Privacy Policy

Introduction

Welcome to White Event Production Ltd.'s Privacy Policy.

Here at White Event Production Ltd ("White Event Production", "we", "our", "us") — trading as Event Headset Hire — we respect your privacy and are committed to protecting your personal data to keep it safe and secure, complying with both UK and EU data protection regulations.

This privacy policy tells you how we look after your personal data. It sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us together with your rights. This privacy policy applies to all personal data collected via verbal, electronic, paper or other methods.

Who we are

White Event Production Ltd ("White Event Production", "we", "our" or "us") is the data controller responsible for collecting the personal data required in the running of our business operations, including this Event Headset Hire website.

You can get in touch with us in any of the ways outlined below in the 'Contact Us' section.

How we operate

We operate our business in line with the EU General Data Protection Regulation (GDPR) guidelines. We're committed to protecting and safeguarding your personal data whilst maintaining your personal rights and allowing all data subjects to change or withdraw their opt-in options at any time. We will also advise you on how to complain to the relevant authorities, namely the Information Commissioner's Office, if you feel that we have not dealt with your request in the correct manner.

Who this Privacy Policy applies to

This Privacy Policy relates to White Event Production Ltd and all trading names and associated companies, including Event Headset Hire.

This privacy policy applies to individuals who interact with us either as a Client, Customer, Prospective Client or Customer, Supplier, Prospective Supplier, Sole Trader Sub-contractor, Employee, Visitor, Job Applicant, Apprentice, Experience worker, website visitor, or in any other capacity.

Information we may collect about you

Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data). We have grouped together the different types of data and summarised these below:

• Identity Data — first name, middle name(s), surname, date of birth, NI number, driving licence and/or passport information.
• Contact Data — billing address, delivery address, email address, telephone number, fax number, mobile number, social media username, title.
• Financial Data — bank account details, credit or debit card details, used to process your payments to/from you.
• Transaction Data — details of transactions you have made with us, including quotations and proposals, meetings and communications, and payments to and from you.
• Technical Data — IP address, browser type and version, location, operating system and platform and other technology on the devices you use to access this website.
• Profile Data — username, password and other log-in data, your interests, preferences, feedback and survey responses.
• Usage Data — how you use our websites, products and services, including browsing patterns, page response times and interaction information.
• Marketing Data — your preferences in receiving marketing from us.

How we collect your personal data

We use different methods to collect data from and about you, including:

• Direct interactions — you may give us data by using our websites, filling in forms, or corresponding with us by post, phone, email or otherwise, including when you request a quotation, place an order, submit a request through our website, request marketing information, or provide feedback.
• Automated technologies or interactions — as you interact with our website, we may automatically collect Usage Data and Technical Data via cookies, server logs and similar technologies (see our Cookies Policy for further information).

How and why we use your personal data

We will only use your personal data when legally permitted, most commonly to carry out an agreement we have with you, where it is necessary for our legitimate interests (or those of a third party) and your interests and rights do not override those, or where we need to comply with a legal or regulatory obligation.

The reasons we use your information include: delivering our products and services; carrying out your instructions (e.g. providing a quotation); managing our relationship with you; verifying your identity; understanding how you use our services; providing IT, systems and website operations support; providing security and business continuity; undertaking risk management and product/service improvements; managing and developing our business; corresponding with professional advisers; recruitment and employment purposes; and employee training and development.

Tracking or recording what you say or do

To help us deliver what we've agreed and provide the best possible experience, we may record details of your interactions with us, including phone calls, meetings, letters, emails and live chats. We may use these to check instructions, improve our service, train employees, manage risk, or prevent and detect fraud. We use CCTV in and around our premises, which may collect photos, video or voice recordings.

Compliance with laws and regulatory obligations

We'll use your information to meet our compliance obligations and to share with regulators and authorities where required, including to help detect or prevent crime.

Marketing and market research

We send marketing communications through a number of channels. You'll only receive direct marketing by email if you've placed an order with us previously and consented to it (e.g. by signing up to our newsletter), and/or have not asked us to stop.

How to stop receiving our newsletters: click 'Unsubscribe' within the email, or contact us to confirm you no longer wish to receive them.

How to opt out of direct marketing: get in touch to confirm you wish to opt out of all direct marketing communications. To stop everything, you'll need to opt out of both newsletters and direct marketing. You can also opt out of cookies used for marketing — see our Cookies Policy.

Data anonymisation and aggregation

Your personal data may be converted into statistical or aggregated data which can't be used to identify you, then used to produce statistical research and reports.

Legal bases for processing your data

We process your personal data for more than one lawful reason depending on the purpose — most commonly performance of a contract with you, compliance with a legal obligation, or our legitimate interests (for example running our business, preventing fraud, developing our services, or managing employees). If you'd like details of the specific legal basis we rely on for a particular purpose, please email us — see 'Contact Us' below.

It's sometimes necessary for us to process your personal data to enter into a contract with you or to comply with a statutory requirement. If you don't provide the data we require in those circumstances, we may be unable to provide our products and services to you.

How we share your data with third parties

We will not sell, trade or otherwise pass on your personal information to a third party, except where necessary to deliver our services — for example to business partners, suppliers and sub-contractors performing a contract with (them or) you. We use selected partners to process information on our behalf under agreement with White Event Production Ltd, including:

• Banks and payment providers, and payment processors
• Our IT inventory system providers and IT support team
• Marketing service providers and marketing agencies
• Social media platforms, for targeted advertising
• Digital analytics companies
• Public relations agencies
• Professional advisers including lawyers, solicitors, bankers, auditors and insurers
• Delivery providers
• Pensions providers and The Pensions Regulator
• Police or other regulatory authorities, as part of an investigation or for legal/regulatory purposes
• Dispute resolution agencies
• Credit reference agencies and security companies
• Auditors, and HM Revenue & Customs and other UK regulators/authorities

We'll also disclose your personal information where we're under a duty to do so to comply with a legal or regulatory obligation, or to protect our rights, property, safety, or those of our clients, suppliers, employees or others — including for fraud protection and credit risk reduction. If ever required, we may share your data in connection with a potential or actual corporate restructuring, merger, acquisition, sale or takeover of our business.

You may also request that we share your data with someone else; we'll only do so with your written consent.

How we protect your data

• We implement security measures to prevent your personal data being accidentally lost, used, accessed, altered or disclosed without authorisation.
• We limit access to personal data to employees, agents, contractors and third parties who have a business need to know it.
• We review our information collection, storage and processing practices, including physical security measures.
• Encryption is used on all mobile devices, with Mobile Device Management (MDM) software controlling personal data across devices.
• Our website is accessed entirely over HTTPS, so information sent and received is encrypted.
• We use two-step verification for accessing data in selected processes.

Where we disclose your data to a third party, we require appropriate technical and organisational measures to be in place, though in some instances we may be compelled by law to disclose data with limited control over how it's then protected. Your personal data may be processed outside the European Economic Area (EEA), including by staff or third parties operating outside the EEA. Where this happens, we require appropriate safeguards to be in place, and will only transfer data to countries deemed to provide an adequate level of protection by the European Commission, or via equivalent mechanisms such as the EU-US Privacy Shield framework.

How long we retain information

We only keep your personal data for as long as necessary to fulfil the purposes we collected it for, including satisfying legal, accounting or reporting requirements. At the end of the retention period, data is deleted or anonymised. To determine the appropriate period, we consider the amount, nature and sensitivity of the data, the risk of harm from unauthorised use or disclosure, the purposes of processing, and applicable legal requirements.

• By law we keep basic customer information (Contact, Identity, Financial and Transaction Data) for six years after you cease to be a customer, for tax purposes.
• We store transaction, payment and order data for up to 7 years, or as required by UK financial authorities and company regulations.
• We store employee contact and pensions data for up to 75 years, or as required by UK financial authorities and regulations.

Your rights

You have the right to:

• ask us not to use your personal data for direct marketing (email dataprotection@event-headsets.co.uk);
• ask us not to process your personal data where it's processed on the basis of legitimate interests, if there are no compelling reasons for that processing;
• request access to personal information we hold about you;
• ask for inaccurate or incomplete information to be rectified;
• ask that we stop any consent-based processing after you withdraw consent;
• ask, in certain circumstances, for us to delete the personal data we hold about you;
• ask, in certain circumstances, for processing to be restricted; and
• ask, in certain circumstances, for data portability.

Contact Us

If you have any questions about our Privacy Policy, including requests to exercise your rights, please contact us:

By post:
Data Controller
White Event Production
4 Danbury Court, Linford Wood, Milton Keynes, MK14 6PL

By email: dataprotection@event-headsets.co.uk

By phone: 01908 483 627

To request a copy of the personal data we hold about you, please provide: your full name, your email address, and a description of the data you're requesting, including a date range. We aim to respond to legitimate Subject Access Requests within 28 days — occasionally longer for complex or repeated requests, in which case we'll keep you updated.

We may need additional information to verify your identity before processing your request. You won't usually have to pay a fee, though we may charge a reasonable fee — or decline — if a request is clearly unfounded, repetitive or excessive.

If you're unhappy with how we've processed your personal data, you have the right to complain to the Information Commissioner's Office (ICO) at any time — see ico.org.uk/concerns. We'd appreciate the chance to resolve any concerns directly first, so please contact us by email in the first instance.

Changes to our Privacy Policy

Any changes we make to this Privacy Policy in future will be posted on this page. Where appropriate, we may also notify you directly when a change has been made.