Privacy policy

Privacy Policy

Last updated: 10 May 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: [your registered office address as filed at Companies House] Operating address: Willow Farm, Darrow Lane, Diss, IP22 5XP ICO registration: [your ICO registration number] 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 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).

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
  • 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
  • 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.

Cookies

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

Our Site is hosted on Shopify, which sets cookies for essential functions such as the shopping cart and checkout. We may also use third-party cookies from services such as Google Analytics or Google Ads.

You can control cookies through your browser settings. Note that disabling some cookies may affect how the Site works for you.

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
  • Couriers and delivery partners — when arranging delivery or collection of equipment
  • PCN Electronics Ltd — our repairs and maintenance partner, where you have requested repair services
  • 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

All third parties handling your data on our behalf are required to do so under written terms that comply with UK GDPR.

International transfers

Some of the third parties listed above (notably Shopify and Google) are based in the United States 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
  • 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:

Information Commissioner's Office Wycliffe House, Water Lane Wilmslow, Cheshire, SK9 5AF Phone: 0303 123 1113 Website: ico.org.uk

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

Contact us

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, Diss, IP22 5XP Email: info@mavhire.co.uk Phone: 01379 450067