Privacy Policy

Effective Date: [6th October 2025]
Company Name: Earhart Events (t/a Earhart Group Ltd)
Website: [www.earhartevents.com]
Email: [info@earhartevents.com]

  1. Introduction

Earhart Events, trading as Earhart Group Ltd (“we”, “us”, “our”), values your privacy and is committed to protecting your personal data.
This Privacy Policy explains how we collect, use, disclose, and protect your personal information when you use our website, make a booking, or hire our equipment and services.

By using our website or services, you agree to the practices described in this Privacy Policy.

  1. Data Controller

Earhart Group Ltd is the Data Controller responsible for your personal data.
If you have any questions about this policy or your data rights, please contact us at:
Email: [info@earhartevents.com]

  1. Data We Collect

We collect only the data necessary to provide our services effectively. This may include:

(a). Information You Provide to Us

  • Full name
  • Email address and phone number
  • Billing and delivery address
  • Event date and venue details
  • Payment information (processed securely via third-party payment gateways such as Stripe or PayPal — we do not store card details)
  • Correspondence via email, contact forms, or social media
  • Images or details provided for event styling or set-up (optional)

(b). Information Collected Automatically

When you visit our website, we may automatically collect:

  • IP address and browser type
  • Device type and operating system
  • Referring URLs and site navigation data
  • Cookies (see our Cookie Policy for more details)
  1. How We Use Your Data

We use your personal data to:

  • Process and manage bookings or purchases
  • Communicate with you regarding orders, collections, or event details
  • Respond to enquiries or complaints
  • Manage payments, deposits, and refunds
  • Improve our website, products, and customer service
  • Send occasional marketing communications (only if you have given consent)
  • Comply with legal or regulatory obligations
  1. Legal Basis for Processing

We process your data lawfully under the following legal bases:

  • Contractual necessity – to perform our obligations when you make a booking or purchase.
  • Legitimate interests – to improve our services, maintain records, and prevent fraud.
  • Consent – for marketing communications, newsletters, or promotional updates.
  • Legal obligation – to comply with applicable laws and tax requirements.
  1. Marketing and Communications
  • We may contact you with news, offers, or updates only if you have opted in to receive marketing.
  • You can opt out at any time by clicking “unsubscribe” in our emails or contacting us directly.
  • We will never sell or rent your information to third parties for marketing purposes.
  1. Sharing and Disclosure of Information

We respect your privacy and only share your data where necessary, including:

  • Payment processors (e.g., Stripe, PayPal)
  • Delivery partners or couriers (to arrange drop-off or collection of hire items)
  • Event venues or coordinators (when required to facilitate setup/delivery)
  • IT service providers (e.g., website hosting, email management)
  • Legal or regulatory authorities (if required by law)

All third-party partners are bound by contractual obligations to keep your data secure and use it only for agreed purposes.

  1. Data Retention

We retain your personal data only for as long as necessary to:

  • Fulfil the purposes for which it was collected, or
  • Comply with legal, accounting, or tax obligations.

Typically:

  • Booking and transaction data is retained for 6 years (for tax and record-keeping).
  • Marketing consent data is retained until you withdraw consent.
  1. Data Security

We use appropriate technical and organisational measures to protect your personal information, including:

  • SSL encryption on our website
  • Secure, password-protected systems
  • Access control restricted to authorised staff only
  • Regular system monitoring and data backups

However, please note that no method of transmission over the internet is 100% secure. We cannot guarantee absolute security, but we take all reasonable steps to safeguard your data.

  1. Your Data Rights

Under the UK GDPR, you have the following rights:

  • Right to access – request a copy of your data.
  • Right to rectification – request corrections to inaccurate data.
  • Right to erasure (“right to be forgotten”) – request deletion of your data.
  • Right to restriction – limit how your data is processed.
  • Right to data portability – request transfer of your data to another controller.
  • Right to object – object to processing or marketing communications.
  • Right to withdraw consent – at any time, if processing is based on consent.

To exercise these rights, please contact us at [info@earhartevents.com].
We will respond to all valid requests within 30 days.

 

 

  1. Cookies and Tracking Technologies

Our website uses cookies to enhance your browsing experience and analyse traffic.
You can control or disable cookies through your browser settings.
For full details, please refer to our separate Cookie Policy.

  1. Children’s Privacy and Child Protection
  • We do not knowingly collect personal information from children under 16 years of age.
  • If you believe a child has provided us with personal data without parental consent, please contact us immediately.
  • Our staff are instructed to adhere to strict professional conduct at all events and never engage in unsupervised contact with minors.
  • All items hired that may pose a risk (e.g., lighting, electrical, or heavy props) must be used under adult supervision only.
  1. External Links

Our website may contain links to third-party websites. We are not responsible for the privacy practices or content of such websites. We recommend reviewing their policies before submitting any personal information.

  1. Changes to This Policy

We may update this Privacy Policy periodically to reflect changes in our business or legal obligations.
All updates will be published on this page with the latest “Effective Date.”
Continued use of our website or services after such updates constitutes acceptance of the revised policy.

  1. Contact Us

If you have any questions, concerns, or complaints regarding this Privacy Policy or your personal data, please contact:

Earhart Events (t/a Earhart Group Ltd)
Email: [info@earhartevents.com]
Website: [www.earhartevents.com]