Privacy Policy
Privacy Policy
Effective date: 8 October 2026
Who we are
equip event services ltd (“we”, “us”) operates this website equip.london (the “Site”) and provides event production and related services. We are the data controller of personal data processed via the Site and in the course of our business.
Legal name: equip event services ltd
Company number: 07188302
Registered office: 1 Somers Place, Brixton, London, SW2 2AL
ICO registration number: ZA859579
Contact for privacy queries: privacy@equip.london or write to us at the address above.
The data we collect
We collect and process the following categories of personal data, depending on how you interact with us:
Website visitors: Our Site has no contact forms, file uploads or other visitor-submitted information. Our website infrastructure may process technical information necessary to deliver and secure the Site. We use Tinylytics for cookie-free, privacy-focused website statistics, recording pages viewed and referring websites without identifying individual visitors. Embedded Vimeo videos may transmit technical information, including IP addresses, to Vimeo.
Clients and prospective clients: names, job titles, business contact details, communications with us, project notes, billing details and contract information.
Suppliers and partners: contact details, payment details for accounts payable, and correspondence.
Event imagery and content: where we display or store images and video from events, these may incidentally include individuals. We use such media only as permitted by our clients or by law. See “Images owned by clients and event imagery” below.
How we collect your data
Directly from you, for example when you email us, telephone us or enter into a contract with us.
Automatically: Our website and security providers process technical information needed for delivery and security. Tinylytics records page views and referring websites without cookies or identifying individual visitors. Vimeo may receive IP addresses and other technical information when its embedded player loads.
From third parties, such as social platforms if you choose to interact with us there, and public sources such as Companies House.
Why we use your data and our lawful bases
We use personal data for the purposes below. For each purpose we state our lawful basis under the UK GDPR.
To provide our services and respond to enquiries, for example to scope projects and send proposals. Basis: contract or steps prior to a contract; legitimate interests to run our business.
To operate and protect the Site and understand aggregate usage, including troubleshooting and security. Basis: legitimate interests in maintaining and improving our website. We use Tinylytics, which describes its analytics as cookie-free and without fingerprinting or cross-site tracking.
Marketing and relationship management, such as sending updates about our services. Basis: consent where required by law, otherwise legitimate interests to promote our services. You can opt out at any time.
Business administration, including invoicing, supplier management and record keeping. Basis: contract and legal obligation.
Legal and compliance, including to establish, exercise or defend legal claims, and to comply with laws. Basis: legal obligation and legitimate interests.
Cookies and similar technologies
We use essential website session and security cookies, including cookies associated with the embedded Vimeo player. We do not use cookies for advertising or website analytics. Tinylytics provides cookie-free website statistics. Vimeo embeds use the Do Not Track parameter (dnt=1). We do not operate a cookie consent banner because, according to our current technical assessment, the cookies used are strictly necessary for website or embedded-player security and operation. See the Cookie Notice for details.
Embedded videos (Vimeo)
We embed examples of our work using Vimeo, with its Do Not Track parameter (dnt=1). Vimeo receives technical information, including your IP address, when its player loads. According to Vimeo, this setting disables its viewing-session tracking cookies, although security cookies may still be set by Cloudflare on Vimeo’s behalf. See Vimeo’s privacy and cookie information at vimeo.com/legal/privacy/policy and vimeo.com/legal/privacy/cookies.
Sharing your data
We share personal data where necessary with:
Service providers acting as processors, where applicable, such as website hosting, IT support, Tinylytics (website usage statistics), customer relationship management and email services.
Professional advisers, such as lawyers and accountants.
Authorities where required by law.
Event partners only where necessary to deliver a project you have requested or approved.
We require processors to safeguard personal data and to act only on our instructions.
International transfers
Some providers are based outside the UK. Where that is the case we use appropriate safeguards, such as the UK International Data Transfer Agreement or the UK Addendum to the EU Standard Contractual Clauses, or we rely on an adequacy decision.
How long we keep your data
We keep personal data only for as long as needed for the purposes set out in this policy, including to meet legal, accounting or reporting requirements. Typical periods are:
Client and project files: 7 years after the end of the project.
Supplier records: 7 years.
Enquiries: retained for as long as reasonably needed to respond and manage any resulting business relationship, subject to legal requirements. Marketing contacts: until you unsubscribe or we remove inactive contacts under our retention procedures.
Website statistics: Tinylytics provides cookie-free aggregate website statistics, including page views and referring websites. Security and session cookies are described in our Cookie Notice.
Your rights
You have rights under data protection law, including access, rectification, erasure, restriction, objection and, where applicable, data portability. Where we rely on consent, you can withdraw it. To raise a concern or complaint about our handling of personal data, email privacy@equip.london. We will acknowledge a data protection complaint within 30 days, investigate it appropriately and communicate the outcome without undue delay. You may also complain to the Information Commissioner’s Office (ICO) at www.ico.org.uk or 0303 123 1113.
Children
Our Site and services are not directed at children under 16. We do not intentionally solicit their personal data through the Site. If you believe a child has provided personal data, please contact us so we can review and address it.
Images owned by clients and event imagery
Some of the imagery on our Site is owned by our clients. We display these images and videos with permission, or as otherwise permitted by law. All such content remains the property of the relevant rights holder and must not be copied, downloaded or reused without that owner’s prior consent.
If you are a rights holder and believe content on our Site infringes your rights, or would like us to add or amend credit lines, please contact privacy@equip.london with details and we will review the request promptly.
Where event imagery includes identifiable people, we use it only where we are permitted to do so, for example under our contract with the client, on the basis of legitimate interests, or with consent where required. We will honour reasonable requests to remove imagery that features you.
Security
We use technical and organisational measures to protect personal data, including access controls, encryption at rest where appropriate, and staff training.
Changes to this policy
We may update this policy from time to time. Changes will be posted on this page with a new effective date.
How to contact us
Questions about this policy or your data rights can be sent to privacy@equip.london or by post to our registered office above.
Cookie Notice
This Cookie Notice explains how we use cookies and similar technologies on the Site.
What are cookies? Cookies are small files placed on your device that let the Site recognise your device and store some information.
Types of cookies we use
Essential website cookies: laravel-session (equip.london; website session and security; 30 days) and XSRF-TOKEN (equip.london; protection against forged requests; 30 days).
Embedded video security cookies: __cf_bm, cf_clearance and __cf_ob (Vimeo via Cloudflare; bot protection, security and network checks; approximately 30 minutes each). These may be set when the Vimeo player loads.
Website analytics: Tinylytics records pages viewed and referring websites without setting cookies or identifying individual visitors. Vimeo videos are embedded with Do Not Track (dnt=1).
We do not use advertising cookies, Google Analytics, Google Tag Manager or Meta Pixel. Images are served from DigitalOcean storage, which does not set cookies, and social media links are ordinary links rather than embedded feeds.
Managing cookies: We do not have a cookie consent banner because the cookies currently identified are used for essential website or embedded-player security and operation. You can block or delete cookies in your browser settings, but doing so may affect site or video-player functionality.
Cookie retention: laravel-session and XSRF-TOKEN expire after 30 days; __cf_bm, cf_clearance and __cf_ob expire after approximately 30 minutes, according to our website developer. Actual lifetimes may vary if providers change their configurations.
Contact: For questions about cookies on our Site, email privacy@equip.london.