Last updated: 15 April 2026

Whiteley Events Ltd (“we”, “us”, “our”) is the data controller for the personal information described in this policy. We are registered in England & Wales (Company No. 08229242), registered with the Information Commissioner's Office under reference ZA494266, and contactable at 01489 666383 or via the contact page. Our registered office is Decibel House, 32 Thyme Avenue,
Whiteley, Fareham PO15 7NA.

This policy explains what personal information we collect when you use our website or enquire about our sound reinforcement services, why we collect it, how we use it, and your rights under UK data protection law (UK GDPR and the Data Protection Act 2018).

1. Information we collect

We only collect information that we need to respond to enquiries, deliver events, and run our business. Specifically:

Enquiry details — your name, organisation, email, phone, event date, venue, event type, audience size, and any requirements you share with us via our contact form, email, or phone.
Event booking information — venue contacts, technical riders, timings, billing details, and anything else needed to deliver your event.
Website analytics — Google Analytics 4 (loaded via Google Site Kit) collects anonymised, aggregated data about how visitors use our site. This runs only if you accept analytics cookies — see our Cookie Policy for details.
Venue-sign scans — when you scan a QR code on one of our venue or vehicle signs, we record the time, IP address, operating system and broad device/hardware type. We use this limited information to measure sign usage, prevent abuse and understand whether the contact service is working. We do not use it to create advertising profiles.
Correspondence — copies of emails, messages and notes of phone calls relating to your enquiry or event.

2. How we use your information

Purpose	Legal basis
Responding to enquiries and providing quotes	Taking steps at your request before entering a contract
Planning and delivering your event	Performance of a contract
Invoicing and keeping accounting records	Legal obligation (HMRC / Companies Act)
Improving our service and website	Our legitimate interests
Measuring venue-sign scans and preventing abuse	Our legitimate interests in operating and evaluating the contact service
Marketing or newsletters (if you opt in)	Your consent

3. Who we share it with

We do not sell your personal data. We only share it where necessary to deliver your event or meet legal obligations. This may include:

Venues, promoters, artists, or other suppliers involved in your event — shared only to the extent needed for the event to run.
Our accountant and professional advisors.
Service providers we rely on to run our business (e.g. email, cloud storage, website hosting). These providers process data on our behalf and cannot use it for their own purposes.
Law enforcement, regulators or the courts, if required by law.

4. How long we keep it

Enquiry records that don't result in a booking: 24 months, after which they are automatically deleted.
Event and booking records: 7 years after the event (for tax and accounting purposes under HMRC rules).
Cookie consent choice: 180 days (stored in your browser), after which you'll be asked again.
Venue-sign scan records, including IP address and device information: 90 days.
Marketing preferences: until you unsubscribe or ask us to remove them.

5. Your rights

Under UK data protection law you have the right to:

Ask us for a copy of the personal information we hold about you.
Ask us to correct information that is inaccurate.
Ask us to delete your information (where we no longer need it).
Ask us to restrict or object to certain uses of your information.
Withdraw any consent you've given us at any time.
Lodge a complaint with the Information Commissioner's Office at ico.org.uk/make-a-complaint or on 0303 123 1113. We'd appreciate the chance to put things right first, but you don't have to contact us before the ICO.

To exercise any of these rights, get in touch via the contact page or call 01489 666383. For a formal Subject Access Request or erasure request, please email us and put “Data Request” in the subject line — we aim to respond within 30 days, as required by UK GDPR. We may ask you to confirm your identity before releasing information.

6. Security

We take reasonable technical and organisational measures to protect your information — including secure hosting, restricted access to our systems, and encrypted communication. No system can be guaranteed 100% secure, but we work hard to keep your data safe.

7. Desktop software (Stage Timer and WESC)

Our desktop applications — Whiteley Events Stage Timer and Whiteley Events Service Cue (WESC) — are separately licensed and supply their own privacy notices in-app (About → Privacy Notice). In summary, when you request and activate a licence we process:

your name and email (for licence delivery and support);
a machine identifier derived from hardware and OS attributes (to bind the licence to one computer);
licence metadata — key, product name, version, activation and last-seen timestamps;
periodic heartbeats sent to our licensing service, which may record the transient request IP for abuse prevention;
any crash logs or diagnostic data you choose to include in a support request.

Our lawful basis is performance of our contract with you (issuing and validating licences) and our legitimate interests in preventing licence sharing and keeping the software secure. The applications do not transmit the content of your shows, timers, cues, playlists or stage display text. The in-app notices set out full retention periods and your rights, and apply in addition to this website policy.

8. Changes to this policy

We may update this policy from time to time. The “last updated” date at the top will always reflect the most recent version. If we make significant changes we'll let enquiry and booking contacts know by email.

9. Contact

Questions about this policy, or how we handle your data? Contact us on 01489 666383 or via the contact page.