PRIVACY POLICY

Any personal information we collect from you is processed in line with applicable data protection laws including the EU General Data Protection Regulation (GDPR) and this notice.

Sugarloaf Events Hire (‘we’, ‘us’ and ‘our’) is the ‘data controller’ for the personal information you share with us.

If you have any specific concerns around the privacy of your personal information or require further information about how we manage your personal information, please get in touch with us.

HOW WE COLLECT DATA

Most of the personal information we process is provided to us directly by you.  We may collect personal information about you in various ways including but not limited to:

• When you visit and/or register on our website

• Submit an application or order for a product or service (either for yourself or for our client whom you represent)

• through analysis of your transactions and activities with us

• if you subscribe to a newsletter, respond to a survey and/or fill out a form

• publicly available sources, such as Companies House

• as part of our new business intake procedures in the course of providing products and services to you

• your personal interactions with us, such as face to face meetings, telephone calls, correspondence, various forms of electronic communications and your use of our website

• analysis of your dealings and transactions with us

INFORMATION WE COLLECT

You may visit our website anonymously.  However, where you wish to engage services with us the personal information we collect may include:

• basic data such as your title, full name, email address, phone number, address, date of birth and gender and your relationship to other persons

• contact data such as postal address, email address and telephone numbers

• financial data such as your bank account details, and payments made to and received from you

• marketing and communications data such as your preferences in receiving marketing from us and our third parties and your communication preferences

• In limited scenarios, may be obtain information about special categories of data such as your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data and criminal convictions and offences.

• business administration and administrative purposes.

We may obtain non-personal information about you when you interact with our website. Non-personal identification information may include the browser name, the type of computer and technical information about your means of connection to our website, such as the operating system and the Internet service providers utilised and other similar information.

WEB BROWSER COOKIES

Our website may use ‘cookies’ to enhance your user experience. Your web browser places cookies on your hard drive for record-keeping purposes and sometimes to track information about them. User may choose to set their web browser to refuse cookies, or to alert you when cookies are being sent. If they do so, note that some parts of the website may not function properly.

RECORDING OF TELEPHONE CALLS

We may record calls made on our telephone systems for the purpose of training, dispute resolution, and improving the customer service we provide to you. This information is not shared with third parties other than law enforcement.

HOW YOUR INFORMATION IS PROTECTED

We take reasonable precautions to keep your personal information secure, including safeguards against unauthorised access, use, or data loss. We adopt appropriate data collection, storage and processing practices and security measures to protect against unauthorised access, alteration, disclosure or destruction of your personal information.

We are allowed to use personal information only if we have a suitable legal basis to do so. We will only process your personal data on one of the following legal bases:

• we have your consent. You are able to remove your consent at any time. You can do this by contacting us

• We have a contractual obligation, ie to fulfil an order we have with you

• We have a legal obligation.

• We have a vital interest.

• We need it to perform a public task.

• We have a legitimate interest and is not overridden by your interests, rights and freedoms

A legitimate interest is when we have a business or commercial reason to use your information including but not limited to internal administrative purposes, product development and enhancement, ensuring network and information security. However, this is only where our legitimate interests are not overridden by your interests, rights and freedoms.

HOW WE USE YOUR PERSONAL INFORMATION

We may use your personal information for the following purposes:

• to create and administer your customer account to help tailor our services to you.

• to communicate with you in relation to you order.

• To improve customer service.  Information you provide helps us respond to your customer service requests and support needs more efficiently.

• To personalise your and all users experiences with Sugarloaf Events Hire.  We may use information in the aggregate to understand how all our customers as a group use the services and resources provided by us.

• To improve our website. We request and use feedback from you to improve our products and services.

• To run a promotion, contest, survey or other website feature.  We may use your email address to send you / all customers on our mailing list further information about Sugarloaf Events Hire, topics we think will be of interest to you.  If you decide to opt-in to our mailing list, you may receive emails that may include company news, updates, related product or service information, etc. If at any time you wish to unsubscribe from receiving future emails, you may unsubscribe by following the instructions at the bottom of each email or you may contact us via the website.

SHARING YOUR PERSONAL INFORMATION

We may share your personal information with third parties where it is necessary for Sugarloaf Events Hire and/or for the purposes of your order, for example to a courier.

We do not sell, trade, or rent your personal identification information to others. We may share generic aggregated demographic information not linked to any personal identification information regarding visitors and users with our business partners, trusted affiliates and advertisers. We may use third party service providers to help us operate our business and the website or administer activities on our behalf, such as sending out newsletters or surveys. We may share your information with these third parties for those limited purposes where you have opted-in and given us your permission.

THIRD PARTY WEBSITES

You may find advertising or other content on our website linking to other sites and services of our partners, suppliers, advertisers, sponsors, licensors and other third parties. We do not control the content or links that appear on these sites and are not responsible for the practices employed by websites linked to or from our website. In addition, these sites or services, including their content and links, may be constantly changing. These sites and services may have their own privacy policies and customer service policies. Browsing and interaction on any other website, including websites which have a link to our website, is subject to that website's own terms and policies.

RETAINING YOUR INFORMATION

We will retain your personal information for as long as is necessary for the purposes described above. Typically, we will retain your data to fulfil our business purposes and to comply with legal and regulatory requirements. We may keep your data for longer where this is necessary for statistical and historical research purposes. However, we will ensure all personally identifiable information is removed and at the appropriate time.

YOUR DATA PROTECTION RIGHTS

Under data protection law, you have rights including:

• Your right of access - You have the right to ask us for copies of your personal information.

• Your right to rectification - You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.

• Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances.

• Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal information in certain circumstances.

• Your right to object to processing - You have the the right to object to the processing of your personal information in certain circumstances.

• Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.  Please contact us if you wish to make a request.

HOW WE RESPOND TO YOUR RIGHTS

You can exercise these rights at any time by contacting us using the contact details provided.  We may need to validate your identity before we can respond to your request.  If we are unable to confirm your identity, or have strong reasons to believe that your request is unreasonably excessive or unfounded, we may deny it.  Once we have validated your identity, we aim to respond to your requests within the time frame prescribed by law.  We will always let you know whether we accept, or refuse, your request.

CHANGES TO THIS PRIVACY POLICY

We may update our privacy policy at any time. When we do, we will revise the updated date at the bottom of this page. We encourage you to frequently check this page for any changes to stay informed about how we are helping to protect the personal information we collect. You acknowledge and agree that it is your responsibility to review this privacy policy periodically and become aware of modifications.  This notice was last updated 27 November 2022.

YOUR ACCEPTANCE OF THESE TERMS

By using our website, you signify your acceptance of this policy and our terms of service.  If you do not agree to this policy, please do not use our website. Your continued use of the website following the posting of changes to this policy will be deemed your acceptance of those changes.

MAKING A DATA PROTECTION COMPLAINT

If you have any questions about this Privacy Policy, concerns about our use of your personal information, or the way we handle your requests relating to your rights, please raise a complaint directly with us.  If you are not satisfied with the way we handle your complaint, you are entitled to raise a complaint directly with the Information Commissioner’s Office via the details available on their website: www.ico.org.uk