Privacy Policy

PRIVACY NOTICE

Last updated: 13 June 2026

Falcon Events respects your privacy and is committed to protecting your personal information.

This notice explains what information we collect, how and why we use it, who we may share it with, how long we retain it and the rights available to you under UK data-protection law.

1. Who we are

Falcon Events is the trading name of:

Falcon Draping Ltd

London Road Storage

London Road

Henfield

West Sussex

BN5 9AA

United Kingdom

Email: info@falconevents.co.uk

Telephone: 01444 70213

For the purposes of UK data-protection law, Falcon Draping Ltd is the controller of the personal information described in this notice.

2. The information we collect

Depending on how you contact or engage with us, we may collect:

  • your name;
  • business or organisation name;
  • postal address;
  • email address;
  • telephone number;
  • event date and venue;
  • details of the services, equipment or products required;
  • correspondence, quotations, booking information and contractual records;
  • invoice, payment and transaction information;
  • information supplied by a venue, organiser, planner or other person acting on your behalf;
  • photographs or video taken at an event;
  • technical information about visits to our website, such as IP address, browser type, device type and pages visited;
  • marketing preferences; and
  • any other information you choose to provide to us.

We do not normally require special-category information, such as information about health, religion or ethnicity. Where you voluntarily provide such information because it is relevant to an event or service, we will use it only where necessary and where permitted by law.

Please avoid sending us personal information that is not relevant to your enquiry or booking.

3. How we collect information

We may collect information:

  • when you complete a contact or enquiry form;
  • when you contact us by telephone, email, social media or messaging service;
  • when you ask for a quotation;
  • when you make or amend a booking;
  • when you pay an invoice;
  • when you visit our website;
  • from venues, event planners, production companies or other people involved in your event;
  • from publicly available business sources, including company websites and professional directories; and
  • when photographs or videos are taken at an event.

4. How we use your information

We may use your information to:

  • respond to enquiries;
  • prepare quotations and proposals;
  • arrange, manage and perform bookings;
  • communicate with customers, venues, suppliers and contractors;
  • organise equipment, crew, transport, installation and de-rig;
  • issue invoices and process payments;
  • maintain accounting and tax records;
  • deal with changes, cancellations, complaints, damage or disputes;
  • meet legal, regulatory, insurance and health-and-safety obligations;
  • protect our equipment, staff and business;
  • improve our website and services;
  • maintain security and prevent fraud;
  • send relevant marketing communications where permitted; and
  • display photographs of our work where we have an appropriate lawful basis or permission.

5. Our lawful bases

UK data-protection law requires us to have a lawful basis for using personal information.

Depending on the circumstances, we rely on the following bases:

Contract

We use information where it is necessary to take steps at your request before entering into a contract or to perform a contract with you. This includes preparing quotations, administering bookings, supplying services and processing payments.

Legal obligation

We use and retain certain information where necessary to comply with legal duties, including accounting, tax, employment, health-and-safety and regulatory requirements.

Legitimate interests

We may use information where it is necessary for our legitimate business interests and those interests are not overridden by your rights.

Our legitimate interests may include:

  • responding to business enquiries;
  • managing and improving our services;
  • maintaining customer and supplier relationships;
  • keeping appropriate records;
  • recovering debts;
  • establishing or defending legal claims;
  • preventing fraud and misuse;
  • promoting our services to relevant business contacts;
  • protecting our staff, equipment and business; and
  • photographing completed work for our portfolio.

Where appropriate, we balance these interests against the impact on the individual.

Consent

We rely on consent where the law requires it, including for certain marketing activities, non-essential website cookies and some uses of photographs.

You may withdraw consent at any time, although this will not affect processing already carried out lawfully before withdrawal.

6. Marketing

We may contact existing customers or people who have asked about our services with information about similar services where permitted by law.

Every electronic marketing message will provide a straightforward way to opt out.

You may ask us to stop sending marketing communications at any time by:

  • using the unsubscribe option in the message; or
  • emailing info@falconevents.co.uk.

We may also contact relevant employees of companies, venues and other corporate organisations about Falcon Events’ services where permitted under business-to-business marketing rules.

We will not sell your personal information to third parties for their own marketing.

7. Who we share information with

Where necessary, we may share relevant information with:

  • venues and venue representatives;
  • event planners, production companies and organisers;
  • employees, freelance crew and subcontractors;
  • equipment, décor and material suppliers;
  • couriers, transport and logistics providers;
  • accommodation providers where overnight work is required;
  • website hosting, email, cloud-storage and IT providers;
  • customer-relationship, accounting and invoicing providers;
  • payment processors and banks;
  • photographers, videographers and marketing providers;
  • insurers, professional advisers and debt-recovery providers;
  • HM Revenue & Customs, regulators, courts or law-enforcement authorities; and
  • a purchaser or adviser in connection with the proposed sale or restructuring of the business.

We provide only the information reasonably required for the relevant purpose.

Suppliers processing information on our behalf are expected to handle it securely and in accordance with applicable data-protection requirements.

8. Payments

Payments may be processed by a bank, card provider or third-party payment service.

Falcon Events does not normally retain complete payment-card details. Payment providers process information under their own terms and privacy notices.

9. Photographs and video

We may take or receive photographs and video showing our completed installations and event work.

These may be used for:

  • our website;
  • social-media accounts;
  • portfolios;
  • proposals;
  • advertising; and
  • other promotional material.

We normally aim to photograph our work rather than individual guests.

Where an identifiable person is the principal subject of an image, we will seek permission where appropriate. You may contact us if you have concerns about an identifiable photograph featuring you.

Customers and venues should inform us before the event where photography is prohibited or subject to specific restrictions.

10. Website information and cookies

Our website may collect limited technical information, including IP address, browser type, device type, referring website and pages visited.

We may use cookies and similar technologies to:

  • operate and secure the website;
  • remember cookie choices;
  • understand how visitors use the website;
  • measure website performance; and
  • support marketing or embedded third-party content.

Strictly necessary cookies may operate without consent where legally permitted.

Non-essential cookies, including analytics or advertising cookies, should be activated only after the visitor has made an appropriate choice through our cookie-control system.

Further details should be provided through our cookie banner or separate Cookie Policy, including the names, providers, purposes and duration of the cookies in use.

11. International transfers

Some of our website, email, cloud, analytics or software providers may process information outside the United Kingdom.

Where personal information is transferred internationally, we will take reasonable steps to ensure that an appropriate legal safeguard is in place. This may include:

  • transferring information to a country recognised as providing adequate protection;
  • using approved contractual safeguards; or
  • relying on another transfer mechanism permitted by UK data-protection law.

Information about particular safeguards is available on request where applicable.

12. How long we retain information

We keep personal information only for as long as it is reasonably required for the relevant purpose.

Our usual retention periods are:

  • enquiries that do not become bookings: normally up to two years after the last meaningful contact;
  • customer, quotation, booking and contractual records: normally up to six years after the booking or conclusion of the relationship;
  • invoices and accounting records: normally six years after the end of the relevant accounting period;
  • insurance, accident, damage and legal-claim records: for the applicable limitation period and for as long as reasonably required to deal with the matter;
  • marketing information: until consent is withdrawn, an objection is made or the information is no longer reasonably required;
  • suppression records: limited information may be retained so that we can respect a request not to receive further marketing;
  • website analytics information: according to the retention settings of the relevant analytics service; and
  • photographs and portfolio material: for as long as they remain relevant to our business, unless there is a valid reason to remove them.

These periods are guidelines. Information may be retained for longer where required by law, insurance conditions, litigation or an unresolved dispute.

13. Security

We take reasonable organisational and technical measures to protect personal information against loss, misuse, unauthorised access, alteration and disclosure.

These measures may include access controls, password protection, secure service providers, backups and limiting access to those who reasonably require the information.

No internet transmission or electronic-storage system is completely secure, so we cannot guarantee absolute security.

14. Your rights

Subject to legal conditions and exemptions, you may have the right to:

  • be informed about how your information is used;
  • request access to your personal information;
  • ask us to correct inaccurate or incomplete information;
  • request deletion of your information;
  • ask us to restrict how information is used;
  • object to processing based on legitimate interests;
  • object at any time to direct marketing;
  • request transfer of certain information in a portable format;
  • withdraw consent where processing is based on consent; and
  • complain to the Information Commissioner’s Office.

These rights do not apply in every circumstance. For example, we may need to retain information to meet legal obligations, establish or defend a claim, or complete a contract.

We will not normally charge for exercising these rights. We may ask for information to confirm your identity before responding.

15. Making a request

To exercise a data-protection right or ask a question about this notice, contact:

Falcon Events

Email: info@falconevents.co.uk

Telephone: 01444 702131

Postal address:

London Road Storage

London Road

Henfield

West Sussex

BN5 9AA

United Kingdom

We normally aim to respond to a valid data-protection request within one month.

16. Complaints

Please contact us first if you have a concern about how we have handled your information so that we have an opportunity to investigate.

You also have the right to complain to the UK supervisory authority:

Information Commissioner’s Office

Further information is available at the ICO’s website.

17. Children

Our website and services are not directed at children, and we do not knowingly collect information directly from children through the website.

Information relating to children may occasionally appear in event photographs or booking information. Where this occurs, we will handle it carefully and in accordance with applicable law.

18. Third-party websites

Our website may contain links to websites operated by other organisations.

We are not responsible for their privacy practices. You should review the privacy notice of any third-party website before supplying personal information.

19. Changes to this notice

We may update this Privacy Notice to reflect changes in our services, suppliers or legal obligations.

The current version will be published on our website and identified by the date at the top of the notice.