Privacy Policy

Opus AV Ltd · Last updated: 30 October 2026

This policy explains what personal information Opus AV collects, why, who sees it, how long we keep it and what your rights are. It covers this website, enquiries you send us, and the events we work on. It is written to meet the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

The short version

• When you send an enquiry, we use the details you provide to reply, check availability and put an estimate together.
• When you send one of our forms, your enquiry goes straight to our team. Our website host, Cloudflare, keeps a copy and emails it to our Microsoft 365 inbox.
• We do not use advertising pixels or profiling. Website analytics are switched off. Our kit list and statistics preference use browser storage, explained on our Cookies page.
• We never sell your information.
• You can ask to see, correct or delete your information at any time. Email [email protected].

1. Who we are

Opus AV Ltd is the "controller" of your personal information. That means we decide how it is used and we are responsible for it.

For anything about your personal information, email [email protected] and put Privacy in the subject line. Our team handles privacy requests through this address.

2. What we collect and why

2.1 When you send an enquiry

Our website has three forms: the contact form, the planners' and venues' supplier form, and the three-step estimate tool. Depending on the form, we ask for:

• your name, email address and phone number
• your company, agency or venue (if you have one)
• your event date, venue name and venue postcode
• the type of event, the number of guests and whether it's indoors, in a marquee or outdoors
• the services, looks and kit you're interested in, including anything in your kit list
• anything else you choose to write in the message box.

Why we use it: to reply to you, check whether we're free on your date, work out an estimate or quotation, and follow up on that enquiry.

Lawful basis:

• If you are enquiring for yourself (for example, for your own wedding or party), we use your information to take steps you have asked for before a possible contract, under UK GDPR Article 6(1)(b).
• If you are enquiring on behalf of a business, venue or planning agency, the contract would be with your organisation. We use your work contact details under our legitimate interests (Article 6(1)(f)), which are responding to business enquiries and building working relationships with planners and venues.

Do you have to give it? Making an enquiry is optional. We need contact details and enough information about your event to reply and prepare a proposal. Fields marked with an asterisk are required for the form you choose.

How your enquiry reaches us: when you press Send, the form sends your details to our website system, which runs on Cloudflare. It keeps a copy of the enquiry and emails it to [email protected] in our Microsoft 365 inbox, and our team replies by email. To stop spam, the system briefly keeps a scrambled (hashed) form of your IP address to limit how many enquiries can be sent from one connection; it does not keep your actual IP address.

Please don't include sensitive details that we don't need, such as health information, in the message box. If you tell us about the ceremonies or traditions at your event, we use that only to plan the production. We do not use it to draw conclusions about you.

2.2 When you email, phone or message us

We keep the emails, messages and notes of calls you send us, for the same reasons and on the same lawful bases as in 2.1.

If you message our WhatsApp Business number, WhatsApp (Meta) also processes those messages under its own Privacy Policy. You can email us instead.

2.3 When you book with us

If you become a client, we also keep:

• billing and invoicing details (name, billing address, company details, purchase order numbers)
• payment records needed to administer the booking and our accounts
• event and production details: running orders, venue contacts, access times and technical requirements
• our correspondence with you about the booking.

A client, planner or venue may give us the contact details of people working on the event. We use those details to coordinate the production, under our legitimate interests in delivering the booking.

Lawful basis: to perform our contract with you (Article 6(1)(b)). We keep accounting records because the law requires it (Article 6(1)(c)). Where the contract is with your organisation, we use your contact details under our legitimate interests in running the booking (Article 6(1)(f)).

2.4 When you visit our website

What we get: like every website, our host, Cloudflare, receives technical information when your browser requests a page. This includes your IP address, browser type, the page you asked for and the page that linked to it. Cloudflare uses this to deliver the page and to protect the site from attacks and abuse.

Website statistics: website analytics are switched off. Our website does not use advertising pixels or build advertising profiles. The statistics preference control is explained on our Cookies page.

Your kit list: if you add kit to an estimate on our kit page, the list is saved in your own browser so it's still there when you come back. It stays on your device. We only receive it if you send it to us as part of an enquiry.

Lawful basis: legitimate interests (Article 6(1)(f)), which are delivering a working website and protecting it from attacks and abuse. The rules on storing or reading information on your device are on our Cookies page.

2.5 Photos and video of events

We photograph and film our lighting, staging and screens at events we produce, and we use some of this on our website and social media to show our work. Guests may be visible in the background.

Lawful basis: legitimate interests (Article 6(1)(f)), which are showing prospective clients real examples of our work. We choose images that focus on the production, not on individuals.

If you appear in any of our photos or videos and would like it removed, email [email protected] and we will take it down.

2.6 Marketing

We do not send marketing newsletters. We use your enquiry details to respond to and follow up on your enquiry or booking.

2.7 Automated decisions

Our brief form doesn't calculate prices or make any decision about you. A member of our team reads every brief. We don't make decisions about people using only automated means.

3. Who we share your information with

We never sell or rent your personal information. We use the following providers to host the website and handle enquiries, and share only the information needed for those services.

We may also share information with:

• freelance technicians and crew working on your event, who receive only the event details they need, such as the venue, timings and on-site contact
• our accountants and professional advisers, and banks or payment providers where needed for accounts, advice or payments
• our insurers, where needed to handle an incident or claim
• the police, courts, HMRC or other authorities, where the law requires it.

4. International transfers

Cloudflare and Microsoft operate internationally, so information may be processed outside the UK. Their data protection terms provide safeguards for these transfers, including UK-approved contractual safeguards where required.

• Cloudflare: its Data Processing Addendum includes provisions for UK transfers, including the UK Addendum to the EU Standard Contractual Clauses.
• Microsoft: its Products and Services Data Protection Addendum covers processing and safeguards for international transfers of Microsoft 365 data.

For details of the safeguards relevant to your information, or a copy, email [email protected] with Privacy in the subject line.

5. How long we keep it

We keep information for the following periods. If a legal obligation or an ongoing claim requires longer retention, we keep only the records needed for that purpose until it is resolved.

When the period ends, we delete the information securely or make it fully anonymous.

6. How we keep it safe

We limit access to the people who need your information to handle your enquiry, deliver your event or meet our legal obligations. The website uses encrypted HTTPS connections. Where a personal data breach requires notification under data protection law, we will notify the ICO and affected people as required.

7. Your rights

You have the right to:

• access: ask for a copy of the information we hold about you
• rectification: ask us to correct anything wrong or incomplete
• erasure: ask us to delete your information. We may have to keep some records, such as invoices, for legal reasons.
• restriction: ask us to pause using your information while a concern is looked into
• objection: object to us using your information on the basis of legitimate interests (including the photos described in 2.5) and to any direct marketing
• portability: ask for information you gave us, in a common electronic format, to move elsewhere
• withdraw consent: where we rely on your consent, withdraw it at any time.

These rights apply subject to the conditions and exceptions in data protection law. To use them, email [email protected] with Privacy in the subject line. Requests are normally free. We will respond within one month. If the law allows an extension for a complex request or multiple requests, we may take up to two more months and will explain this within the first month. We may ask for information needed to verify your identity.

8. Complaints

If you're unhappy with how we've handled your information, email [email protected] with Privacy in the subject line and explain your concern. We will acknowledge your complaint within 30 days, look into it without undue delay and tell you the outcome.

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

• Online: ico.org.uk/make-a-complaint
• Phone: 0303 123 1113
• Post: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF

9. Children

Our services are for adults and organisations. Our website is not aimed at children, and we don't knowingly collect personal information from anyone under 18. Enquiries should be made by an adult. If you're booking an event for children, such as a birthday party, please tell us only what we need to plan it. If you think a child has sent us their details, contact us and we'll delete them.

10. Links to other websites

Our website may link to other websites, such as our partners or social media. We are not responsible for their privacy practices, so please read their own policies.

11. Changes to this policy

We will update this policy when the way we use personal information changes. The date at the top shows when it was last updated. If we make a significant change that affects you, we will tell you directly where we can.

12. Contact

Opus AV Ltd · Unit 855 Plymouth Road, Slough, Berkshire SL1 4LP
[email protected] · Subject: Privacy · +44 (0)7932 997 474