Privacy Policy

OSB Events Hire Limited

1. Who we are

This privacy policy explains how OSB Events Hire Limited (“OSB Events”, “we”, “us”, “our”) collects, uses and protects personal information when you visit osb-events.co.uk, contact us, request a quote, or hire equipment and services from us.

We are the data controller for the personal information described in this policy. This means we decide how and why your information is used, and we are responsible for looking after it in line with UK data protection law, including the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and the Privacy and Electronic Communications Regulations (PECR).

Our details OSB Events Hire Limited Units 2–5, Alderley Edge Business Centre, Alderley Road, Chelford, Cheshire, SK11 9AP Company number: 1374981. ICO registration number: ZB367842 Email: enquiries@osb-events.co.uk Phone: 0800 040 7733

2. What this policy covers

This policy applies to osb-events.co.uk and to the personal information we handle in the course of our event equipment hire business, whether you contact us online, by phone, by email, through social media or in person.

Our online shop at shop.osb-events.co.uk is run on the Shopify platform and has its own privacy policy, which explains how information is handled when you browse, create an account or buy from the shop. Please read that policy if you use the shop.

3. The information we collect

The information we collect depends on how you deal with us.

When you make an enquiry or request a quote, we collect your name, email address, phone number, company or organisation name, and details about your event and requirements (such as dates, location, venue, equipment needed and expected audience size). This may come from our website contact form, email, phone calls or social media messages.

When you hire equipment or services from us, we also collect billing and delivery addresses, site contact names and phone numbers, purchase order and invoicing details, payment records, and records of the hire itself, including delivery and collection notes, signed receipts, site visit notes, damage or loss reports and any correspondence about the hire.

When you visit our website, we collect technical information such as your IP address, browser and device type, pages visited and how you arrived at the site. Some of this is collected using cookies (see section 7).

When you interact with us on social media, we receive information such as your username, profile details and any messages or comments you send us, in line with that platform’s settings and privacy policy.

When we contact businesses about our services, we may hold business contact details (name, job title, work email and phone number) for people at companies and organisations we think may be interested in hiring from us. This information comes from public sources such as company websites, professional networking sites, industry directories and events, or from introductions.

When you work with us as a supplier or freelancer, we hold your contact details, company information, qualifications or certifications relevant to the work, and payment details.

At events we supply, our team may take photographs or video of our equipment and installations for our website and social media. People attending the event may appear in these images. See section 6.

We do not intentionally collect special category data (such as health information) through our website. If you tell us about access or safety requirements relevant to an event, we will use that information only to plan and deliver the job safely.

4. How we use your information and our lawful bases

Under UK data protection law, we must have a lawful basis for each way we use personal information. The table below sets out what we use your information for and the basis we rely on.

What we use it for	Lawful basis
Responding to enquiries and preparing quotes	Legitimate interests (responding to people who contact us), or taking steps at your request before entering a contract
Setting up, delivering and managing hires, including delivery, installation, site visits, collection and inspection	Performance of a contract
Invoicing, taking payment, managing credit accounts and recovering money owed	Performance of a contract; legitimate interests (protecting our business from bad debt)
Handling damage, loss, insurance claims, incidents and disputes	Performance of a contract; legitimate interests; legal obligation
Keeping accounting, tax and health and safety records	Legal obligation
Sending marketing emails about our services	Consent, or for existing customers and business contacts, legitimate interests in line with PECR (see section 5)
Contacting businesses that may be interested in our services	Legitimate interests (developing our business)
Running, securing and improving our website	Legitimate interests
Analytics and advertising cookies	Consent
Posting event photography and video on our website and social media	Legitimate interests (showcasing our work)
Managing supplier and freelancer relationships	Performance of a contract; legitimate interests

Where we rely on legitimate interests, we have considered whether our interests are outweighed by your rights and freedoms, and we are satisfied they are not. You can ask us for more information about this.

If you do not give us information we need to deliver a hire (such as a delivery address or site contact), we may not be able to provide the service.

5. Marketing

We may send you updates about our equipment, services, offers and availability.

If you are an existing customer or have enquired about our services, we may send you marketing about similar services from us. If you are contacted at a business address (for example, as an employee of a company or organisation), we may send you relevant business marketing. In all other cases, we will only send you marketing by email or text if you have given us your consent.

Every marketing email includes a way to unsubscribe. You can also opt out at any time by emailing enquiries@osb-events.co.uk. We will keep a record that you have opted out so that we do not contact you again.

We do not sell your personal information to anyone.

6. Photography and video at events

We photograph and film our staging, lighting, audio, LED screens and other installations at events we supply, and use this content on our website, social media and marketing materials. Our aim is to show our equipment and work, and we do not set out to feature individual members of the public.

If you appear in an image or video we have published and would like it removed, please email enquiries@osb-events.co.uk with a link or description of the content and we will review your request promptly.

7. Cookies

Our website uses cookies and similar technologies. Some are strictly necessary for the site to work and to remember your cookie preferences. Others help us understand how visitors use the site and measure the effectiveness of our advertising.

We use the following types of cookies:

Strictly necessary cookies keep the website working and store your cookie choices. These do not require consent.

Analytics cookies, set through Google Tag Manager and Google Analytics, tell us which pages are visited and how people find our site. [Confirm Google Analytics is in use.]

Advertising cookies, such as the Meta Pixel, help us measure and improve our adverts on Facebook and Instagram. [Delete if the Meta Pixel is not installed.]

We only set analytics and advertising cookies if you accept them through our cookie banner. You can change your choices at any time through the cookie settings link on our website, or by adjusting your browser settings.

8. Who we share your information with

We only share personal information where it is necessary for the purposes set out above. This may include:

Crew, engineers and subcontractors who help deliver, install, operate and collect equipment
Haulage and delivery partners who transport equipment to and from site
Event organisers, venues and site managers, where we need to coordinate access, safety and scheduling for your event
IT and service providers, including our website host, email, cloud storage, accounting and customer relationship management (CRM) software providers
Payment providers and banks that process payments
Credit reference agencies, if you apply for a credit account [delete if not applicable]
Insurers, loss adjusters and legal advisers, in connection with damage, loss or claims
Debt collection agencies, if money owed to us is not paid
Accountants and auditors
Police, HMRC, regulators or other authorities, where we are required or permitted by law to do so

Our service providers act on our instructions and are required to keep your information secure and use it only for the services they provide to us.

If our business, or part of it, is sold or restructured, personal information may be transferred to the new owner so that the business can continue.

9. International transfers

Some of our service providers (for example, email, cloud and analytics providers) may store or process data outside the UK. Where this happens, we make sure appropriate safeguards are in place, such as transfers to countries the UK recognises as providing adequate protection, or the use of approved contractual clauses such as the UK International Data Transfer Agreement or Addendum.

10. How long we keep your information

We keep personal information only for as long as we need it for the purposes described in this policy.

Type of information	How long we keep it
Enquiries and quotes that do not lead to a hire	[24 months] from our last contact
Hire contracts, invoices, payment and delivery records	6 years after the end of the financial year in which the hire took place
Records relating to incidents, damage, loss or claims	Until the matter is fully resolved, plus 6 years
Business contact details used for sales outreach	Until you ask us to stop, or [24 months] with no engagement
Marketing opt-out records	Indefinitely, so we can respect your choice
Website analytics data	In line with the retention settings of the relevant tool, currently [14 months]

When information is no longer needed, we delete or anonymise it securely.

11. How we keep your information secure

We use appropriate technical and organisational measures to protect personal information against loss, misuse and unauthorised access. These include password-protected systems, restricted access for staff who need it, secure (HTTPS) connections on our website and keeping our software up to date.

No website or data transmission is completely secure, but we work to protect your information and will act quickly if a problem occurs. Where required, we will notify the Information Commissioner’s Office (ICO) and anyone affected about a data breach.

12. Your rights

Under UK data protection law, you have the right to:

Access the personal information we hold about you and receive a copy
Rectification of information that is inaccurate or incomplete
Erasure of your information in certain circumstances
Restrict how we use your information in certain circumstances
Object to our use of your information where we rely on legitimate interests, and to object to direct marketing at any time
Data portability, meaning you can ask for information you provided to us to be transferred to you or another organisation in a commonly used format, where we rely on consent or contract
Withdraw consent at any time, where we rely on consent (this does not affect anything we did before you withdrew it)

To use any of these rights, email enquiries@osb-events.co.uk or write to us at the address in section 1. We may need to confirm your identity before responding. We will usually respond within one month and there is normally no charge.

13. Complaints

If you are unhappy with how we have handled your personal information, please contact us first at enquiries@osb-events.co.uk and we will do our best to put things right.

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

Website: ico.org.uk Phone: 0303 123 1113 Address: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

14. Children

Our website and services are aimed at businesses, event organisers and adults planning events. We do not knowingly collect personal information from children under 18 through our website.

15. Links to other websites

Our website links to other sites, including our online shop and social media pages. We are not responsible for the privacy practices of other websites, so please read their privacy policies when you visit them.

16. Changes to this policy

We may update this policy from time to time, for example if we change how we use personal information or if the law changes. The latest version will always be available on this page, with the date it was last updated shown at the top.

17. Contact us

If you have any questions about this privacy policy or how we handle your personal information, please get in touch:

OSB Events Hire Limited Units 4–5, Alderley Edge Business Centre, Alderley Road, Chelford, Cheshire, SK11 9AP Email: enquiries@osb-events.co.uk Phone: 0800 040 7733