Privacy Policy
Hamilton Community Stadium
Last updated: August 2026
Hamilton Community Stadium ("Hamilton Stadium", "we", "us" or "our") respects your privacy and is committed to protecting personal information that we collect and use.
This Privacy Policy explains what information we may collect, why we collect it, how we may use it, who we may share it with and the rights you have in relation to your personal information.
This policy applies when you:
Visit or use our website;
Contact us by telephone, email, social media, website form or another communication method;
Make an enquiry about the venue;
Book a venue viewing;
Request a quotation;
Make or manage an event booking;
Attend an event;
Purchase goods or services from us;
Subscribe to marketing or updates;
Enter a promotion, competition or campaign;
Interact with our social media accounts;
Work with us as a supplier, contractor or business contact; or
Otherwise provide information to Hamilton Stadium.
1. Who We Are
For the purposes of UK data protection legislation, Hamilton Community Stadium is responsible for determining how and why personal information covered by this Privacy Policy is processed.
Venue: Hamilton Community Stadium
Address: Cadzow Avenue, Hamilton, ML3 0FT
Email: enquiries@qnoshaccies.co.uk
Questions about this Privacy Policy or the way we use your information can be sent to the email address above.
2. Personal Information We May Collect
Depending on how you interact with Hamilton Stadium, we may collect and process information including:
Identity and Contact Information
This may include:
Full name;
Title;
Postal address;
Email address;
Telephone or mobile number;
Company or organisation name;
Job title; and
Social media contact details.
Enquiry and Booking Information
This may include:
Type of event;
Proposed event date;
Alternative dates;
Expected guest numbers;
Venue requirements;
Package preferences;
Catering requirements;
Entertainment requirements;
Decoration and room setup requirements;
Accessibility requirements;
Special requests;
Communications between you and our team;
Quotes provided to you;
Booking status;
Cancellation or postponement information; and
Other information supplied when discussing or organising an event.
Financial and Transaction Information
This may include:
Amounts paid;
Deposits;
Outstanding balances;
Refunds;
Invoice details;
Transaction references;
Payment dates;
Billing information; and
Records relating to purchases and bookings.
Payment card information may be processed directly by a payment provider rather than being stored by us.
Event and Guest Information
Where required to organise an event, we may receive information relating to guests, suppliers or other people attending your event.
This might include:
Guest numbers;
Names where required;
Seating arrangements;
Catering selections;
Dietary requirements;
Accessibility requirements;
Supplier details;
Entertainment information; and
Other information necessary for the organisation and delivery of the event.
If you provide personal information about another person, you should make sure that you are entitled to provide that information to us.
Dietary, Allergy, Health and Accessibility Information
Some information provided to us, particularly information concerning allergies, health conditions or accessibility requirements, may be considered more sensitive personal information.
We will only use this information where there is an appropriate legal basis and condition permitting us to do so, including where necessary to protect an individual's vital interests, meet legal obligations or where explicit consent has been provided where required.
We ask customers only to provide information that is reasonably necessary for us to safely and appropriately accommodate their requirements.
Communications
We may retain records of communications with you, including:
Emails;
Website enquiries;
Booking forms;
Telephone notes;
Social media messages;
Complaints;
Feedback;
Reviews; and
Other correspondence.
This helps us manage bookings, maintain an appropriate record of our relationship with customers, respond to queries and improve our services.
Website and Technical Information
When you use our website, we or providers acting on our behalf may collect information such as:
IP address;
Browser type;
Device type;
Operating system;
Approximate location derived from technical information;
Pages visited;
Time spent on the website;
Links or buttons interacted with;
Referring website;
Date and time of visits;
Website enquiries or conversions;
Cookie identifiers; and
Similar technical or analytical information.
Where required by law, cookies and similar technologies will only be used after you have provided the necessary permission.
Marketing and Preference Information
We may record:
Whether you have agreed to receive marketing;
Marketing preferences;
Areas of interest;
Types of events you have previously enquired about or booked;
Previous interactions with us;
Responses to marketing communications;
Promotions or offers that may interest you; and
Whether you have unsubscribed or objected to marketing.
3. How We Collect Personal Information
We may collect personal information:
Directly From You
For example when you:
Complete a website form;
Make an enquiry;
Request a quote;
Book a viewing;
Make an event booking;
Telephone or email us;
Contact us through social media;
Make a payment;
Complete a questionnaire;
Provide feedback;
Enter a promotion; or
Communicate with our team.
From Other People
Information may be provided to us by:
The person organising an event;
Another guest;
An employer or organisation arranging an event;
An authorised representative;
A supplier;
A booking or event platform; or
Another person legitimately acting on your behalf.
Automatically
Certain information may be collected automatically when you interact with our website, emails, advertisements or online services through cookies and similar technologies.
From Publicly Available Sources
Where appropriate and lawful, we may obtain information from publicly available sources including company websites, Companies House, professional directories, social media and other publicly accessible sources.
4. How We May Use Your Information
We may use personal information for a range of legitimate business purposes.
These include:
Managing Enquiries
We may use your information to:
Respond to enquiries;
Contact you about your requirements;
Arrange venue viewings;
Prepare quotations;
Recommend suitable packages;
Answer questions;
Follow up on enquiries; and
Establish whether you would like to proceed with a booking.
Managing Bookings and Events
We may use your information to:
Create and administer bookings;
Take deposits and payments;
Issue booking confirmations;
Arrange catering;
Organise room layouts;
Arrange suppliers;
Manage entertainment;
Manage accessibility requirements;
Communicate important event information;
Manage guest numbers;
Process changes;
Deal with cancellations or postponements; and
Deliver the services you have purchased.
Customer Relationship Management
We may retain and use appropriate information about previous and prospective customers to help us:
Maintain customer records;
Understand previous enquiries and bookings;
Provide a more efficient service when you contact us again;
Understand customer preferences;
Identify repeat customers;
Maintain records of previous discussions;
Provide relevant recommendations; and
Develop our relationship with customers.
Business Development and Service Improvement
We may analyse information in order to:
Understand which events are most popular;
Understand customer demand;
Evaluate enquiries and conversion rates;
Improve our packages;
Develop new services;
Review pricing;
Improve our website;
Improve customer service;
Understand how customers find us;
Assess the effectiveness of advertising;
Identify general customer trends; and
Make business and operational decisions.
Where practical, information used for broader statistical analysis may be aggregated or anonymised.
Administration and Financial Management
We may use information to:
Raise invoices;
Collect payments;
Process refunds;
Maintain accounting records;
Reconcile transactions;
Manage suppliers;
Maintain internal records;
Meet taxation and accounting requirements; and
Manage our business.
Security, Fraud Prevention and Legal Matters
We may process personal information where reasonably necessary to:
Protect customers, guests, staff and the venue;
Prevent or investigate fraud;
Resolve disputes;
Manage complaints;
Enforce our Terms & Conditions;
Establish, exercise or defend legal claims;
Respond to insurers;
Comply with court orders;
Respond to lawful requests from authorities; and
Meet other legal or regulatory obligations.
5. Marketing and Future Events
Where permitted by law, we would like to maintain a relationship with customers and people who have shown an interest in Hamilton Stadium.
We may use appropriate information to tell you about:
Upcoming events;
Venue availability;
New event packages;
Special offers;
Promotions;
Seasonal packages;
Wedding packages;
Birthday and celebration packages;
Corporate events;
Community events;
Ticketed events;
Venue news; and
Other services that we reasonably believe may be relevant to you.
We may personalise communications based on information such as previous enquiries, previous bookings, event interests or your interactions with us.
We will only send electronic direct marketing where we have an appropriate lawful basis and where the requirements applying to electronic marketing communications have been met.
This may include situations where:
You have specifically agreed to receive marketing; or
The law permits us to contact existing customers about our own similar products or services and the relevant conditions have been satisfied.
Where legitimate interests can lawfully be relied upon for a particular form of marketing or business communication, we may use this lawful basis.
You can ask us to stop sending direct marketing at any time by using an unsubscribe option provided within a marketing communication or by contacting us at:
Opting out of marketing will not prevent us from contacting you where communication is necessary to administer an existing enquiry, booking, payment, contract or event.
We may retain limited information on a suppression or do-not-contact list after you unsubscribe so that we can respect your preferences in the future.
6. Our Lawful Bases for Using Personal Information
Data protection legislation requires us to have a lawful reason for processing personal information.
Depending on the circumstances, we may rely upon:
Contract
Where processing is necessary to:
Take steps at your request before entering into a contract; or
Perform our contractual obligations to you.
This may cover activities including quotations, bookings, payments and event administration.
Legitimate Interests
We may process personal information where necessary for our legitimate business interests, provided those interests are not overridden by your rights and interests.
Our legitimate interests may include:
Operating and developing Hamilton Stadium;
Responding to enquiries;
Following up prospective bookings;
Maintaining customer relationships;
Improving our services;
Understanding customer demand;
Protecting our business;
Maintaining appropriate business records;
Preventing fraud;
Securing our website and systems;
Managing disputes;
Promoting our business where legally permitted;
Communicating with business contacts;
Analysing business performance; and
Improving customer experience.
We consider the nature of the information, the reason for using it and the potential impact upon individuals when deciding whether it is appropriate to rely on legitimate interests.
Consent
We may rely upon your consent where required, including for certain marketing activities, cookies or uses of sensitive information.
Where processing is based upon consent, you may withdraw that consent at any time.
Legal Obligation
We may process information where necessary to comply with obligations imposed upon us by law.
Vital Interests
In exceptional situations, information may be processed where necessary to protect someone's life or physical safety.
7. Special Category Personal Information
Certain personal information receives additional protection under data protection legislation.
For an events venue, this may particularly arise where customers voluntarily provide information concerning:
Allergies;
Medical conditions;
Disability;
Accessibility;
Religious dietary requirements; or
Other sensitive circumstances.
We will only process this information where there is both an appropriate lawful basis for processing personal information and an additional legal condition allowing the processing of special category information.
We do not seek to collect sensitive information unless there is a legitimate reason for doing so.
8. Sharing Your Personal Information
We do not sell your personal information as a standalone commercial database.
However, we may share relevant personal information with trusted third parties where necessary for the purposes described within this Privacy Policy.
These may include:
Website hosting providers;
Website and technology providers;
Booking and appointment systems;
Email providers;
Customer relationship management systems;
Payment processors;
Banks and payment services;
Accounting and invoicing providers;
Accountants and professional advisers;
Caterers;
DJs, entertainers and performers;
Event suppliers;
Decorators;
Photographers or videographers where relevant;
Security providers;
IT providers;
Marketing and advertising service providers;
Analytics providers;
Insurers;
Legal advisers;
Debt recovery providers;
Regulators;
Police or other authorities; and
Other parties where disclosure is required or permitted by law.
We will only disclose information that is reasonably necessary for the relevant purpose.
Some suppliers act as processors on our behalf, while others may act as independent controllers responsible for their own use of personal information.
9. Suppliers and Event Partners
Where you ask us to arrange or coordinate a third-party service as part of your event, we may provide the supplier with information reasonably required to provide that service.
For example, a caterer may need relevant information concerning guest numbers and dietary requirements.
Similarly, an entertainment or event supplier may require contact information, timings or other event-related details.
Third parties may have their own privacy policies and may be independently responsible for how they process information provided to them.
10. Social Media
If you interact with us through a social media service, both Hamilton Stadium and the relevant social media provider may process information relating to that interaction.
Information you make publicly available through social media may also be visible to us and other users.
We may use social media interaction information to:
Respond to enquiries;
Communicate with customers;
Understand engagement;
Promote the venue;
Respond to comments or reviews; and
Analyse the effectiveness of our content and advertising.
The relevant social media provider's own privacy terms will also apply.
11. Photography and Event Content
Photographs or video may occasionally be taken at Hamilton Stadium for promotional, operational or event-related purposes.
Where we arrange professional promotional photography or filming involving identifiable individuals as a primary subject, we will consider the appropriate lawful basis and obtain permission where required.
Customers and guests remain responsible for respecting the privacy of others when taking or sharing their own photographs and recordings.
If you have concerns about photography or filming associated with an event, please contact our team.
12. Cookies, Analytics and Advertising Technologies
Our website may use cookies and similar technologies.
These can help us:
Operate the website;
Remember preferences;
Understand website usage;
Measure website performance;
Identify technical issues;
Understand how visitors reach our website;
Measure enquiries and conversions;
Improve our website;
Assess marketing performance; and
Support advertising activities.
Where consent is legally required for a particular cookie or technology, it will not be activated until the appropriate consent has been obtained.
You may be able to manage your preferences through our website cookie controls and through your browser settings.
Further information may be provided through a separate Cookie Policy or cookie preference tool.
13. Advertising and Analytics
Where legally permitted and, where required, with your consent, we may use advertising or analytics services to understand how visitors interact with our website and advertising.
These services may allow us to measure things such as:
Website visits;
Advertisement clicks;
Enquiries generated;
Campaign performance;
General audience characteristics;
Conversion activity; and
Website interaction.
Information may also be used to help us create more relevant advertising audiences, where permitted by law and subject to applicable consent requirements.
14. International Transfers
Some technology, website, communication, payment, analytics or other service providers may process information outside the United Kingdom.
Where personal information is transferred internationally, we will take appropriate steps required by applicable data protection legislation to ensure that the information receives an appropriate level of protection.
This may include using recognised adequacy arrangements or approved contractual protections where required.
15. How Long We Keep Personal Information
We will keep personal information for as long as it is reasonably required for the purpose for which it was collected and for any related legal, accounting, regulatory or business requirements.
Different information may therefore be retained for different periods.
For example:
Booking and financial records may normally be retained for up to six years or longer where necessary to comply with legal, taxation, accounting or dispute requirements.
Enquiry information where no booking takes place may be retained for a reasonable period to allow us to follow up the enquiry, understand previous discussions and respond if you contact us again.
Customer relationship information may be retained while we have an ongoing or reasonably anticipated relationship with you.
Marketing information may be retained while you remain subscribed or while we otherwise have a lawful reason to use it.
Marketing suppression records may be retained for longer where required to ensure that we continue to respect an opt-out request.
Sensitive event information, such as specific allergy or accessibility information, will not normally be retained for longer than reasonably necessary for the event and any related legal, safety or dispute requirements.
We periodically review the information we hold and may delete, anonymise or securely archive information when it is no longer required.
16. Keeping Your Information Secure
We take reasonable organisational and technical measures designed to protect personal information against:
Unauthorised access;
Unauthorised disclosure;
Accidental loss;
Destruction;
Alteration; and
Misuse.
Access to personal information should only be available to staff, suppliers or other parties who have a legitimate need to access it.
No internet-based system can be guaranteed to be completely secure, but we take reasonable steps to protect the information entrusted to us.
17. Your Data Protection Rights
Depending upon the circumstances and the lawful basis being relied upon, you may have rights including:
Right of access – to request information about personal information we hold about you and obtain a copy;
Right to rectification – to ask us to correct inaccurate or incomplete information;
Right to erasure – to ask us to delete personal information in certain circumstances;
Right to restriction – to ask us to restrict the processing of information in certain circumstances;
Right to data portability – to receive certain information in a portable format where the legal requirements are met;
Right to object – to object to certain uses of your information, including certain processing based upon legitimate interests;
Right to object to direct marketing – you may object to the use of your personal information for direct marketing at any time; and
Right to withdraw consent – where we rely on consent, you can withdraw it at any time.
These rights do not apply in exactly the same way in every situation and some are subject to legal exemptions.
To exercise a data protection right, contact:
We may need to confirm your identity before fulfilling certain requests.
18. Complaints
If you are concerned about how we have used your personal information, please contact us first so that we have an opportunity to investigate and respond.
Email: enquiries@qnoshaccies.co.uk
You also have the right to raise a concern with the UK's data protection regulator, the Information Commissioner's Office (ICO).
19. Children and Young People
The person making a venue booking must be aged 18 or over.
Children and young people may attend events at Hamilton Stadium, but we do not intentionally request personal information directly from children unless there is an appropriate and lawful reason for doing so.
An event organiser, parent or guardian may occasionally provide information concerning a child where necessary for matters such as catering, allergies, accessibility, safety or participation in an event.
Such information will only be used where reasonably necessary and where there is an appropriate legal basis for doing so.
20. Information About Other People
If you provide information about another person, for example a guest, supplier, employee, family member or event attendee, you should ensure that you have an appropriate reason or authority to provide that information to us.
Please avoid providing sensitive information concerning other individuals unless it is genuinely required for the organisation or safe delivery of your event.
21. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect:
Changes to our services;
Changes to our website or systems;
New suppliers or technology;
Changes to our business operations; or
Changes to applicable legal or regulatory requirements.
The latest version will be made available through our website.
Where a change materially affects how we use personal information, we will take reasonable steps to bring that change to the attention of affected individuals where required.
22. Contact Us
For questions about this Privacy Policy, requests concerning your personal information or to update your communication preferences, please contact:
Hamilton Community Stadium
Cadzow Avenue
Hamilton
ML3 0FT
Email: enquiries@qnoshaccies.co.uk
Last updated: August 2026