Data Privacy Notice
Last updated: 14th November 2025
Wheeler AV Ltd customer privacy notice
This privacy notice tells you what to expect us to do with your personal information.
Contact details
Definitions
What information we collect, use, and why
Cookies and tracking
Lawful bases and data protection rights
Where we get personal information from
How long we keep information
Who we share information with
Sharing information outside the UK
How we protect your data
How to complain
Contact details
Telephone
(+44) 07356 266 442
Definitions
“Wheeler AV”, “we”, “us”, “our”: Wheeler AV Ltd, a UK-based limited company providing audio-visual services.
“You”, “your”: Any individual whose personal data we process — including clients, prospective clients, event attendees, and website visitors.
“Client”: An individual or organisation booking Wheeler AV’s services.
What information we collect, use, and why
We collect or use the following information to provide and improve services for clients:
Names and contact details
Addresses
Your organisation (if you are acting on behalf of an organisation)
Transaction data (including details about payments to and from you and details of products and services you have purchased)
Information relating to compliments, complaints, preferences, or possible future improvements to services
Video and/or audio recordings
We collect or use the following personal information for marketing purposes:
Video footage
Audio recordings
Photographs
If we capture photos, video, or audio during events, we will always inform you in advance via a contract or otherwise. Clients are responsible for ensuring attendees are aware of any recording. If a client is made aware of any attendee video/photo consent issues, these must be passed on to us so that we can act accordingly when providing our services, which may include adjusting or removing recording services to meet those requirements.
Cookies and tracking
We use cookies and similar technologies to make our website work properly, to understand site usage, and to support your preferences. Our site uses Squarespace’s built‑in cookie banner. You can accept or decline non‑essential cookies as described below.
Necessary cookies: Required for core site functions.
Analytics & performance cookies: Used for understanding site usage and improving performance.
Advertising cookies: Used to track visitor behaviour across websites to build profiles for targeted advertising.
You can also manage or delete cookies via your browser settings (see options for Chrome, Firefox, Safari, Edge).
For more details on cookies used please visit Squarespace’s cookie policy.
Lawful bases and data protection rights
Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.
Which lawful basis we rely on may affect your data protection rights which are set out in brief below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:
Your right of access - You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. Read more about the right of access.
Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. Read more about the right to rectification.
Your right to erasure - You have the right to ask us to delete your personal information. Read more about the right to erasure.
Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information. Read more about the right to restriction of processing.
Your right to object to processing - You have the right to object to the processing of your personal data. Read more about the right to object to processing.
Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. Read more about the right to data portability.
Your right to withdraw consent - When we use consent as our lawful basis you have the right to withdraw your consent at any time. Read more about the right to withdraw consent.
If you make a request, we must respond to you without undue delay and in any event within one month.
To make a data protection rights request, please contact us using the contact details at the top of this privacy notice or https://www.wheelerav.com/contact
Our lawful bases for the collection and use of your data
Our lawful basis for collecting or using personal information to provide and improve products and services for clients is:
Contract – we have to collect or use the information so we can enter into or carry out a contract with you. Your data protection rights may apply, however some rights may be limited e.g. right to object.
Our lawful basis for collecting or using personal information for marketing purposes is:
Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
Where we get personal information from
We obtain personal information directly from you during the process of organising your event. In some cases, we may supplement this information with publicly available sources.
How long we keep information
In order to maintain a comprehensive record for HMRC and Companies House, we typically retain your personal information for a period of 7 years.
Certain information, such as photographs or videos used for marketing purposes may be kept longer, but we review their use regularly and delete them when they are no longer needed.
For more information on how long we store your personal information or the criteria we use to determine this please contact us using the details provided above.
Who we share information with
Data processors
Notion Labs, Inc. / Customer Relationship Management System / USA
This data processor provides us with databases used for customer relationship management purposes.
Google LLC / Cloud Services Provider / USA
This data processor provides us with cloud services such as email and cloud storage of some customer data, including cloud backups of event video recordings.
Squarespace, Inc. / Website Provider / USA
This data processor provides us with analytics on our website visitors and contact forms which allow us to gather queries and requests for quotes.
Stripe, Inc. / Payment Provider / USA
This data processor provides us with payment services for customer invoices.
PayPal Holdings, Inc. / Payment Provider / USA
This data processor provides us with payment services for customer invoices.
Zoho Corporation / eSignature Provider / India (EU Servers)
This data processor provides us with eSignature tools for our contracts.
WhatsApp LLC / Communications Platform / USA
We use WhatsApp Business to communicate with some of our clients. This means that your phone number, name, and any other personal information shared via WhatsApp may be processed by this processor on our behalf.
FREEAGENT CENTRAL LTD / Accounting Software / UK
This data processor provides us with invoicing tools. Some of your personal data is provided to FreeAgent in order to generate quotes, invoices, and to maintain a financial record.
Others we share personal information with
Promotional photos or videos may be shared publicly on our website, social media or other forms of advertising.
Sharing information outside the UK
Where necessary, we may transfer personal information outside of the UK. When doing so, we comply with the UK GDPR, making sure appropriate safeguards are in place.
For further information or to obtain a copy of the appropriate safeguard for any of the transfers below, please contact us using the contact information provided above.
Organisation name: Notion Labs, Inc.
Category of recipient: customer relationship management system
Country the personal information is sent to: USA
How the transfer complies with UK data protection law: The country or sector has been assessed as providing adequate protection to data subjects (also known as Adequacy Regulations or UK data bridge)
Organisation name: Google LLC
Category of recipient: cloud services provider
Country the personal information is sent to: USA
How the transfer complies with UK data protection law: The country or sector has been assessed as providing adequate protection to data subjects (also known as Adequacy Regulations or UK data bridge)
Organisation name: Squarespace, Inc.
Category of recipient: website provider
Country the personal information is sent to: USA
How the transfer complies with UK data protection law: The country or sector has been assessed as providing adequate protection to data subjects (also known as Adequacy Regulations or UK data bridge)
Organisation name: Zoho Corporation
Category of recipient: eSignature provider
Country the personal information is sent to: EU/EEA
How the transfer complies with UK data protection law: Data transfers to the EEA are permitted by the UK Government without any additional arrangements.
Organisation name: WhatsApp LLC
Category of recipient: communication platform
Country the personal information is sent to: USA
How the transfer complies with UK data protection law: See WhatsApp Business UK Data Transfer Addendum - https://www.whatsapp.com/legal/business-data-transfer-addendum-uk
Organisation name: Stripe, Inc.
Category of recipient: payment provider
Country the personal information is sent to: USA
How the transfer complies with UK data protection law: The country or sector has been assessed as providing adequate protection to data subjects (also known as Adequacy Regulations or UK data bridge)
Organisation name: PayPal Holdings, Inc.
Category of recipient: payment provider
Country the personal information is sent to: USA
How the transfer complies with UK data protection law: See PayPal UK Ltd’s Privacy Statement - https://www.paypal.com/uk/legalhub/paypal/privacy-full
How we protect your data
We store your data securely using:
reputable cloud services that implement encryption and access controls,
password-protected devices,
physical safes.
Only authorised personnel have access to your information.
How to complain
If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.
If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.
The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113