This Privacy Policy explains how RED ADMIRAL RENTALS LIMITED collects, uses, stores and shares information when people visit this website, request a quote, place a hire booking or deal with our yard at Clint Mill, Cornmarket, Penrith - CA11 7HW, United Kingdom (GB). The site and its booking forms are operated under the trading name Red Admiral Rentals, and this introduction mentions that developer name briefly so that readers can connect the website they are using with the business behind it. The full legal entity is RED ADMIRAL RENTALS LIMITED, and the two names refer to the same hire operation.
We hire marquees, trestle sets, festival stage kits, heater and light packs, wedding package builds and delivery and strike runs. To do that work properly we need a limited amount of information about the people and venues involved. We aim to collect only what is needed, to keep it for no longer than necessary and to be clear about every purpose for which it is used.
This document is written in plain English. Where it refers to we or us, it means RED ADMIRAL RENTALS LIMITED. Where it refers to you, it means a website visitor, a person making an enquiry, a named contact for a booking or an attendee whose details are passed to us as part of an event plan.
We do not sell personal information. We do not use personal information for automated decisions that produce legal effects. We do not use the website to profile visitors for advertising.
RED ADMIRAL RENTALS LIMITED is the controller of the personal information described in this policy. The business trades as Red Admiral Rentals from a working mill yard in Penrith. Our postal address is Clint Mill, Cornmarket, Penrith - CA11 7HW, United Kingdom (GB). Our contact email is bookings@redadmiralrentals.hair and our telephone number is +13093326405.
Questions about this policy, requests about your information or reports of a suspected problem should be sent to the contact email above with Privacy in the subject line. Written post can be sent to the yard address. We ask that you include enough detail for us to identify the booking or enquiry concerned, so that we can respond accurately rather than guess.
We do not operate a data protection officer role at the scale required by law. The director of the company takes responsibility for privacy matters, reviews this policy at least once a year, and is the person who signs off any change in how information is handled.
This policy covers the website at this domain, the contact and enquiry forms connected to it, the booking records held at the yard, the delivery and collection paperwork used by our crews, and any correspondence that follows from those activities. It also covers the basic records we keep about suppliers, venues and contractors where those records include a named person.
It does not cover the practices of other organisations. If you follow a link from this site to another service, or if a venue shares your details with us for its own purposes, the other organisation is responsible for its own handling and you should read its privacy notice. We cannot control what another organisation does with information after it leaves our hands.
This policy does not create rights beyond those already provided by applicable data protection law. It is a description of our practices, not a contract, and it does not limit any legal right you already hold under the law of the United Kingdom.
The information we hold falls into a small number of practical categories. Most of it comes from you directly when you ask about a hire, and the remainder is created as a natural part of running the booking.
Your name, email address, telephone number and, where relevant, a postal address or venue address. We use these details to reply to enquiries, confirm dates, issue quotes and reach you on the day of an event if a crew needs to speak with someone on site.
The date of the event, the times agreed for delivery and collection, the items hired, quantities, the layout sketch, access notes, the venue name and any special instructions. This is the working record that allows a van to be loaded correctly and a crew to arrive prepared.
The name on an invoice, a billing address, the method of payment used and a record that payment was received. We do not store full card numbers on our own systems. Where card payment is taken through a provider, the provider handles the sensitive card data under its own security controls.
Emails, messages, notes taken during telephone calls and any documents you send us about your event. These help us answer questions accurately, resolve disagreements and remember what was agreed.
Standard server records such as the pages requested, the time of a request, the browser type reported by your device and a coarse location derived from your network address. These records are used for security and for keeping the site working and are not used to identify individual visitors for marketing.
Most information arrives through the contact form on this website or through a direct email or telephone call. When you submit the contact form, your email application opens with the details you typed and you choose whether to send the message. The form is a convenience that hands the message to your own email software rather than a separate storage system.
Some information is collected during a site visit. If we measure a field for a marquee or check a hall for stage access, we may record access notes, photographs of the ground and the name of the person who met us. Photographs are taken to plan the rig rather than to record people, and we ask that individuals stay out of the frame where the purpose allows.
Information can also reach us indirectly. A venue may send us the contact details of an organiser, a supplier may pass on the name of a delivery contact, or a colleague may forward a message chain about the same event. Where we receive information this way we treat it with the same care as information given directly to us.
We use personal information to answer enquiries and prepare quotes, to confirm and manage hire bookings, to plan delivery and collection runs, to prepare and check kit lists, to issue invoices and record payments, to handle returns, damage reports and deposits, and to keep the business records required by law.
We also use information to keep the website and the yard safe, to respond to complaints, to defend legal claims where they arise, and to improve how we describe and price our services. Where you have agreed, we may send an occasional message about a seasonal hire window or a change in availability, and every such message offers a simple way to stop receiving them.
We do not use your information to make decisions about you through automated processing, and we do not build advertising profiles from website visits. Our interest in measuring the site is limited to understanding which pages help people find the right service.
Under data protection law we must have a lawful basis for each use of personal information. When you ask us for a quote or make a booking, we rely on the need to take steps towards a contract and to perform that contract. When we keep accounting records or respond to a regulator, we rely on legal obligation. When we secure the site, prevent misuse, resolve a dispute or improve our service, we rely on our legitimate interests in running the business properly.
Where we send optional marketing messages, we rely on consent, which you can withdraw at any time. Withdrawing consent does not affect the lawfulness of anything done before the withdrawal, and it does not affect messages we must send to manage a live booking.
In the rare case where information about health or access needs is shared so that a crew can make reasonable adjustments, we rely on your explicit consent or, where the law allows, on the need to protect vital interests. We ask for only the detail needed to make the event work and we do not record medical information beyond that immediate purpose.
A hire record is created when a date is held and confirmed. It includes the counted kit list, the tag numbers used at the yard, the delivery and collection windows and the names of the people authorised to receive or release equipment. The record exists so that the kit that leaves can be matched to the kit that returns.
Booking records are kept for the period needed to support the hire itself and to deal with any later question about it. Where a damage or deposit matter arises, the relevant part of the record is kept until the matter is closed. Records are stored at the yard in locked cabinets and on protected office systems, and access is limited to the people who need them to do their work.
If you pass us the details of other people involved in your booking, such as a venue contact or a family member who will be on site, please make sure they are content for their details to be used in that way. We will use those details only to coordinate the event.
Payments for hires are recorded against the booking so that invoices, receipts and refunds can be reconciled. We keep the invoice number, the amount, the date, the payment method and the name on the account. We do not keep full payment card numbers, security codes or full bank details in our own systems.
Where payment is handled by a bank or a card provider, that organisation processes the sensitive data under its own security arrangements and privacy notice. We receive confirmation that a payment was made and the limited details needed to reconcile it with the booking. We share the minimum information necessary for that reconciliation.
Accounting records are kept for the period required by tax and company law. After that period the records are securely destroyed or anonymised, unless they are needed for a live dispute.
Delivery planning needs detail that is specific to the place. We may record a vehicle route, gate codes, access times, parking instructions, surface types and the position of overhead cables or low branches. These notes are shared with the crew assigned to the run so that the kit arrives safely and the site is left as it was found.
Where a site visit includes photographs, those images are kept with the booking file for the period needed to support the hire and any later question about the condition of the ground. We do not publish site photographs and we do not use them to identify members of the public.
Access notes can contain personal information where they name the person who will open a gate or meet the crew. That detail is used only for the run and is removed from the file once it is no longer needed.
If we measure how the site is used, we prefer aggregate information that does not identify a person. This might include the number of visits to the services page, the number of enquiries received in a month, or the devices most often used to read the site. Aggregate figures tell us whether a page is doing its job without telling us who read it.
We do not use heat maps, session recordings or cross-site advertising pixels on this website. If that changes, we will update this policy and ask for consent where consent is required before any such tool is enabled.
Enquiry counts and booking volumes are kept in our office records for business planning. They are figures about activity, not a list of individuals, and they are not shared with advertisers.
Our own records are kept in the United Kingdom. Some service providers used for email, hosting or payment may process information in other countries. Where that happens we rely on the safeguards required by data protection law, such as a recognised adequacy decision or standard contractual clauses in the provider terms.
We choose providers that describe their security and transfer arrangements clearly. If a provider cannot meet the standard we expect, we do not use it for information about customers.
If you would like to know more about the safeguards in place for a particular type of transfer, write to the contact email and we will explain what applies.
Enquiries that do not lead to a booking are kept for a short period so that we can answer a follow up question and so that we do not ask you for the same details twice. After that they are deleted or reduced to an anonymous record.
Booking records are kept for the hire and for a reasonable period afterwards in case of a question about damage, deposits or the condition of the kit. Accounting records are kept for the statutory period. Site access notes are pruned once the run is complete and the equipment has returned.
When a retention period ends, information is securely deleted, shredded or anonymised. Backups are rotated on a regular schedule, so a deleted record may persist briefly in a backup before it is overwritten in the ordinary course.
The yard is a working building, so our security is practical rather than theoretical. Paper booking files are kept in locked cabinets in the office. Office systems are password protected and access is limited to the small team. Devices are kept updated and are locked when left unattended.
The website is served over an encrypted connection. The contact form does not store messages on a server; it hands them to your email application. That design reduces the amount of information that sits on a web server, though it means the security of the sent message depends partly on your own email provider.
If a security incident affects personal information, we will assess the risk, take steps to contain it, and notify the regulator and the people affected where the law requires it. We keep a short record of incidents and the actions taken so that lessons are carried forward.
You have the right to be informed about how your information is used, to ask for a copy of the information we hold about you, and to have inaccurate information corrected. You can ask us to delete information that we no longer need, and you can ask us to restrict how it is used while a question is being resolved.
You can object to a use based on legitimate interests, and you can ask for information you gave us to be provided in a portable format. Where we rely on consent, you can withdraw it at any time. These rights are not absolute: for example, we may need to keep an invoice for tax purposes even if you ask for deletion, but we will explain why when that happens.
To exercise a right, email the contact address with the words Information Request in the subject line and describe what you would like us to do. We will confirm your identity before acting, so that information is not released to the wrong person, and we will respond within the period set by law.
This website is intended for adults arranging events. We do not knowingly collect information from children through the site, and we do not ask for ages or dates of birth on the contact form. Where an event includes children, the organiser is responsible for the details of the guests.
If a parent or guardian believes that a child has sent us information through the site, they should contact us so that we can remove it. We will act promptly and will explain what was found and what was done.
Photographs taken for site planning are of the ground and the buildings, not of guests, and any image that happens to include a child is not published or shared beyond the planning file. If a planning image is no longer needed, it is deleted with the rest of the file.
We do not send frequent marketing messages. Where you have agreed, we may send a short seasonal note about the summer hire window or a change in what is held on the racks. Every message includes a way to stop future messages, and saying no has no effect on the service you receive for a live booking.
We do not buy contact lists, and we do not pass customer details to advertising partners. If we ever work with a printer or mailing provider, that provider will receive only the details needed to deliver the message and will be bound to use them for that purpose alone.
You can ask us to stop sending optional messages at any time by replying to the message or by emailing the contact address. We will remove your details from the optional list promptly.
This site may link to venues, suppliers or public information useful to people planning an event. Those sites have their own privacy notices, and we are not responsible for their content or their handling of information. We encourage you to read the notice of any site before you send personal details to it.
A link does not mean that we endorse everything on the other site, and it does not mean that we share information with it. If you follow a link and are asked for details, the request comes from that organisation rather than from us.
If you believe a link on this site points to something unsuitable or unsafe, please tell us and we will review it.
We review this policy at least once a year and whenever the way we work changes. When we make a change we update the date at the top of the page. If the change is significant, we will also place a short note on the homepage so that regular visitors can see it without opening this page.
A change to this policy does not change what happened in the past, and it does not reduce any right you already hold. Where a new use of information needs consent, we will ask for it separately rather than assume it from an earlier visit.
The current version is always the one published on this page. Older versions are kept in the office records for reference if a question arises about a booking made under an earlier wording.
We would rather hear from you first if something has gone wrong. Send a message to the contact email describing the issue and what outcome you would like, and we will investigate and reply. A complaint about privacy is handled by the director of the company.
If you are not satisfied with the response, you can raise the matter with the Information Commissioner as the data protection regulator for the United Kingdom. The regulator also publishes guidance that explains the law in more detail than a short policy can.
You are free to contact the regulator at any time, and doing so will not affect how we treat your booking or your enquiry.
For any question about this policy or about the information we hold, write to RED ADMIRAL RENTALS LIMITED at Clint Mill, Cornmarket, Penrith - CA11 7HW, United Kingdom (GB). Email bookings@redadmiralrentals.hair or telephone +13093326405 during business hours.
When you contact us about a booking, please include the event date and the name the booking was made under, so that we can find the record quickly. When you contact us about a website enquiry, include the email address you used so that we can match it to our records.
We aim to answer privacy questions within a few working days and to complete formal requests within the period set by law. If a request needs more time, we will explain why and tell you when to expect a full response.