0330 3010251

Privacy

Privacy notice

How event-communications.co.uk uses the personal details you give us. Last updated 2 November 2026.

Who we are

event-communications.co.uk is the trading name of Thomas (Tom) Lander, a sole trader based in North Shropshire, UK. Tom is responsible for your personal data (the "controller"). For anything about your data, email info@event-communications.co.uk or call 0330 3010251.

What we collect, and why

When you send an enquiry

Your name, email address, and anything else you choose to give: organisation or event, phone number, event date, numbers, location and your message. We use it to reply to you and to quote. The enquiry is sent to us by email; the website does not store it.

When we quote

The client's name, a contact name, contact number and email address, and the details of the event or installation. We need these to prepare the quote, email it to you and, if it goes ahead, to deliver the work.

When you accept a quote online

Your name, purchase order number (if you give one), an on-site contact phone number and the email address for payment details. When we confirm the booking we email that address our written confirmation, the payment terms and our bank details, and keep a record of what we sent. We also record the date and time, the version of our terms you agreed to, and your IP address and browser details, as a record of who accepted the quote and when.

Using the website

The site does not use analytics or advertising cookies. It remembers whether you chose the light or dark theme in your own browser; that never reaches us. The enquiry form uses Cloudflare Turnstile to check you are not a robot. Our map pages (the Starlink map and the link planner) load map tiles from OpenStreetMap and height data from Amazon Web Services, so those services see your IP address when you use them.

Our lawful bases

  • Contract: to answer an enquiry, quote, and deliver work you ask for.
  • Legal obligation: to keep business and tax records as HMRC requires.
  • Legitimate interests: to keep a record of quote acceptances, and to protect the website and its forms from abuse.

Who we share it with

We do not sell your data or use it for marketing lists. We use these services to run the business:

  • Cloudflare hosts the website, stores quotes and runs the staff login and spam checks.
  • Resend delivers the emails sent from the website's forms and the quotes and booking confirmations we email you.
  • IONOS provides our email accounts.
  • The payment provider we use, when we send you a payment link.
  • The calendar app on our phone (such as Apple, Google or Microsoft), which shows our bookings: the client's name, the job, its dates and payments due.
  • HMRC, and an accountant if we use one, where tax records require it.

Cloudflare and Resend are based in the United States, so your data may be processed there. Where that happens it is protected by the safeguards UK data protection law requires, such as the UK Extension to the EU-US Data Privacy Framework or the UK's standard contract terms.

How long we keep it

  • Quotes that go ahead, and their acceptance records: at least five years after the 31 January filing deadline for the tax year of the work, as HMRC requires, then deleted.
  • Quotes that do not go ahead: up to two years, then deleted.
  • Enquiry emails that do not lead to work: up to two years.

Your rights

You can ask for a copy of the personal data we hold about you, ask us to correct it or delete it, ask us to stop or limit using it, or object to how we use it. Some of these depend on why we hold the data: for example, we cannot delete records we must keep for tax. Contact us using the details above and we will reply within one month.

If you are unhappy with how we have used your data, please tell us first. You can also complain to the Information Commissioner's Office: ico.org.uk/make-a-complaint, or 0303 123 1113.