This Privacy Policy explains how AV Kit Hire collects, uses, stores, and protects personal information when you visit avkithire.com, contact us, request a quote, make an enquiry, or use our event production and AV hire services.
1. Who we are
AV Kit Hire provides audio visual equipment hire, conference set production, event management support, sound, lighting, video, audience engagement, and related event services. For the purposes of data protection law, AV Kit Hire is responsible for deciding how and why personal information is used in connection with this website and our services.
2. Information we may collect
We may collect personal information that you provide directly to us, including your name, business name, job title, email address, phone number, event details, venue information, billing or purchase order information, and any other information you include when contacting us or discussing a booking.
We may also collect limited technical information when you use the website, such as your IP address, browser type, device information, pages visited, approximate location, referral source, and information collected through cookies or similar technologies.
3. How we use personal information
We use personal information to respond to enquiries, discuss event requirements, prepare quotes, manage bookings, provide services, arrange meetings, coordinate event logistics, issue invoices, manage supplier or customer records, improve the website, maintain business records, and comply with legal, tax, accounting, and insurance obligations.
4. Lawful bases for using personal information
We only use personal information where we have a lawful basis to do so. This may include using information to take steps before entering into a contract, to provide services under a contract, to meet legal obligations, to pursue legitimate business interests such as responding to enquiries and managing customer relationships, or where you have given consent, such as for optional marketing communications or non-essential cookies.
5. Cookies and website analytics
This website may use cookies or similar technologies to help the website work, improve performance, understand how visitors use the site, and support security. Some cookies may be necessary for the website to function. Where required by law, non-essential cookies, such as analytics or marketing cookies, should only be used with your consent. You can usually manage or block cookies through your browser settings.
6. Who we may share information with
We may share personal information with service providers and professional advisers where necessary to operate the business and provide our services. This may include website hosting providers, email and IT providers, accounting systems, payment or invoicing providers, insurers, legal advisers, event venues, trusted subcontractors, and suppliers involved in delivering an event. We may also share information where required by law, regulation, court order, tax authority, or other lawful request.
7. International transfers
Some service providers may process information outside the United Kingdom. Where this happens, we will take reasonable steps to ensure appropriate protections are in place, such as using providers covered by an adequacy decision or appropriate contractual safeguards.
8. How long we keep information
We keep personal information only for as long as reasonably necessary for the purpose it was collected. Enquiry information may be kept while we respond to your request and for a reasonable period afterwards. Booking, invoice, accounting, and business records may be kept for longer where required for legal, tax, insurance, or record-keeping purposes. When information is no longer needed, we will delete it or anonymise it where practical.
9. How we protect information
We take reasonable technical and organisational measures to protect personal information against unauthorised access, loss, misuse, alteration, or disclosure. However, no website, email system, or online service can be guaranteed to be completely secure, so you should take care when sending sensitive information electronically.
10. Your rights
Under UK data protection law, you may have the right to request access to your personal information, ask for inaccurate information to be corrected, ask for information to be erased, object to or restrict certain processing, request a copy of your information in a portable format, and withdraw consent where we rely on consent. These rights may be subject to legal limits depending on the circumstances.
11. Marketing communications
We may contact business customers or enquirers about our services where permitted by law and where we believe the information is relevant. You can ask us to stop sending marketing communications at any time by contacting us using the details provided on the website.
12. Links to other websites
This website may include links to external websites or third-party services. We are not responsible for the privacy practices, security, or content of those websites. You should read the privacy information provided by any third-party website or service you use.
13. Complaints
If you have concerns about how we use your personal information, please contact us first so we can try to resolve the issue. You also have the right to complain to the Information Commissioner’s Office, the UK regulator for data protection matters.
14. Changes to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in the law, our website, our services, or the way we handle personal information. The latest version should be published on avkithire.com.
15. Contact us
If you have any questions about this Privacy Policy or would like to exercise your data protection rights, please contact us using the contact details provided on avkithire.com.