Privacy Notice
This notice explains how VW Photobus ("we", "us") collects and uses your personal information when you contact us, request a quote or book our services. We are the data controller for the information you provide.
1. What we collect
When you enquire or book, we collect information you give us directly, including your name, email address, phone number, event date, event location and any details you share about your event.
If you visit our website, our hosting provider may automatically log basic technical data (such as IP address and browser type) to keep the site secure and running.
At events, we take photographs of guests using the photobus and freestanding booth.
2. How we use it
We use your information to:
- Respond to enquiries and provide quotes
- Manage bookings, payments and travel arrangements
- Contact you about your event before, during and after the date
- Keep records required for tax, accounting and insurance
- Where permitted, showcase event photographs on our website and social media (see section 5)
3. Legal basis
We rely on the following lawful bases under UK GDPR:
- Contract — to answer enquiries and deliver your booking.
- Legal obligation — to keep financial records.
- Legitimate interests — to run and promote our small business, including limited use of event photographs where no objection has been raised.
4. Who we share it with
We do not sell your information. We share it only with service providers that help us run the business, including our website host, email provider and payment/accounting tools. Where legally required, we may share information with HMRC or law enforcement.
5. Event photographs
Unless you tell us otherwise in writing before the event, we may use event photographs for marketing (website, social media, printed materials). If you would like your event kept private, or an individual photograph removed, email us and we will action the request.
6. How long we keep it
Enquiry information is kept for up to 24 months. Booking, invoice and accounting records are kept for at least 6 years to meet HMRC requirements. Event photographs may be retained for portfolio and marketing purposes unless you request removal.
7. Your rights
Under UK GDPR you have the right to access, correct, delete or restrict the use of your personal information, to object to processing, and to data portability. To exercise any of these rights, contact us using the details below.
You also have the right to complain to the Information Commissioner's Office (ICO) at ico.org.uk.
8. Contact
Email: vwphotobushire@gmail.com
Phone: 07500 386 914