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Last updated: 14 September 2026

1. Introduction

Space Only Exhibitions Ltd (“Space Only Exhibitions”, “we”, “us” or “our”) respects your privacy and is committed to protecting your personal information.

We are a UK-based exhibition stand design and construction company providing exhibition stand services throughout the United Kingdom and Europe.

This Privacy Policy explains how we collect, use, store and protect personal information when you visit our website, contact us, request our services, work with us, or otherwise communicate with us in connection with our business.

We process personal information in accordance with applicable UK data protection legislation, including the UK General Data Protection Regulation (“UK GDPR”) and the Data Protection Act 2018.

2. Who we are

Space Only Exhibitions Ltd

Address:
Unit 10, Five House Farm
Sandon Road
Royston
SG8 9RE
United Kingdom

Email: [email protected]

For the purposes of applicable data protection legislation, Space Only Exhibitions Ltd is the data controller responsible for the personal information we process.

If you have any questions about this Privacy Policy or how we handle your personal information, you can contact us using the email address above.

3. What personal information we collect

We aim to collect only the personal information that is reasonably necessary for us to operate our business and provide our services.

The information we may collect includes:

  • Your name.
  • Your job title or position.
  • Your company or organisation name.
  • Your business email address.
  • Your business telephone number.
  • Your business address.
  • Other contact information that you choose to provide.
  • Information contained in emails, telephone calls, enquiries and other correspondence with us.
  • Information relating to an exhibition project or enquiry where it relates to an identifiable individual.

We do not intentionally collect special category personal information, such as information about health, religion, political opinions or biometric information, as part of our ordinary business activities.

4. How we collect personal information

We may collect your personal information when you:

  • Contact us by email or telephone.
  • Contact us through our website.
  • Request information about our services.
  • Request a quotation or proposal.
  • Become a client or enter into a business relationship with us.
  • Work with us on an exhibition project.
  • Communicate with us about an existing or potential exhibition project.
  • Work for or represent one of our clients, suppliers, contractors or other business partners.
  • Provide your business contact information to us in the normal course of business.

We may also receive business contact information from your employer or organisation where you are involved in an exhibition project or business relationship with us.

Where we obtain personal information from a source other than the individual concerned, we will handle that information in accordance with applicable data protection law.

5. How we use your personal information

We use personal information for legitimate business and operational purposes, including to:

  • Respond to enquiries.
  • Communicate with prospective and existing clients.
  • Prepare quotations and proposals.
  • Provide exhibition stand design and construction services.
  • Plan and manage exhibition projects.
  • Coordinate exhibition stand production, delivery and installation.
  • Communicate with exhibition organisers, venues, contractors, suppliers and other parties where necessary to deliver an exhibition project.
  • Manage our relationships with clients, suppliers and business contacts.
  • Maintain appropriate business records.
  • Deal with invoices and general business administration.
  • Make and receive business payments.
  • Protect our business against fraud, misuse and other unlawful activity.
  • Establish, exercise or defend our legal rights.
  • Comply with our legal, accounting, tax and regulatory obligations.

We will only use your personal information for purposes that are compatible with the purpose for which it was collected, or where we have another lawful basis for doing so.

6. Our lawful basis for using your information

Under UK data protection law, we must have a lawful basis for collecting and using personal information.

Depending on the circumstances, we rely primarily on the following lawful bases:

Contract

We may process your personal information where it is necessary to enter into or perform a contract with you or the organisation you represent.

For example, this may include using your contact details to communicate with you about an exhibition stand project.

Legitimate interests

We may process business contact information where this is necessary for our legitimate business interests.

Our legitimate interests include:

  • Operating and managing our business.
  • Communicating with clients and prospective clients.
  • Managing exhibition projects.
  • Communicating with suppliers, contractors and exhibition organisers.
  • Developing and maintaining business relationships.
  • Managing business administration.
  • Protecting our business and property.
  • Establishing, exercising or defending legal claims.

Where we rely on legitimate interests, we consider whether our interests are balanced against your rights and freedoms.

Legal obligation

We may process personal information where necessary to comply with legal, accounting, tax or regulatory obligations.

Consent

Where we specifically ask for your consent to process personal information, we will use your information in accordance with that consent.

Where we rely on consent, you may withdraw your consent at any time by contacting us at [email protected].

7. Payment and financial information

Space Only Exhibitions Ltd does not collect or store clients’ credit card or debit card information through our website.

We do not request or retain clients’ full payment-card details as part of our normal website operations.

Where payments are made to our suppliers, relevant supplier payment information may be processed through our business banking services and banking applications.

We may also retain ordinary business records relating to supplier payments, such as invoices, transaction records and payment confirmations, where necessary for accounting, tax, legal or business purposes.

We do not use our website to collect clients’ card payment information.

8. Who we may share personal information with

We may share relevant personal information with third parties where this is reasonably necessary to operate our business or deliver an exhibition project.

Depending on the circumstances, this may include:

  • Exhibition organisers.
  • Exhibition venues.
  • Exhibition contractors.
  • Exhibition stand manufacturers and installers.
  • Transport and logistics providers.
  • Suppliers and subcontractors.
  • IT, website hosting and software providers.
  • Professional advisers, including accountants, solicitors and insurers.
  • Banks and financial service providers where necessary for business transactions.
  • Government authorities, regulators or law-enforcement agencies where we are legally required to do so.

We aim to share only the information that is reasonably necessary for the relevant purpose.

We do not sell, rent or trade your personal information to third parties.

9. International processing and transfers

Space Only Exhibitions Ltd provides exhibition stand services throughout the UK and Europe.

As part of providing our services, it may sometimes be necessary to communicate or share relevant business contact information with clients, suppliers, contractors, venues or other organisations located outside the United Kingdom.

Where personal information is transferred outside the UK and applicable data protection law requires safeguards, we will take appropriate steps to ensure that the transfer is lawful and that your personal information receives an appropriate level of protection.

10. How long we keep your information

We retain personal information only for as long as reasonably necessary for the purposes for which it was collected.

The length of time we retain information depends on the type of information, the nature of our relationship with you and our legal, accounting and business requirements.

For example, we may retain client and project information for an appropriate period after completion of an exhibition project so that we can:

  • Maintain appropriate business records.
  • Deal with future enquiries.
  • Resolve contractual or commercial matters.
  • Comply with accounting, tax and other legal obligations.
  • Establish, exercise or defend legal claims.

Where personal information is no longer required, we will securely delete it or anonymise it where appropriate.

11. Website and cookies

Our website may use cookies and similar technologies.

Some cookies may be necessary for the website to operate properly, maintain security or provide functionality requested by visitors.

If our website uses non-essential cookies, such as analytics, advertising or tracking cookies, we will provide appropriate information about those cookies and obtain consent where required by applicable law.

You may also be able to manage cookies through your browser settings.

Our use of cookies may change from time to time as our website and services develop.

12. Direct marketing

We may use business contact information to communicate with existing and prospective clients about our services where this is permitted by applicable law.

Any electronic marketing we send will comply with applicable privacy and electronic communications requirements.

Where you have the right to opt out of marketing communications, you can do so at any time by contacting us at [email protected] or, where available, using the unsubscribe facility provided in the relevant communication.

Opting out of marketing communications will not prevent us from sending communications that are necessary for an existing business relationship or contract.

13. Data security

We take reasonable technical and organisational measures to protect personal information against:

  • Unauthorised access.
  • Unauthorised disclosure.
  • Accidental loss.
  • Destruction.
  • Misuse.
  • Alteration.

We limit access to personal information to people who reasonably need it for legitimate business purposes.

However, no method of transmitting information over the internet or storing information electronically can be guaranteed to be completely secure.

14. Your data protection rights

Depending on the circumstances, you have rights under applicable UK data protection law in relation to your personal information.

These may include:

  • The right to access – you can request a copy of personal information we hold about you.
  • The right to rectification – you can ask us to correct inaccurate or incomplete information.
  • The right to erasure – you can ask us to delete personal information in certain circumstances.
  • The right to restriction – you can ask us to restrict how we use your information in certain circumstances.
  • The right to object – you can object to certain types of processing, including processing based on legitimate interests and certain direct marketing.
  • The right to data portability – in certain circumstances, you can request your personal information in a commonly used electronic format.
  • The right to withdraw consent – where we rely on consent as our lawful basis, you can withdraw that consent at any time.

These rights are subject to certain conditions and legal exemptions.

If you would like to exercise any of these rights, please contact us at:

[email protected]

We may need to ask for information to verify your identity before dealing with your request.

We will normally respond to valid requests within the time period required by applicable data protection law.

15. Your right to object

You have the right to object to certain processing of your personal information where we rely on legitimate interests as our lawful basis.

You also have an absolute right to object to the use of your personal information for direct marketing purposes.

To exercise your right to object, please contact [email protected].

16. Automated decision-making

We do not use your personal information to make decisions based solely on automated processing, including profiling, that produce legal or similarly significant effects on you.

17. Third-party websites

Our website may contain links to third-party websites, including websites belonging to exhibition organisers, venues, suppliers or other organisations.

We are not responsible for the privacy practices, security or content of third-party websites.

We recommend that you review the privacy policy of any third-party website before providing personal information to it.

18. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes to our business, services, website or applicable legal requirements.

When we make changes, we will update the “Last updated” date at the top of this Privacy Policy.

We recommend checking this page periodically to ensure that you are aware of any changes.

19. Complaints

If you have any concerns about the way we collect, use or protect your personal information, please contact us first:

Email: [email protected]

We will try to resolve your concern as quickly as reasonably possible.

You also have the right to complain to the UK’s data protection regulator, the Information Commissioner’s Office (ICO).

The ICO can be contacted through its website.

20. Contact us

If you have any questions about this Privacy Policy, wish to exercise your data protection rights, or have concerns about how we process your personal information, please contact us:

Space Only Exhibitions Ltd
Unit 10, Five House Farm
Sandon Road
Royston
SG8 9RE
United Kingdom

Email: [email protected]

Website: www.space-only.com

Privacy Policy last updated: 14 September 2026