Xtreme Vortex respects your privacy and data. On 25th May 2018 the Data protection Act 1998 was replaced by the General Data Protection Regulation (GDPR) and the Data Protection Act 2018. In line with this change we have updated our privacy policy. We aim to explain the following:
- When we collect your data
- Why we collect our data
- What we do with your data and if it is disclosed to others.
- How we keep your data secure
We don’t want to baffle you with legal jargon so we have tried to keep our policy straight forward but we hope reading it will help you understand how we manage your data. Any questions regarding this policy should be directed to Donna Green at Xtreme Vortex.
Who we are
Hi! It’s nice to meet you! We are Xtreme Vortex Limited. We are an activity supplier providing exciting interactive games, inflatables and even a Climbing Wall for Corporate Events, Exhibitions, Experiential Events, Family Fun Day’s and many more. We are based in London and cover the South East (London, Kent, Surrey, Sussex, Essex) and further afield to Manchester, Birmingham, Liverpool and more. If you are looking for entertainment for your event you are in the right place!
We are a Limited company, our company number is 10843745. Our registered business address is 26 Littleheath Road, Bexleyheath, Kent, DA7 5HF.
We work with event partners
We do occasionally work with other companies similar to ourselves and agencies to provide you with products and services we don’t have in our range. This is to ensure we provide you with the best possible service.
Dater controller
The data controller is Xtreme Vortex Limited. Any questions regarding your data should be directed to Donna Green at Xtreme Vortex. Donna can be contacted on 0203 589 6303 with any questions. Alternatively you can write to Donna at Xtreme Vortex, Little Heath Road, Bexleyheath, Kent. DA7 5HF.
Right to complain
You have a right to complain to the Information Commissioners Office (ICO) ico.org.uk. The ICO are an independent authority for data protection issues in the UK. If you do have a complaint we would appreciate the opportunity to discuss this with you first.
How do we collect information from you?
We collect information from you in the following ways:
- By you visiting and browsing our website
- By you filling in a form on our website to make an enquiry with us
- By email, when you email us with an enquiry
- By telephone when you contact us to make an enquiry
- When you fill in a booking form/contract for us for your event
- By you signing up to our email database to receive marketing information such as emails and promotional offers.
- From event partners when we work from them.
- From some of our Photo Booth Hire. We have Digital Photo Booths, Selfie Mirror, Selfie Pod, Green Screen Photo Booth, Classic Photo Booth and Video Booth.
- Photos taken at events
- From cookies on our website
What type of information do we collect and how do we use it?
The information we collect from you will depend on how you contact/interact with us. Please see our explanations below.
Visiting and browsing our website
When you visit and browse our website we may collect some information about your visit. We may collect your IP address and information about the pages you have visited. This is common practice for analytical tools like Google Analytics. Please refer to Google Analytics privacy policy for further information.
By you filling in an enquiry form on our website to make an enquiry with us
When you fill in our online enquiry form we collect the information you put into the form. We collect this information so we can help you with your enquiry. This may be your name, location of your event, phone number, email and any other information you give us in the form.
By email, when you email us
When you email us we collect your email address and any information you put into your email that will help us to answer your email/enquiry. We collect this information so we can help you with your enquiry.
By telephone when you contact us to make an enquiry
When you contact us with an enquiry via the phone we will need to collect some information from you to be able to process your enquiry. We will collect your name, event location, phone number and email address. The data is used to process your enquiry.
When you fill in a booking form/contract for us for your event
When you fill in a booking form/contract for your event we need to collect information relevant to your booking. We will collect your name, address, phone number, email address. We will also collect the venue address and any contact numbers we may need. We may contact you after the event to obtain feedback. We may also keep in contact to keep you informed about our products and services relevant to you as a customer.
By you signing up to our email database to receive marketing information
If you sign up to our marketing email list we will collect your name and email address. We will add this to our database for email marketing. We use MailChimp to send marketing emails, for further information regarding the MailChimp privacy policy click here.
From event partners when we work with them
We sometimes work with event partners who may help us supply services and products we don’t. If we work with other suppliers we may pass them the following information so they can carry out their duties. We do not give permission for them to use your data in any other way other than for your event. We will provide them with your name, phone number and event address. When we work with event partners or agencies they may pass your details to us so we can complete your booking. We do not use this data for any other purpose other than for the event we attend and health and safety.
From some of our products (Photo Booth Hire) (Digital Booth, Selfie Mirror, Selfie Pod, Green Screen Photo Booth, Classic Photo Booth, Video Booth)
When you use one of our photo booths the pictures taken may be used by our company, the client and promotor. We pass your photos to the booking agent/client so please keep this in mind when using the booth. When social media sharing is used on any of our Photo Booths we do not collect or pass on any personal data. Any data including iMessaging numbers or email addresses will not be used for further marketing. We do not store or collect data when images are shared via your social media.
Photos at events
We do sometimes take photos at events. These photos are usually of our products but may be of the event in general. We may use these photos for marketing purposes.
Cookies on our website
Our website uses cookies. We use a Lang cookie on our website, this is to display out Twitter feed. For further information about this cookie please visit Cookiepedia. We also use cookies for Goole Analytics. We use _ga, _gid and _gat. For further information about these cookies please visit Google.
You can disable cookies, disabling them is different for each web browser but they can be disabled please refer to your browser support for more information on how to do this. Please note that by disabling cookies this may effect some features on websites.
Accountancy Software
We use accountancy software to process your invoices. We input your company name, address, phone number and email address. For further information regarding our accountancy software privacy policy please visit the Sage privacy policy. We store all invoices and financial data in line with the time frame required by HMRC.
Dropbox
We occasionally store data and file share using Dropbox. Please refer to the Dropbox privacy policy.
Who has access to your information?
- Some Staff members. They will use the information you provide to process your enquiry requests.
- Staff members and point of contact for your event. They will have access to the data required for the event: venue address and contact telephone number(s) for the day.
- Third party suppliers who we will be working with to provide products/services for your event. They need this information to carry out your booking and for their insurance and health and safety. We will pass them your name, venue address, contact number for site. If there is an incident we may need to pass them personal details (name, address, phone number, details of incident) for their health and safety and insurance. We do not give them permission to contact you for marketing purposes.
- We use MailChimp to send marketing emails. Please see the MailChimp privacy policy for further details.
- Health and safety executives – if there is an incident we may need to pass your data onto health and safety executives.
- Our Insurance – if there is an incident we may need to pass your details to our insurance providers.
- Sage – we use Sage to send invoice. We input your address, phone number and email address into the system so we can create the invoice. More information regarding the Sage privacy policy can be found on their website.
- We do not sell your data to third parties. We will only ever pass on data required to complete your booking or if we are required to for legal purposes.
How long is your data held?
We retain data for a number of reasons and the length of time we hold data for will vary depending on the nature of the requirement.
- Our marketing list – If you are on our marketing list we will retain your data until you opt out. You are free to opt out from marketing materials at any time.
- Heath and Safety and insurance – We keep a record of any incidents and these will be held in guidance with our legal requirements.
- When you make an enquiry from our website – your data is held for a reasonable time so we have the opportunity to process your enquiry and follow this up with you.
- Finance and invoice details – We hold data in line with the requirements of HMRC.
How do we Protect your data?
Your data is important and when you give us personal information we take care to ensure it is treated securely.
Enquiry forms and Email
When you email us you are sending information via the internet. Any data you send to us is at your own risk. Once data is received by us we aim to keep it secure on our systems.
Our Website
Our website is protected with a SSL certificate. A SSL certificate is a digital certificate that authenticates the identity of the website and encrypts information set to the server using SSL technology. If a website has a SSL certificate it can be seen by looking in the address bar, if you see a padlock at the beginning of the web address the site has a SSL certificate. You will see from looking in your address bar our website has the SSL certificate.
MailChimp
Our MailChimp account is password protected. Please refer to MailChimps privacy policy.
Invoicing – Sage
Sage is password protected. Please refer to Sage privacy policy.
File Sharing
Dropbox is password protected. Please refer to the Dropbox privacy policy.
Links to other websites
Our website may have links to other websites. We do not have control over these websites and are not responsible for their content. Please read their privacy policies as we cannot be held responsible for them even if their website is accessed via the link on our website.
Accessing the data we hold about you
You have the right to ask for a copy of the data we hold about you. We will aim to process this request in a reasonable time. You also have the right to request that the information we hold about you is deleted. We aim to process this request in a reasonable time. Please be aware there are some instances where we cannot delete certain data due to legal and health and safety requirements. If you wish to contact us regarding your data please write to us, give us a call or get in touch via email.
Policy Review
We review our privacy on a regular basis. The privacy policy was last updated in June 2018.
A note from Xtreme Vortex
Thank you for taking the time to read our privacy policy. We hope it answers any questions you may have but please do get in contact with us if you need further clarification about anything.