Privacy Notice - Grosvenor Rentals

Grosvenor Event Rentals Ltd has a legal responsibility to keep all of your personal information safe. We must also let you know what we will do with your information at the moment we collect it from you. That is so that you have the choice of whether to give it to us or not.

This notice explains how we handle your personal information so please make sure you read and understand it. If there is anything you don't understand, or you would like more information about, please contact Grosvenor Event Rentals Ltd's Data Protection Officer using the information below.

What is personal information?

Personal information is anything that can identify you specifically in some way. It can include lots of things, like your name, your gender, your address, your email and your date of birth. Some pieces of information about you will not be able to identify you specifically, unless it is linked to some other information. For example, if all the information we had was a date of birth, then neither we nor anyone else could link that to a specific person — millions of people share the same birth date; however, if we had a date of birth plus a home address, it is highly likely that we could identify a particular person.

What personal information do we collect?

Here at Grosvenor Event Rentals Ltd, we will only ask you to provide the minimum amount of information that will allow us to provide you with the service you have requested. For instance, Grosvenor Event Rentals Ltd may offer free digital resources or information which may be of interest to you so we would only ask for an email address to send it to.

In the course of providing a service to you, there might be information that you volunteer to us. When you hire equipment from us, for example, you might tell us your marital status, your employment status, or your beliefs.

Any information you give to Grosvenor Event Rentals Ltd will be confidential and, unless we are required to by law, will not be retained for longer than is necessary to provide the service to you. At the end of that period, the information will be digitally deleted and/or confidentially destroyed as appropriate.

Any personal information that Grosvenor Event Rentals Ltd retains longer than legally required will be a) completely anonymised, and b) for a specific purpose e.g., to give us statistical demographic data about our customers. This means that Grosvenor Event Rentals Ltd could tailor its services more effectively to meet the needs of a certain demographic or change its marketing to attract people that are under-represented in its customer base.

What personal information do we share with others?

The personal information you give to Grosvenor Event Rentals Ltd is confidential and will not normally be shared with anyone outside of Grosvenor Event Rentals Ltd. However, there may be times when that information is shared with others, and they are as follows:

you ask us to share it;
to prevent serious physical harm to a person;
to prevent loss of human life;
the protection of public health;
to safeguard vulnerable adults or children;
in response to an emergency, crime or accident; or
an immediate need to protect national security.

Grosvenor Event Rentals Ltd will never sell your personal data, nor exchange it for any benefit.

How we get the information and why we have it

Under data protection legislation, Grosvenor Event Rentals Ltd must have one or more legitimate reasons for collecting and processing your information. 'Processing' includes things like recording, storing or retrieving information.

In Grosvenor Event Rentals Ltd's case, these reasons will mostly come under four categories: consent, contract, legal obligation or legitimate interest:

Consent — This is where you volunteer information to us and give your permission to use it. For example, you might be interested in receiving a quote or other information from us, even if you're not an existing customer of Grosvenor Event Rentals Ltd's. By letting us know who and where to send it to, you are giving us your permission to process some of your personal details. Under this category, you have the right to withdraw your permission at any time.
Contract — This is where the information is required for us to meet our contractual obligations to you. For example, we will not be able to hire equipment to you if we don't know who you are.
Legal obligation — This is where we need to store the information for legal reasons. For instance, Grosvenor Event Rentals Ltd has an obligation to store and maintain information for taxation purposes; HMRC takes a very dim view of poor and incomplete record-keeping.
Legitimate interests — Grosvenor Event Rentals Ltd uses closed-circuit television (CCTV) in its warehouse premises to assist with the safety of staff, to ensure security, to prevent crime and to protect its property and assets. Visitors to the warehouse are made aware of the recording devices. CCTV data will only be provided to third parties to assist in investigations into accidents or crimes.

How we store your information

Grosvenor Event Rentals Ltd will do its utmost to always store your information safely and securely. Except for purposes already mentioned above, no-one outside of Grosvenor Event Rentals Ltd will have access to the information.

We store your information in this country, the UK. None of your information is stored in another country, but if we ever needed to store your information in another country, we would update this privacy policy to let you know and continue to look after your information carefully and make sure we store it legally.

Grosvenor Event Rentals Ltd will store the information digitally on its computers, in password-protected folders and files, and in cloud storage facilities operated and controlled by Venom IT. Paper records will be filed securely in locked cabinets in Grosvenor Event Rentals Ltd's operational offices.

Your data protection rights

Grosvenor Event Rentals Ltd is committed to the principles of Articles 12 to 22 of the UK GDPR, which deal with the rights of the person whose information is collected and stored. Your rights include, but are not limited to, the:

Right of access — this is the right to ask us for copies of the personal information we hold.
Right to be informed — all organisations must be completely transparent in how they are using personal data (this privacy notice addresses this particular right).
Right to rectification — this the right to ask us to rectify information that is inaccurate. It is also the right to ask us to complete information that is incomplete.
Right to erasure — this is the right to ask us to erase personal information in certain circumstances.
Right to restriction of processing — this is the right to ask us to restrict the processing of personal information in certain circumstances.
Right to object to processing — this is the right to object to the processing of personal information in certain circumstances.
Right to data portability — this is the right to ask that we transfer the information volunteered to us to another organisation, or to the person, in certain circumstances.
Rights of automated decision making and profiling — the GDPR has put in place safeguards to protect individuals against the risk that a potentially damaging decision is made without human intervention. For example, individuals can choose not to be the subject of a decision which is based on automated processing.

There is no requirement for you to pay any charge for exercising these rights. If Grosvenor Event Rentals Ltd receives a request, we have one month to respond. It is Grosvenor Event Rentals Ltd's policy to respond sooner than this, as long as it is practicably possible.

Please contact our Data Protection Officer (see 'How to contact us') if you wish to make a request.

How to contact us

If you would like further information, or wish to make a request or complaint regarding your personal information, Grosvenor Event Rentals Ltd's Data Protection Officer can be contacted as follows:

By post: Data Protection Officer, 16 Hillview Gardens, London, NW4 2JH

By email: hire@grosvenorrentals.co.uk

By phone: +44 (02) 08 202 6003

You can also complain to the Information Commissioner's Office (ICO) if you are unhappy with how we have used your data.

The ICO's address is: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF. Helpline number: 0303 123 1113.