PRIVACY POLICY

Last updated: June 24 2025

1. Who We Are

The Downing Partners (“we,” “our,” or “us”) is a boutique agency headquartered at 307 West Masonic View Ave., Alexandria, VA 22301, USA. We specialize in corporate event management, curated travel planning, and related concierge services thedowningpartners.com.

2. Scope of this Policy

This Privacy Policy explains how we collect, use, disclose, and protect personal information when you visit thedowningpartners.com (the “Site”) or engage our services.

3. Information We Collect

Category

Information you provide

Payment / booking details

Automatically collected data

reCAPTCHA data

Examples

Name, email address, phone number, company, event or travel preferences, messages you send us, and newsletter sign-ups

Billing address, itinerary requirements, passport details (where needed for travel)

IP address, browser type, referring pages, time-zone, cookie identifiers

Mouse movements, keystrokes and device metadata captured by Google reCAPTCHA to combat spam

How We Collect

Web contact form (“Drop us a line!”) and email-list subscription fields.

Directly from you during the planning process

Cookies, server logs, and similar technologies

Embedded reCAPTCHA widget on our forms

Cookies & similar tech – We use first-party cookies for basic site functionality and third-party cookies (e.g., Google Analytics) to understand how visitors use the Site. See §7 for opt-out details.

4. How We Use Your Information

Purpose

Responding to enquiries, planning events/travel, providing quotations

Sending service emails and (with consent) marketing updates or promotions

Operating, securing, and improving the Site (incl. spam-prevention via reCAPTCHA)

Processing payments, refunds, or vendor invoices

Record keeping, audits, and legal compliance

Legal Basis (GDPR)

Contract performance

Consent / Legitimate interest

Legitimate interest

Contract performance / Legal obligation

Legal obligation / Legitimate interest

5. How We Share Information

We never sell your data. We may disclose it to:

  • Service providers – e-mail newsletter platform, payment processors, cloud hosting, analytics, travel suppliers, and venue partners who help deliver our services.

  • Authorities – where required by law or to defend legal claims.

  • Business transferees – in the event of a merger, acquisition, or asset sale.

All third parties are bound by confidentiality and data-processing agreements where required.

6. International Transfers

Our servers and many of our vendors are located in the United States. If you reside outside the U.S., your data may be transferred to, stored, or processed here or in other jurisdictions that may not offer the same level of data protection as your home country. We rely on contractual safeguards such as Standard Contractual Clauses where applicable.

7. Cookies & Analytics

You can control cookies through your browser settings or the cookie banner presented on first visit. Opting out may affect Site functionality.

  • Analytics – We use Google Analytics to measure performance.

  • reCAPTCHA – Google’s reCAPTCHA v3 protects our forms; its use is subject to the Google Privacy Policy and Terms of Service.

  • Marketing cookies – Set only when you accept them or subscribe to our email list.

8. Data Retention

  • Enquiry records: 3 years from last interaction.

  • Contractual and financial records: 7 years (IRS requirements).

  • Marketing email lists: until you unsubscribe or 24 months of inactivity, whichever comes first.

  • Cookie identifiers: per cookie lifespan (see cookie banner).

9. Security

We implement administrative, technical, and physical safeguards—including HTTPS encryption, least-privilege access controls, and regular security reviews—to protect your information. No method of transmission or storage is 100 % secure; please contact us immediately if you believe your data has been compromised.

10. Your Rights

  • EEA / UK visitors – Right to access, rectify, erase, restrict, object, and port data, plus withdraw consent at any time.

  • California residents (CCPA) – Right to know, delete, and opt out of “sale” or “sharing” of personal information (we do not sell data).

  • Marketing – You may unsubscribe from emails via the link in every message or contact us directly.

To exercise any right, email privacy@thedowningpartners.com or write to us at the address in §1.

11. Children’s Privacy

Our services are directed to adults. We do not knowingly collect personal information from children under 13. If we learn we have done so, we will delete it promptly.

12. Third-Party Links

The Site may link to external websites (e.g., airline partners, Instagram). We are not responsible for their content or privacy practices. Please review their policies before providing data.

13. Changes to This Policy

We may update this Privacy Policy occasionally. Material changes will be posted on this page with a new “Last updated” date and, where appropriate, additional notice.

14. Contact Us

Questions or concerns?
Email: info@thedowningpartners.com
Phone: 800.592.3080
Mail: 307 W. Masonic View Ave., Alexandria, VA 22301, USA