Privacy Policy

Last Updated: January 15, 2025

Poeteterro ("we," "us," or "our") operates the website https://poeteterro.com and provides professional audio and video equipment rental and sales services throughout the United Kingdom. We are committed to protecting your privacy and ensuring the security of your personal information.

This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website or use our services. Please read this policy carefully to understand our practices regarding your personal data.

1. Information We Collect

1.1 Information You Provide Directly

We collect information that you voluntarily provide to us when you:

• Complete contact forms or enquiry submissions
• Request equipment rental quotes or information
• Create an account on our website
• Place orders for equipment rental or purchase
• Subscribe to our newsletter or marketing communications
• Communicate with us via telephone, email, or other channels

This information may include:

• Full name
• Email address
• Telephone number
• Postal address
• Company name and business details
• Payment information (processed securely through third-party payment processors)
• Project details and equipment requirements

1.2 Automatically Collected Information

When you visit our website, we automatically collect certain information about your device and browsing activity, including:

• IP address and approximate geographic location
• Browser type and version
• Operating system
• Device identifiers
• Pages visited and time spent on pages
• Referring website addresses
• Date and time of visits

1.3 Cookies and Tracking Technologies

We use cookies, web beacons, and similar tracking technologies to enhance your experience on our website. Cookies are small text files stored on your device that help us recognize you and remember your preferences. We use:

• Essential Cookies: Required for website functionality and cannot be disabled
• Analytics Cookies: Help us understand how visitors use our website (Google Analytics)
• Marketing Cookies: Used to deliver relevant advertisements (Facebook Pixel)

You can control cookie preferences through our cookie consent banner or your browser settings. Note that disabling certain cookies may affect website functionality.

2. How We Use Your Information

We use the information we collect for the following legitimate business purposes:

• Service Delivery: To process equipment rental requests, manage bookings, arrange deliveries, and provide customer support
• Communication: To respond to enquiries, send booking confirmations, provide technical support, and send important service updates
• Payment Processing: To process transactions securely through our payment partners
• Marketing: To send newsletters, promotional offers, and relevant equipment information (with your consent)
• Website Improvement: To analyze website usage, improve our services, and enhance user experience
• Legal Compliance: To comply with legal obligations, resolve disputes, and enforce our agreements
• Security: To detect, prevent, and address technical issues, fraud, and security threats

3. Legal Basis for Processing (UK GDPR)

Under UK data protection law, we process your personal data based on the following legal grounds:

• Contractual Necessity: Processing is necessary to fulfill our rental agreements and provide requested services
• Legitimate Interests: We have legitimate business interests in operating our website, improving services, and preventing fraud
• Consent: For marketing communications and non-essential cookies, we obtain your explicit consent
• Legal Obligations: To comply with UK tax, accounting, and business regulations

4. How We Share Your Information

We do not sell your personal information to third parties. We may share your information with:

4.1 Service Providers

We engage trusted third-party companies to perform services on our behalf, including:

• Payment processors (handling transactions securely)
• Delivery and logistics partners (for equipment transportation)
• Web hosting and IT infrastructure providers
• Email marketing platforms
• Analytics services (Google Analytics, Facebook)

These service providers have access to personal information only as necessary to perform their functions and are contractually obligated to protect your data.

4.2 Legal Requirements

We may disclose your information when required by law or to:

• Comply with legal processes, court orders, or government requests
• Enforce our terms and conditions
• Protect our rights, property, or safety, or that of our users
• Investigate potential fraud or security issues

4.3 Business Transfers

In the event of a merger, acquisition, or sale of assets, your personal information may be transferred to the acquiring entity.

5. Data Retention

We retain your personal information only for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required by law. Specifically:

• Customer Account Data: Retained while your account is active and for 7 years after closure for tax and legal purposes
• Transaction Records: Retained for 7 years in accordance with UK accounting requirements
• Marketing Preferences: Retained until you withdraw consent or request deletion
• Website Analytics Data: Retained for 26 months (Google Analytics default)

After the retention period expires, we securely delete or anonymize your personal information.

6. Your Data Protection Rights

Under UK GDPR, you have the following rights regarding your personal data:

• Right to Access: Request copies of your personal information
• Right to Rectification: Request correction of inaccurate or incomplete data
• Right to Erasure: Request deletion of your personal information in certain circumstances
• Right to Restrict Processing: Request limitation on how we use your data
• Right to Data Portability: Receive your data in a structured, machine-readable format
• Right to Object: Object to processing based on legitimate interests or for direct marketing
• Right to Withdraw Consent: Withdraw consent for marketing communications at any time

To exercise any of these rights, please contact us using the details provided below. We will respond to your request within one month.

7. International Data Transfers

Your information is primarily stored and processed within the United Kingdom. If we transfer data outside the UK/EEA, we ensure appropriate safeguards are in place, such as:

• Standard Contractual Clauses approved by the UK Information Commissioner's Office
• Adequacy decisions recognizing equivalent data protection standards
• Certification schemes demonstrating compliance with data protection principles

8. Data Security

We implement appropriate technical and organizational measures to protect your personal information from unauthorized access, alteration, disclosure, or destruction. These measures include:

• SSL/TLS encryption for data transmission
• Secure hosting infrastructure with regular security updates
• Access controls limiting employee access to personal data
• Regular security assessments and vulnerability testing
• Secure payment processing through PCI DSS compliant providers

While we strive to protect your personal information, no method of transmission over the internet or electronic storage is 100% secure. We cannot guarantee absolute security but are committed to maintaining industry-standard protections.

9. Children's Privacy

Our services are not intended for individuals under 18 years of age. We do not knowingly collect personal information from children. If you believe we have inadvertently collected information from a minor, please contact us immediately so we can delete such information.

10. Third-Party Links

Our website may contain links to third-party websites, including equipment manufacturer sites, social media platforms, and partner services. We are not responsible for the privacy practices of these external sites. We encourage you to review their privacy policies before providing personal information.

11. Marketing Communications

With your consent, we may send you marketing emails about new equipment, special offers, and industry insights. You can opt out of marketing communications at any time by:

• Clicking the "unsubscribe" link in any marketing email
• Contacting us directly to update your preferences
• Adjusting preferences in your account settings (if applicable)

Please note that even if you opt out of marketing communications, we will still send essential service-related messages regarding your bookings and account.

12. Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect changes in our practices, technology, legal requirements, or other factors. We will notify you of significant changes by:

• Posting the updated policy on our website with a new "Last Updated" date
• Sending email notifications for material changes (where required)
• Displaying prominent notices on our website

We encourage you to review this Privacy Policy regularly to stay informed about how we protect your information.

13. Contact Us

14. Supervisory Authority

If you believe we have not addressed your concerns adequately, you have the right to lodge a complaint with the UK Information Commissioner's Office (ICO):

Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire SK9 5AF
United Kingdom

Helpline: 0303 123 1113
Website: https://ico.org.uk