exercise your data protection rights, please contact:

Pearl Representation Ltd
Email: sales@pearlr.co.uk
Website: www.pearlr.co.uk

16. Right to Complain

If you are unhappy with how we handle your personal data, you have the right to complain to the Information Commissioner's Office (ICO).

Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Website: https://ico.org.uk