Who we are
Hurricane Roadshow, operated by Pervez and based in Hereford, is the data controller for the personal information described in this notice. This means we decide why and how that information is used.
You can contact us about privacy or your personal information using:
- Email: info@hurricaneroadshow.co.uk
- Telephone: 07710 659444
- Post: contact us by email or telephone to request our current correspondence address.
Information we may collect
Depending on how you contact us and whether you make a booking, we may collect:
- your name, telephone number, email address and preferred contact method;
- your event date, event type, venue name, venue location, timings, music preferences and other information you provide about the event;
- enquiry, quote, booking, contract, payment and invoice information;
- messages and correspondence sent through the website, email, telephone or WhatsApp;
- records of consent where you separately agree to the use of a photograph, video, testimonial or marketing communication;
- technical and security information such as IP address, browser or device information, timestamps, error logs and anti-spam results; and
- cookie and website-usage information where the relevant technology is enabled and the law permits it.
Where the information comes from
We usually receive personal information directly from you. We may also receive relevant booking or event information from a partner, family member, organiser or other person making an enquiry or booking on your behalf; a venue, supplier or professional adviser involved in your event; or the website and its security, hosting and communications services when you use the site or submit a form.
If you give us another person’s details, please make sure you have their permission and direct them to this Privacy Notice.
How and why we use personal information
We use personal information only when we have a lawful reason to do so.
| Purpose | Information used | Lawful basis |
|---|---|---|
| Respond to an enquiry, check availability and prepare a quote | Contact and event details; correspondence | Steps requested by you before entering into a contract |
| Create, manage and perform a booking | Contact, event, contract, payment and communications records | Performance of a contract |
| Keep financial, tax and business records | Booking, invoice and payment records | Legal obligation |
| Protect the website, forms, customers and business | Technical, security, anti-spam and relevant communications data | Legitimate interests in security, fraud prevention and legal protection |
| Improve the website and understand its use | Cookie or usage data where enabled | Consent where required; a legal exception only where its exact conditions are met |
| Publish agreed photographs, videos or testimonials | Name, image, voice, event details and comments | Consent or another clearly agreed lawful basis explained at collection |
| Send optional direct marketing | Contact details and marketing preferences | Consent where required; you can withdraw it at any time |
Our legitimate interests include operating and protecting the business, preventing misuse, maintaining accurate records, responding to complaints and establishing, exercising or defending legal claims. We consider and balance these interests against your rights and freedoms.
We do not use enquiry information for unrelated marketing unless you have been given a clear choice and the required permission has been obtained.
Information needed to deal with your enquiry or booking
You do not have to provide personal information, but we may be unable to answer your enquiry, provide an accurate quote or manage a booking without the contact and event details requested.
Sensitive information
Please do not include sensitive personal information in the enquiry form unless it is genuinely necessary. If you choose to tell us about an accessibility or health-related requirement so that suitable event arrangements can be discussed, we will use it only for that purpose and will seek explicit consent where required by law.
Contact-form acknowledgement
The contact form asks you to confirm that you have read this Privacy Notice. That confirmation records that the notice was made available to you. It is not consent to marketing, and it is not the lawful basis used to answer your enquiry or manage a booking.
Who we may share information with
We may share relevant personal information, only where necessary, with:
- website hosting, email, form, anti-spam, security, backup and IT support providers acting for us;
- payment, accounting and professional-advice providers;
- venues and event suppliers where sharing is necessary to arrange or deliver your event;
- insurers, legal advisers, courts, regulators, law-enforcement bodies or public authorities where required or permitted by law; and
- a purchaser or successor if the business is sold or reorganised, subject to appropriate confidentiality and data-protection safeguards.
We do not sell your personal information. We require service providers acting for us to use personal information only for the agreed service and to protect it appropriately.
WhatsApp, embedded videos and external services
If you choose to contact us through WhatsApp, your use of that service is also governed by WhatsApp’s own privacy information. Where a testimonial video is embedded on this website, we use a privacy-conscious implementation and do not permit non-essential tracking to load before the required choice has been made. Playing an externally hosted video may allow the provider to receive information about your device and interaction.
International transfers
Some technology providers may process information outside the United Kingdom. Where this happens, we take reasonable steps to ensure an approved legal safeguard is used, such as UK adequacy regulations or an appropriate UK international data-transfer agreement or addendum, together with any further safeguards required by law.
How long we keep information
We keep personal information only for as long as it is reasonably needed for the purpose for which it was collected, including legal, accounting, security and dispute requirements. Our normal retention periods are:
| Record | Normal retention period |
|---|---|
| Enquiry that does not become a booking | Up to 12 months after the last meaningful contact |
| Booking, contract and event correspondence | Up to 6 years after the event or end of the contract |
| Invoices, payment and tax records | For the period required by tax and accounting law, normally up to 6 years |
| Website security and server logs | Normally up to 90 days, unless needed to investigate an incident or legal issue |
| Cookie or consent-choice records | For the life of the choice plus a reasonable audit period, normally no more than 2 years |
| Optional marketing record | Until consent is withdrawn or the record is no longer needed, with regular review |
| Photograph, video or testimonial permissions | For as long as the material is used, plus a reasonable record of the permission |
We may keep information for longer where a complaint, dispute, safeguarding concern, insurance matter, fraud investigation or legal requirement makes this necessary. When information is no longer needed, we delete it securely or anonymise it so it can no longer identify you.
Cookies and similar technologies
The website may use cookies or similar technologies for essential functions such as security, form operation, remembering privacy choices and maintaining the website. Technologies that are strictly necessary can operate without consent, but clear information about them must still be provided.
Non-essential technologies, including advertising or tracking tools and analytics where consent is legally required, must remain off unless you make an active choice to accept them. Rejecting non-essential technologies must be as easy as accepting them, and you must be able to change your choice later.
How we protect information
We use reasonable technical and organisational measures designed to protect personal information from accidental loss, misuse, unauthorised access, alteration or disclosure. These measures include access controls, secure connections, software maintenance, form protections, backups and limiting access to people who need the information.
No internet or email system can be guaranteed completely secure. If we become aware of a personal-data breach, we will assess it and make any notifications required by law.
Your data-protection rights
Depending on the circumstances, you may have the right to:
- ask for access to the personal information we hold about you;
- ask us to correct inaccurate or incomplete information;
- ask us to delete information in certain circumstances;
- ask us to restrict how information is used in certain circumstances;
- object to processing based on legitimate interests or to direct marketing;
- receive certain information in a portable format;
- withdraw consent at any time where processing relies on consent, without affecting earlier lawful use; and
- complain to the Information Commissioner’s Office.
To exercise a right, email info@hurricaneroadshow.co.uk or telephone 07710 659444. We may need to confirm your identity before acting on a request. There is normally no fee, although the law permits a reasonable fee or refusal in limited circumstances.
Automated decisions
We do not use your personal information to make decisions about you solely by automated means that produce legal or similarly significant effects.
Children’s information
The website and booking service are intended for adults arranging events. We do not knowingly ask children to submit enquiries. An adult organiser should provide only the minimum information needed about any child involved in an event.
Changes to this notice
We may update this Privacy Notice when our services, technology or legal obligations change. The current version and its last-updated date will always be published on this page.
How to complain
Please contact us first so we have an opportunity to resolve your concern. You also have the right to complain to the Information Commissioner’s Office, the UK regulator for data protection.
Make a data-protection complaint to the Information Commissioner’s Office