Last updated: 2 October 2026. This notice explains how we handle website enquiries, contact messages and booking administration. It does not replace any separate information supplied about photographs taken during a hired selfie-mirror session.
Who is responsible for your information
Alan Beavis, trading as Milky Way Events, is the data controller. We are a sole-trader business based in Rainworth, Nottinghamshire, NG21 0AQ. For a privacy question, a request about your information or a complaint, email [email protected] or call 07754 702595.
What we collect and where it comes from
We collect information you give us when you enquire, call, email, message us on WhatsApp or arrange a booking. The website form requires your name and email address. Phone number, event date, occasion, guest estimate, venue, postcode, preferred hire items and message are optional. Without a way to contact you, we may not be able to answer or arrange your hire.
An organiser may give us a venue contact’s or another customer’s details to help arrange an event. Only share someone else’s details when you are entitled to do so, and let them know about this notice. We do not ask for guest lists, children’s personal details, payment-card details or sensitive personal information in the website form.
Our hosting and security services also process technical information such as IP addresses, browser information, requested pages, request times and error or security events. A venue postcode entered through the delivery enquiry link can appear in the page address and server logs.
Why we use it and our lawful bases
Enquiries and hire arrangements: we use your details to answer questions, prepare a quote, confirm availability and manage the hire you request. Where you are the customer, this is necessary to take steps at your request before entering a contract or to carry out that contract.
Event coordination and security: we use relevant organiser or venue-contact details to arrange delivery and collection, and technical records to protect the website, prevent abuse and resolve problems. Our lawful basis is our legitimate interest in running a reliable hire business, coordinating events and keeping communications secure.
Records and disputes: we use the information needed to meet accounting and other legal duties on the basis of legal obligation. Keeping relevant evidence to handle a complaint or legal claim is based on our legitimate interest in resolving disputes.
The form’s privacy acknowledgement is not marketing consent. Enquiring does not subscribe you to marketing, and the site has no advertising profiles or automated booking decisions.
Who receives your information
Website enquiries are sent to our business mailbox, [email protected]. The form does not keep an enquiry-content archive in the WordPress database. Our hosting and email service at KitCloud and authorised website support can process information needed to operate, secure and maintain those services. Cloudflare processes website requests to deliver and protect the site.
Where necessary for your booking or a legal matter, relevant information may also be shared with your organiser or venue contact, professional advisers, insurers or public authorities. We limit this to what is needed for the purpose. We do not sell your personal information.
External services and international processing
WhatsApp is an optional external contact link, not an embedded chat feed. Choosing it opens WhatsApp, where its own privacy terms also apply. You can contact us by phone or email instead. Other external links similarly take you to services responsible for their own data handling.
Cloudflare operates a global network, so website connection and request data may be processed outside the UK, including in the United States. Its Data Processing Addendum describes the applicable transfer safeguards, including standard contractual clauses and the UK Addendum where required. Contact us for information about safeguards relevant to your data; we do not promise that all processing stays in the UK.
How long information is kept
Enquiry and booking correspondence is kept for as long as it is needed to answer the enquiry, administer the hire and deal with relevant follow-up. We decide when it is no longer needed by considering whether a booking or complaint is still open, applicable accounting or legal obligations, and any current or reasonably foreseeable claim. Unnecessary information should not be kept merely because it is available.
Technical logs and backups are retained according to their security, fault-investigation and recovery purpose and the service’s retention arrangements. Restricted backup copies may remain until they are replaced or expire; deleting a working record does not instantly remove every backup copy. Ask us if you need retention information about a particular record.
The form’s server-side security token expires after two hours. Its hashed, IP-based rate-limit record expires one hour after the most recent counted attempt. Submission acknowledgement and duplicate-prevention records expire after ten minutes. These records do not contain the enquiry message. Expired records are removed through WordPress expiry and scheduled housekeeping; they are not browser tracking cookies.
Your information rights
Depending on the circumstances and lawful basis, you can ask for access to your personal information, correction, deletion, restriction of use or a portable copy. These rights have legal conditions and exceptions, so we may need to keep information required for a legal obligation or claim. We may ask for proportionate information to check your identity.
Your right to object: you can object to processing based on our legitimate interests for reasons relating to your situation. Contact us using the details above and we will consider your request. If we separately ask for consent for a specific use, you can withdraw it at any time without affecting the lawfulness of earlier use.
Questions and complaints
Please contact Alan at the email address or telephone number above so we can investigate and respond. You also have the right to complain to the Information Commissioner’s Office (ICO). We will update this notice when the website or our handling of personal information changes.