Privacy Policy
Last updated: 14 July 2026
BBcastle Hire respects your privacy and is committed to protecting your personal data. This Privacy Policy explains how we collect, use, store, share and protect personal information when you visit our website, make an enquiry, place a booking, contact us, use our services or otherwise interact with us.
This Privacy Policy also explains your rights under applicable UK data protection law, including the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and, where applicable, the Privacy and Electronic Communications Regulations 2003 (PECR), as amended.
Please read this Privacy Policy carefully so that you understand how and why we use your personal information.
1. Who We Are
For the purposes of UK data protection law, the organisation responsible for deciding how and why your personal data is processed is generally known as the data controller.
Data Controller: BBcastle Hire
Email Address: info@bbcastlehire.co.uk
Telephone: 0116 243 6198 / 0116 225 7803
If you have any questions about this Privacy Policy, the personal information we hold about you or how we use your information, please contact us using the details above or through our Contact Us page.
2. Personal Data We May Collect
Personal data means information relating to an identified or identifiable individual. It does not include information that has been anonymised so that an individual can no longer reasonably be identified.
Depending on how you interact with us, we may collect, use, store or otherwise process the following categories of personal data:
- Identity Data, such as your name and title.
- Contact Data, such as your home address, billing address, delivery or event address, email address and telephone number.
- Booking and Event Data, such as the date, time and location of your event, venue information, products or services hired, booking notes, access information and other details necessary to provide our services.
- Transaction Data, such as information about payments made to and from you and details of products and services purchased or hired from us.
- Payment Data. Payments may be processed by third-party payment providers. We do not necessarily receive or retain your complete payment card details.
- Communication Data, including enquiries, emails, telephone communications, messages, complaints, feedback and other correspondence with us.
- Technical Data, such as your Internet Protocol (IP) address, browser type and version, device information, operating system, time zone, website access information and other technical information collected when you use our website.
- Usage Data, including information about how you use our website, booking system, products and services.
- Marketing and Communications Data, including your preferences regarding receiving marketing communications from us and information about your interactions with those communications.
- Photographs, Videos and Event Content, where images or recordings are taken at events and we have an appropriate lawful basis to collect and use them.
3. Special Category Personal Data
We do not normally require or intentionally collect special category personal data in order to provide our hire services.
Special category data includes information concerning health, racial or ethnic origin, religious or philosophical beliefs, political opinions, trade union membership, genetic information, biometric data used for identification purposes, sex life or sexual orientation.
Please do not provide special category personal data unless it is genuinely necessary. Where we need to process such information, we will only do so where we have an appropriate lawful basis and an additional condition for processing as required by law.
4. Information About Children
Many of our products and services are used at children's parties and events. However, our bookings should be made by an adult with legal capacity to enter into a contract.
We do not intentionally collect personal data directly from children where it is not necessary to provide our services.
Customers should avoid providing unnecessary personal information about children when completing booking forms, sending messages or contacting us.
Where photographs or videos featuring children are used for marketing purposes, we will take reasonable steps to ensure that we have an appropriate lawful basis and any permission required in the circumstances.
5. How We Collect Personal Data
We collect personal data in several ways.
Information You Provide Directly
You may provide personal information when you:
- place an online booking;
- request a quotation;
- contact us by telephone, email, website form, social media or messaging service;
- make a payment;
- change or cancel a booking;
- enter a competition or promotion;
- subscribe to marketing communications;
- submit feedback, a review or a complaint;
- interact with us at an event; or
- otherwise correspond with us.
Information Collected Automatically
When you use our website, certain technical and usage information may be collected automatically through cookies and other storage and access technologies, server logs and similar technologies.
The information collected will depend on the technologies used on our website and your privacy choices.
Information Received From Third Parties
We may receive personal information from organisations that provide services to us or help us operate our business, including:
- website and online booking system providers;
- payment service providers;
- analytics providers;
- advertising and marketing platforms;
- social media platforms;
- search engines;
- insurance providers and professional advisers; and
- public authorities, law enforcement bodies or regulators where permitted or required by law.
6. Why We Use Your Personal Data and Our Lawful Bases
We will only process personal data where we have a valid lawful basis under applicable data protection law.
Depending on the circumstances, we may rely on the following lawful bases:
Contract
We may process your personal information where this is necessary to enter into or perform a contract with you. This includes:
- processing bookings;
- providing quotations;
- taking and administering payments;
- delivering, setting up and collecting hire equipment;
- communicating with you about your booking;
- managing cancellations, refunds or booking changes; and
- providing customer support.
Legal Obligation
We may process personal data where necessary to comply with legal, regulatory, taxation, accounting, insurance or other obligations that apply to our business.
Legitimate Interests
We may process personal information where it is necessary for our legitimate business interests or those of another person, provided those interests are not overridden by your rights and freedoms.
This may include:
- operating, administering and improving our business;
- responding to enquiries and providing customer service;
- protecting our business, customers, website and equipment;
- preventing and detecting fraud or misuse;
- establishing, exercising or defending legal claims;
- maintaining appropriate business records;
- understanding and improving our services; and
- carrying out certain forms of direct marketing where permitted by law.
Consent
We may rely on your consent where required, including for certain marketing communications, non-essential cookies and similar technologies, or other processing activities where consent is the appropriate lawful basis.
Where we rely on consent, you may withdraw your consent at any time. Withdrawal of consent does not affect the lawfulness of processing carried out before consent was withdrawn.
7. If You Do Not Provide Personal Data
Where we need personal information to enter into or perform a contract with you, or to comply with a legal obligation, failure to provide the required information may mean that we cannot accept, administer or fulfil your booking.
For example, we require appropriate contact information, an event address and booking information in order to deliver and collect hire equipment.
Where this happens, we will explain the consequences where appropriate.
8. Marketing Communications
We may use your personal information to send you marketing communications about our products, services, availability, news and offers where we are permitted to do so by law.
Depending on the circumstances and the method of communication, we may rely on consent or another lawful basis permitted by applicable data protection and electronic communications law.
You can ask us to stop sending marketing communications at any time by:
Opting out of marketing communications will not prevent us from contacting you about an existing booking, payment, contract, safety matter or other service-related issue.
9. Cookies and Similar Technologies
Our website may use cookies and other technologies that store information on, or access information from, your device.
These technologies may be used to:
- operate essential website functions;
- maintain website security;
- remember your choices or booking information;
- understand website performance and usage;
- measure the effectiveness of advertising; and
- support marketing and advertising activities.
Where consent is required by law, non-essential cookies and similar technologies will only be used after you have provided the required consent.
You can manage your preferences through our cookie consent controls, where provided. You can also configure your browser to block or delete cookies, although disabling certain technologies may affect the operation of some website features.
Further information about the specific cookies and similar technologies used by our website should be provided through our cookie notice or cookie management tool.
10. Analytics and Advertising Services
Subject to your privacy choices and applicable legal requirements, we may use analytics, advertising and measurement services to understand how visitors use our website and to measure or improve our advertising.
These services may process technical information, online identifiers, device information, website interactions and other usage information.
Where required by law, these services will only be activated after the necessary consent has been obtained.
11. Payment Processing
Payments made in connection with our services may be processed by third-party payment service providers.
Payment providers may process your personal information in accordance with their own privacy policies and legal obligations.
We recommend reviewing the privacy information provided by the relevant payment service before submitting payment information.
12. Who We May Share Your Personal Data With
We may share personal data with trusted organisations where this is necessary to operate our business, provide our services, comply with legal obligations or protect our legitimate interests.
Recipients may include:
- website hosting and technology providers;
- online booking system providers;
- payment service providers and financial institutions;
- email, communications and customer service providers;
- analytics and advertising service providers, subject to applicable consent requirements;
- IT support and cybersecurity providers;
- insurers, solicitors, accountants and other professional advisers;
- contractors, staff members and representatives who require information to provide our services;
- government departments, regulators, courts, law enforcement bodies and other authorities where disclosure is required or permitted by law; and
- potential purchasers, sellers or advisers in connection with a sale, transfer, restructuring or reorganisation of all or part of our business.
Where organisations process personal data on our behalf, we require appropriate contractual and security arrangements where required by law.
Some organisations that receive personal information may act as independent data controllers and process personal data in accordance with their own privacy policies and legal obligations.
We do not sell your personal data to third parties.
13. Social Media and Third-Party Websites
Our website may contain links to social media platforms, external websites and services operated by third parties.
Third-party websites and platforms may collect and process personal information independently from us and according to their own privacy policies.
We are not responsible for the privacy practices of websites or services that we do not control. We encourage you to read the privacy information provided by those organisations.
14. International Transfers of Personal Data
Some of the organisations that provide technology, analytics, payment, communication, advertising or other services to us may process personal information outside the United Kingdom.
Where personal data is transferred internationally, we will take reasonable steps to ensure that the transfer is made in accordance with applicable UK data protection law.
Depending on the destination and circumstances, safeguards may include UK adequacy regulations, recognised contractual safeguards such as the UK International Data Transfer Agreement or UK Addendum, or another lawful transfer mechanism.
You may contact us for further information about the safeguards relevant to international transfers of your personal information.
15. Data Security
We take reasonable and appropriate technical and organisational measures to protect personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure, access or other misuse.
Access to personal information is restricted to people and service providers who have a legitimate need to access it.
No internet transmission, website or electronic storage system can be guaranteed to be completely secure. You are responsible for keeping any passwords, account information or booking credentials confidential.
We maintain procedures for responding to suspected personal data breaches and will notify affected individuals and the Information Commissioner's Office where we are legally required to do so.
16. How Long We Keep Personal Data
We retain personal information only for as long as reasonably necessary for the purposes for which it was collected, including providing our services and satisfying legal, accounting, taxation, insurance, regulatory and reporting requirements.
When determining an appropriate retention period, we consider:
- the amount, nature and sensitivity of the personal information;
- the purposes for which the information is processed;
- whether those purposes can be achieved by other means;
- the risk of harm arising from unauthorised use or disclosure;
- applicable limitation periods;
- taxation, accounting and insurance requirements; and
- other applicable legal and regulatory obligations.
Booking, transaction and customer records will generally be retained for up to six years after the end of the relevant financial year or the end of our contractual relationship, as appropriate, unless a longer or shorter period is required or justified.
Enquiries that do not result in a booking may be retained for a shorter period where there is no continuing business, legal or operational need to keep them.
Marketing information will be retained until you unsubscribe, withdraw consent where applicable, object to processing, or the information is no longer required for our marketing purposes, subject to retaining limited suppression records where necessary to respect your preferences.
In some circumstances, we may anonymise personal information so that it can no longer be associated with you. We may use anonymous information for statistical, research and business analysis purposes without further notice.
17. Your Data Protection Rights
Depending on the circumstances and subject to applicable legal conditions and exemptions, you may have the following rights:
- Right of access – you may request confirmation that we process your personal data and request a copy of the personal information we hold about you.
- Right to rectification – you may ask us to correct inaccurate personal information or complete incomplete information.
- Right to erasure – you may ask us to delete personal information in certain circumstances.
- Right to restriction – you may ask us to restrict the processing of personal information in certain circumstances.
- Right to object – you may object to certain processing based on legitimate interests and you have the right to object at any time to processing for direct marketing purposes.
- Right to data portability – in certain circumstances, you may request that personal information you provided to us is supplied to you or another organisation in a structured, commonly used and machine-readable format.
- Right to withdraw consent – where processing is based on consent, you may withdraw your consent at any time.
- Rights relating to automated decision-making – you may have rights concerning decisions based solely on automated processing that produce legal or similarly significant effects.
These rights are not absolute and may be subject to conditions, restrictions and exemptions under applicable law.
18. How to Exercise Your Rights or Make a Privacy Complaint
If you wish to exercise a data protection right, raise a concern about how we use your information or make a privacy complaint, please contact us using the details below:
Email: info@bbcastlehire.co.uk
Telephone: 0116 243 6198 / 0116 225 7803
Please provide enough information for us to identify you, understand your request or complaint and investigate the matter properly.
We may request reasonable information to verify your identity before disclosing personal data or acting on a request.
We aim to respond to privacy complaints and data protection requests promptly and within the time periods required by applicable law.
19. Complaints to the Information Commissioner's Office
If you are unhappy with how we have handled your personal information, you have the right to complain to the Information Commissioner's Office (ICO), the UK's independent data protection regulator.
We would appreciate the opportunity to address your concerns first, so please contact us if you have a complaint about our use of your personal information.
Information about making a complaint to the ICO is available from the ICO's official website.
20. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes to our business practices, services, technology or applicable legal requirements.
The latest version will be published on this page and the "Last updated" date at the top of the policy will be amended.
Where changes materially affect how we use your personal information, we may take additional steps to bring those changes to your attention where appropriate.
Last updated: 14 July 2026