Privacy policy

Last updated: 29 September 2026

This Privacy Policy explains how MAV Hire Ltd ("MAV Hire", "we", "us" or "our") collects, uses, stores and shares your personal information when you visit our website at mavhire.co.uk (the "Site"), enquire about our audio-visual equipment hire and event production services, or otherwise communicate with us.

We are committed to protecting your privacy and handling your personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Please read this policy carefully. If you have any questions, contact us using the details at the end.

Who we are

MAV Hire Ltd is the data controller responsible for your personal information.

Company name: MAV Hire Ltd
Company number: 16335096 (registered in England and Wales)
Registered office and operating address: Willow Farm, Darrow Lane, Roydon, Diss, Norfolk IP22 5XP
Data protection registration: registered with the Information Commissioner's Office (ICO), registration number ZB988850 (MAV HIRE LTD)
Email: info@mavhire.co.uk
Phone: 01379 450067

Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements or other reasons. Any updates will be posted on this page and the "Last updated" date will be amended. We recommend reviewing this policy periodically.

What information we collect

We collect personal information from you in the following ways.

Information you provide directly

When you contact us, request a quote, hire equipment, or otherwise interact with us, we may collect:

Your name
Email address
Phone number
Postal address (for delivery, collection, or invoicing)
Event details (venue, date, requirements)
Payment information (handled directly by our payment processor — see below)
Any other information you choose to share with us in correspondence

If you message us on WhatsApp, we receive your WhatsApp name and number and the messages you send. WhatsApp (part of Meta) handles those messages under its own privacy policy.

If you create an account on our Site, we additionally collect your login credentials. Account passwords are stored securely by Shopify in encrypted form; we do not see or store passwords ourselves.

Information collected automatically

When you visit our Site, we automatically collect certain technical information, including:

IP address
Browser type and version
Device type and operating system
Pages viewed and how you navigate the Site
Referring website
Date and time of access

This information is collected through cookies and similar technologies (see "Cookies" below).

Enquiry forms and page journey

When you send an enquiry through a form on the Site, Shopify emails the details to us. We also keep a copy in a Google Sheet that we use to track and follow up enquiries: a Google Apps Script copies the details you entered into that sheet. Google provides this service to us as our data processor.

With the enquiry we also record the pages you viewed on the Site during that visit and how long you spent on them, together with the campaign, advert or search that brought you to us where that is known (for example, a Google Ads click reference). This is attached to your enquiry so that we can understand what you were looking for and respond accurately. It is kept with the enquiry for the retention periods set out below and is not used for any other purpose.

While you fill in an enquiry form, what you have typed and how you arrived are held in your browser's session storage, so nothing is lost if you move to another page before sending. Session storage stays on your device and is cleared when you close the tab.

Repair requests

The form on our repairs page is sent through FormSubmit (formsubmit.co), a form-forwarding service, which emails your request to our repair workshop, PCN Electronics Ltd, and sends a copy to us. The form collects your name, company (if any), email address, phone number and postcode; details of the equipment (make, model, serial number, quantity and accessories); the fault; and your urgency, deadline, delivery or collection preference and any notes. PCN Electronics Ltd uses these details to assess and carry out the repair and to contact you about it. FormSubmit processes the form only to deliver it.

QR codes on printed material

Our leaflets and business cards carry a QR code. Scanning it opens a short redirect page on the Site, which then takes you to our homepage.

To work out roughly where the scan happened, that page asks a location lookup service, ipwho.is, for the town or city, region and country linked to your device's IP address, and the name of your internet or mobile provider. If ipwho.is does not answer, it asks ipapi.co instead. These services receive your IP address in order to answer and handle it under their own privacy policies. We do not receive or keep your IP address.

For each scan we record the date and time, which leaflet or card was scanned, a random reference number for the scan, the town or city, region and country, the name of the internet or mobile provider, and whether the scan came from a phone, tablet or computer (worked out from your browser). The record is sent to a Google Apps Script that adds it to a Google Sheet we use as a scan log and emails us a notification with the same details; Google acts as our processor. Scan records contain no name, contact details, IP address or precise location. Records of scans made before 28 September 2026 also hold the postcode area, an approximate map point, and the device's operating system, browser and language. We use scan records only to see which printed material is working, and keep them for up to 12 months.

Information from third parties

We may receive information about you from:

Our payment processor, when you make a payment
Google, when reviews are left on our Google Business Profile
Companies House or other public sources, where we need to verify business customer details

How we use your personal information and our lawful basis for doing so

Under UK GDPR, we must have a lawful basis for processing your personal information. We use your information for the following purposes:

To provide our services (lawful basis: contract, or steps to enter into a contract)

Responding to enquiries and quote requests
Preparing quotes and proposals
Managing hire bookings and event production work
Arranging delivery, setup, collection and de-rig
Passing repair requests to our repair workshop
Processing payments
Communicating with you about your booking

To meet legal and regulatory obligations (lawful basis: legal obligation)

Maintaining accounting and tax records (HMRC requires retention for at least 6 years)
Responding to lawful requests from authorities

To run and improve our business (lawful basis: legitimate interests)

Maintaining records of past clients, jobs and equipment usage
Keeping track of enquiries so that none are missed
Seeing which leaflets and business cards bring people to the Site (QR scan records)
Improving our Site and services based on how the Site is used
Protecting our Site against fraud and unauthorised access
Defending or pursuing legal claims

We do not currently send marketing emails or newsletters. If this changes in future, we will only send marketing communications where we have your consent or another lawful basis, and you will always be able to opt out.

We use cookies and similar technologies to make the Site work properly, remember your preferences, understand how the Site is used, and measure the effectiveness of our advertising.

Essential cookies are set by Shopify, which hosts the Site, for things such as the basket, checkout and security. The Site cannot work without them, so they are always on.
Analytics and advertising cookies are set by Google (Google Analytics and Google Ads) to show us how the Site is used and which adverts work. We only use these if you accept them.

When you first visit the Site, a cookie banner asks whether you accept analytics and advertising cookies. Until you accept, Google's tags run in a restricted mode that does not set analytics or advertising cookies. You can change your choice at any time using the "Cookie preferences" link at the bottom of every page.

For more detail on Shopify's cookie practices, see Shopify's Cookie Policy.

Who we share your information with

We do not sell your personal information.

We share your information only with parties who help us run our business or where we are legally required to do so. These include:

Shopify Inc. — provides our website, hosting, payment processing and order management infrastructure
Our payment processor (Shopify Payments / Stripe) — processes card payments securely
Google — for Site analytics, advertising and reviews, and, as our processor through Google Sheets and Apps Script, to hold copies of enquiries and our QR scan log
FormSubmit (formsubmit.co) — forwards repair requests from our repairs page to PCN Electronics Ltd and to us
PCN Electronics Ltd — our repair workshop, which receives the repair requests you send through our repairs page
ipwho.is and ipapi.co — location lookup services used by our QR redirect page, which see your IP address only to return an approximate location and the name of your internet provider
WhatsApp (Meta) — if you choose to message us on WhatsApp
Couriers and delivery partners — when arranging delivery or collection of equipment
Our accountant — for bookkeeping, tax and statutory filing purposes
Professional advisers (such as solicitors or insurers) where necessary
Law enforcement, regulators or courts where we are legally obliged to disclose information

We choose providers that commit to protecting personal data, and we share only what each one needs.

International transfers

Some of the third parties listed above (notably Shopify and Google, as well as FormSubmit and the location lookup services) are based outside the UK or operate globally. Where your personal data is transferred outside the UK, we rely on transfer mechanisms approved under UK GDPR — typically the UK International Data Transfer Agreement (IDTA), the UK Addendum to the EU Standard Contractual Clauses, or transfers to countries the UK government has deemed adequate.

How long we keep your information

We retain personal information only for as long as needed for the purposes set out in this policy. Specifically:

Quote requests that do not lead to a booking: typically retained for 12 months
Customer records (bookings, invoices, correspondence): retained for at least 6 years after the last interaction, to comply with HMRC and contractual requirements
Copies of enquiries in our enquiry sheet, and copies of repair requests sent to us: kept for the same periods as the enquiries and bookings they relate to
QR scan records: up to 12 months
Website analytics data: retained according to the settings of the analytics provider (typically up to 26 months)
Account information: retained for as long as your account is active, plus a reasonable period afterwards

When we no longer need your information, we will securely delete or anonymise it.

How we protect your information

We use appropriate technical and organisational measures to protect personal information against unauthorised access, accidental loss, alteration or disclosure. This includes encrypted connections (HTTPS) on our Site, restricted access to customer records, and reliance on reputable platforms (Shopify, Google) that maintain industry-standard security practices.

No system is completely secure. If you suspect any unauthorised access to your account or information, please contact us immediately.

Children's privacy

Our services are not directed at children. We do not knowingly collect personal information from anyone under the age of 16. If you believe a child has provided us with personal information, please contact us and we will delete it.

Your rights

Under UK GDPR, you have the following rights in relation to your personal information:

Right of access — to request a copy of the personal data we hold about you
Right to rectification — to ask us to correct inaccurate or incomplete information
Right to erasure — to ask us to delete your personal data, where we are no longer required to keep it
Right to restrict processing — to ask us to limit how we use your data in certain circumstances
Right to data portability — to receive your data in a structured, commonly used format, or have it transferred to another provider
Right to object — to object to processing based on our legitimate interests
Right to withdraw consent — where we rely on consent, you can withdraw it at any time

To exercise any of these rights, contact us using the details below. We will respond within one month.

You also have the right to lodge a complaint with the Information Commissioner's Office (ICO), the UK supervisory authority for data protection. Website: ico.org.uk. Helpline: 0303 123 1113.

We would prefer the chance to address your concerns first, so please get in touch with us before contacting the ICO.

If you have any questions about this Privacy Policy, or want to exercise any of your rights, please contact us:

MAV Hire Ltd
Willow Farm, Darrow Lane, Roydon, Diss, Norfolk IP22 5XP
Email: info@mavhire.co.uk
Phone: 01379 450067