Privacy Policy

Who We Are

AO Events Limited is the controller of the personal data collected through this website, enquiry forms, event booking communications and related customer service activity.

What Information We Collect

When you submit an enquiry, contact us, request a quote, make a booking or communicate with us about an event, we may collect personal information such as:

• your first name and last name;
• your email address and telephone number;
• your event date, event type, venue name, venue address or postcode;
• details about the services you are interested in;
• messages, notes, preferences or requirements you choose to send us;
• booking, invoice, payment and administration details where relevant;
• planning information for your event, such as timelines, music preferences, key contacts and supplier details where provided;
• website usage information collected through cookies, analytics, tags or similar technologies where applicable.

Special Category or Sensitive Information

We do not usually ask for special category information through our website. If you choose to provide sensitive information that is relevant to your event, such as accessibility needs, dietary details, health-related access requirements or similar information, we will only use it where necessary to help provide the requested service or where you have clearly provided it for that purpose.

How We Use Your Information

We may use your information to:

• respond to your enquiry;
• contact you about your event or booking request;
• check availability and provide quotes;
• create, manage and deliver bookings;
• provide access to online planning tools where relevant;
• communicate with venues, suppliers or event contacts where needed for the event;
• process invoices, payments and administration;
• maintain customer service and business records;
• improve our website, services and customer experience;
• measure website performance and advertising effectiveness where permitted;
• comply with legal, accounting, insurance and safety obligations.

Why We Process Your Data

We only use personal data where we have a lawful reason to do so.

• Contract or steps before a contract: to respond to enquiries, provide quotes, manage bookings and deliver services you have requested.
• Legitimate interests: to run our business, manage customer service, keep enquiry records, improve our website, follow up relevant enquiries and protect our business.
• Legal obligation: to meet accounting, tax, insurance, health and safety, or other legal requirements.
• Consent: where we rely on your consent for certain marketing, analytics, cookies or optional communications.

Online Planning Tools and Client Portals

Where you make a booking, we may use online planning tools or client portal systems to help collect and manage event information. This may include event timelines, music requests, guest request links, invoice information, booking details and communication relating to your event.

Information entered into these systems is used to plan, administer and deliver your event.

Analytics, Cookies and Website Tracking

Our website may use cookies, Google Analytics, Google Tag, GA4, advertising conversion tracking or similar technologies to help us understand website traffic, visitor behaviour, enquiry journeys and website performance.

Where required, non-essential analytics and marketing tools will only be used based on the choices you make through our website cookie banner or consent tool. More details are available in our Cookie Policy.

Marketing and Follow-Up Communication

We may contact you about your enquiry, quote or booking using the contact details you provide.

We may also send relevant follow-up information about services you asked about or closely related AO Events services. Where marketing consent is required, we will ask for it. You can ask us to stop marketing or follow-up communications at any time by contacting us.

Who We Share Information With

We do not sell your personal data.

Where needed, we may share limited information with trusted service providers or event contacts, such as:

• website, hosting and email providers;
• booking, CRM, planning portal and administration systems;
• payment, accounting and invoice providers;
• analytics, advertising and tag management providers where permitted;
• venues, event planners, suppliers or contractors involved in delivering your event;
• professional advisers, insurers or legal/regulatory bodies where required.

Where Your Information Is Stored

Website enquiry information may be stored securely within our website systems, email systems, booking systems, client planning tools, analytics tools and internal business records where relevant to your enquiry or booking.

Some trusted service providers may process information outside the UK. Where this happens, we expect appropriate safeguards to be used where required by data protection law.

How We Protect Your Information

We use appropriate technical and organisational measures to help protect personal data from unauthorised access, loss, misuse or disclosure. This includes limiting access to business systems, using trusted providers and keeping records only for as long as needed.

How Long We Keep Your Data

We normally keep website enquiry and related booking records for 5 years after the event date, unless a longer retention period is required for legal, accounting, insurance, tax, safety or dispute resolution purposes.

Where an enquiry does not become a booking, we may keep enquiry records for a shorter period unless there is a legitimate business reason to retain them.

Your Rights

Depending on the circumstances, you may have the right to:

• request access to the personal data we hold about you;
• ask us to correct inaccurate or incomplete information;
• request deletion of your personal data where applicable;
• request restriction of processing;
• object to certain processing, including some processing based on legitimate interests;
• request transfer of your data where applicable;
• withdraw consent where we rely on consent.

The rights available to you may depend on the lawful basis and reason for processing. If you wish to exercise any of your rights or make a data-related enquiry, please contact AO Events Limited using the details below.