Privacy Policy

Who we are

Visit Southend is the tourism brand of Southend-on-Sea City Council.

Southend-on-Sea City Council

Civic Centre

Victoria Avenue

Southend-on-Sea

Essex

SS2 6ER

Email: council@southend.gov.uk

Telephone: 01702 215000

For questions about how your personal data is handled, you can contact the Council’s Data Protection Officer at dataprotection@southend.gov.uk or by calling 01702 215000.

What information we collect

Depending on how you use the site, we may collect personal information that you provide directly to us.

Contact us form

When you contact us through the website, we may collect:

• first name

• last name

• email address

• phone number, if provided

• the content of your message

• whether you choose to join our mailing list

Join our mailing list form

If you sign up to receive updates from us, we collect:

• your email address

• your marketing preferences, where relevant

Promote your business form

If you submit a business for possible inclusion on Visit Southend, we may collect:

• business name

• business address

• business category and venue type

• business description

• website address

• uploaded images

• accessibility or visitor information you choose to provide

• any other information included in your submission

Some of this information may identify an individual, for example where a sole trader uses a personal email address, phone number or website.

Promote your event form

If you submit an event for possible inclusion on Visit Southend, we may collect:

• event name

• venue or location

• event type

• event dates and times

• event description

• website, social profile or ticket link

• uploaded image

• contact email address

• any other information included in your submission

Website usage information

We may also collect certain technical and usage information automatically through cookies and similar technologies, including:

• IP address

• browser type

• device information

• pages visited

• time spent on the site

• referral source

This helps us understand how people use the site and improve the service we provide.

How we use your information

We use personal information to run and improve the Visit Southend website and related communications.

This may include using your information to:

• respond to enquiries sent through our contact form

• manage and review submissions made through our website forms

• create or update website listings for events and businesses

• publish approved business and event information on the Visit Southend website

• promote approved events and businesses through Visit Southend email marketing and social media channels

• send confirmation emails relating to form submissions

• maintain internal records and administer the website

• monitor usage of the site and improve our content, services and user experience

• manage mailing list subscriptions and send newsletters or updates where you have asked to receive them

• share enquiries internally within Southend-on-Sea City Council where this is necessary to deal with your request

Lawful bases for processing

Data protection law requires us to have a lawful basis for using your personal data. The lawful basis we rely on will depend on the purpose.

For most website administration, destination marketing, handling enquiries, reviewing event and business submissions, and publishing relevant visitor information, we are likely to rely on public task, because Visit Southend is operated by Southend-on-Sea City Council as part of its official functions and work in the public interest. ICO guidance says public task is often the most likely lawful basis for public authorities carrying out their functions.

Where you choose to sign up for newsletters or other optional promotional emails, we rely on consent. You can withdraw that consent at any time by using the unsubscribe link in our emails or by contacting us.

Where needed, we may also process information where this is necessary to comply with a legal obligation or to establish, exercise or defend legal claims.

Published content

If you submit a business or event through the website, the information you provide may be used to create a public listing on the Visit Southend website and may also be used in Visit Southend marketing, including email and social media promotion.

Please only submit information, images and links that you have permission to share. Do not include personal information you do not want to appear publicly.

Email addresses collected for contact purposes in event or business submission forms will be used for administration and follow-up and will not normally be published publicly unless clearly stated.

Who we share your information with

We may share your information:

• internally within Southend-on-Sea City Council where needed to deal with your enquiry or submission

• with service providers that help us run the website and forms, such as Wix and related Wix services

• with analytics providers, such as Google Analytics, to help us understand website usage

• with Google where embedded Google Maps are used on the website

• where required by law, or where necessary to protect the council, website users or the public

Email marketing

If you subscribe to our mailing list, or if you tick an optional box asking to receive updates, we may send you Visit Southend news, updates, campaigns and promotional information by email using Wix Email Marketing.

You can unsubscribe at any time by clicking the unsubscribe link in any marketing email or by contacting us directly.

We will not add you to marketing lists unless you have clearly asked us to.

Cookies and analytics

This website uses cookies and similar technologies. Some cookies are necessary for the site to work properly, while others help us understand how the site is used and improve its performance.

We currently use tools and services including:

• Wix for website hosting, forms and CRM functionality

• Google Analytics for website traffic and performance reporting

• embedded Google Maps on relevant pages

• a cookie banner / consent tool to help manage cookie choices

You can manage non-essential cookies through our cookie banner or browser settings.

How long we keep your information

We keep personal information only for as long as it is needed for the purpose it was collected, and in line with council retention practices, legal requirements, and operational need.

In general:

• contact form enquiries will be kept only as long as needed to handle the enquiry and any follow-up

• mailing list data will be kept until you unsubscribe or we decide the list is no longer active

• business and event submission data will be kept for as long as needed to review, publish, manage and maintain listings, and for a reasonable period afterwards for administration and record keeping

• analytics data will be kept in line with the settings of the relevant platform or tool

Where we do not have a fixed retention period, we will decide how long to keep information based on what it is, why it was collected, whether it is still needed, and any legal or record-keeping requirements.

Children

The Visit Southend website is aimed at a general audience. Some of the events, attractions or businesses featured on the site may be relevant to children and families, but our website forms are not intended for use by children under 18.

Please do not submit personal information on behalf of a child unless you have the right to do so and it is necessary.

Your rights

Under data protection law, you may have rights in relation to your personal information, including the right to:

• be informed about how your data is used

• request access to your personal data

• ask for incorrect information to be corrected

• ask for information to be erased in certain circumstances

• ask for processing to be restricted in certain circumstances

• object to processing in certain circumstances

• withdraw consent at any time where consent is the basis we rely on

• complain to the Information Commissioner’s Office

If you want to exercise any of your rights, please contact the Council’s Data Protection Officer at dataprotection@southend.gov.uk. You also have the right to complain to the Information Commissioner’s Office (ICO) if you are unhappy with how your information has been used.

How we protect your information

We take appropriate steps to protect personal information against unauthorised access, loss, misuse or disclosure. However, no website or online service can ever be completely secure, so you should take care when submitting information online.

Links to other websites

This website may contain links to third-party websites, ticketing platforms or social media pages. If you follow a link to another website, that site will have its own terms and privacy policies. We are not responsible for the privacy practices of other websites.

Changes to this policy

We may update this Privacy Policy from time to time to reflect changes to the website, our services or legal requirements. Any updates will be posted on this page.