Privacy policy

We're GDPR-aligned and host data in the EU. We collect what's necessary to fulfil bookings and operate the site, and nothing more.

What we collect

Booking data: delegate name, email, country, payment confirmation token. Contact form submissions: name, organization, email, message body. Site analytics: aggregated, never tied to a personal identifier.

Why we collect it

Booking data fulfils the booking and is shared with the partner hotel only for that purpose. Contact form data is sent to our sales team as email and removed from the site after delivery. Analytics inform site improvements.

Where it lives

Booking data is stored on EU servers. Backups are encrypted at rest and stored in the same jurisdiction. We do not transfer personal data outside the EEA without an adequacy decision or appropriate safeguards.

Your rights

Under GDPR, you may request access to, correction of, or deletion of any personal data we hold about you. Email privacy@bookingmaster.travel and we will respond within 30 days.

How long we keep it

Booking records: 7 years (tax retention requirement). Contact form messages: deleted from the site immediately on delivery; retained in the sales team's email for 24 months. Analytics aggregates: 14 months.

Enquiries, forms and Eric (our AI concierge)

Eric, the chat and voice assistant on this site, is an AI concierge, not a person. When you send the contact or partner form, or agree in a conversation with Eric to pass your details to our team, we collect your name, work email, organisation, role and what you tell us about your event (name, city, dates, expected delegates, services of interest and your message), plus the page you came from, campaign tags (UTM) and your approximate country. Conversations with Eric are processed by ElevenLabs, and we receive the transcript and a summary. Eric can also book a meeting with our team for you through Calendly, which receives your name, email and what you tell us for the meeting. Your details are stored as a contact in Apollo, our sales CRM, and sent to our team by email (Mailjet). Forms are protected by Cloudflare Turnstile. We keep enquiries for up to 24 months after our last contact with you. To have your details deleted, email privacy@bookingmaster.travel.

Third parties

Stripe (payments), Resend (transactional email), Cloudflare (CDN and Turnstile). Each is contractually bound to GDPR-equivalent processing terms.

Last updated: October 2026. Data controller: BookingMaster.