Privacy Policy

Last updated: 12 August 2025

AVE Services (“we”, “our”, “us”) is committed to protecting your privacy. This Privacy Policy explains how we collect, use, and safeguard your personal information when you visit aveservices.com, contact us, or use our Audio Visual hire and event services. We comply with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Information We Collect

a) Information you provide directly

• Name, email address, phone number, company name, and billing or delivery address (e.g. when you request a quote, create a booking, or contact us).
• Booking details, event information, and hire preferences.
• Payment information (processed via secure third-party providers; we do not store full card details).

b) Information collected automatically

• IP address, device and browser information.
• Usage data such as pages visited, time on page, and referring URLs (via analytics tools).

c) Cookies and similar technologies

We use cookies to make our site work, improve performance, and personalise content. Non-essential cookies are used only with your consent. You can manage preferences via our cookie banner and your browser settings.

2. How We Use Your Information

• Provide quotes, process bookings, deliver and collect equipment, and manage hire agreements.
• Respond to enquiries and provide customer support.
• Process payments and maintain accounting records.
• Improve our website, services, and user experience.
• Send updates and marketing communications if you have opted in (you can opt out at any time).
• Comply with legal and regulatory obligations and prevent fraud.

3. Legal Basis for Processing

• Contract: to fulfil a quote, booking, or hire agreement.
• Legitimate interests: to run and improve our services, secure our systems, and prevent misuse.
• Consent: for marketing communications and non-essential cookies.
• Legal obligation: to meet accounting, tax, and regulatory requirements.

4. How We Share Your Information

We do not sell your data. We may share personal data with:

• Trusted service providers (e.g. payment processors, couriers, IT/hosting, analytics) under contracts that protect your data.
• Professional advisers (e.g. accountants, legal advisers) where necessary.
• Law enforcement or regulators where required by law.

5. Data Retention

• Bookings, invoices, and related records: up to 7 years for accounting and legal purposes.
• Marketing preferences and contact details: until you opt out or ask us to delete them.
• Website analytics data: typically 12–24 months (subject to the analytics provider’s policies).

6. Your Rights

Under UK GDPR you can:

• Request access to the personal data we hold about you.
• Ask us to correct inaccurate or incomplete data.
• Request deletion of your data, in certain circumstances.
• Object to or restrict certain processing activities.
• Withdraw consent where processing is based on consent (e.g. marketing).
• Request data portability.

To exercise these rights, contact us using the details below. We may need to verify your identity before responding.

7. Cookies & Tracking

For details about the cookies we use, how long they last, and how to manage your preferences, please see our Cookie Policy.

8. Security

We use appropriate technical and organisational measures to protect your data (e.g. encryption in transit, access controls, secure hosting). No method of transmission over the internet is completely secure, so we cannot guarantee absolute security.

9. Third-Party Links

Our website may include links to third-party sites. Their privacy practices are not covered by this Policy. We recommend reviewing their privacy information before providing personal data.

10. International Transfers

Some suppliers or hosting providers may process data outside the UK. Where this occurs, we ensure appropriate safeguards (such as UK adequacy regulations or standard contractual clauses) are in place.

11. Changes to This Policy

We may update this Privacy Policy from time to time. We will post the updated version here with a new “Last updated” date. Material changes may be notified via the website or email where appropriate.

12. Contact Us

13. Complaints

If you have concerns about how we handle your data, please contact us first. You also have the right to lodge a complaint with the UK Information Commissioner’s Office (ICO) at ico.org.uk.