Privacy • Personal Data • Transparency
Privacy Policy
Rugby Inflatables respects your privacy and is committed to
handling personal information fairly, securely and transparently.
This Privacy Policy explains what personal information we collect,
why we use it, who it may be shared with, how long it is retained
and the rights available to you.
Policy reference: WEB-POL-PRIV
Originally effective: January 2024
Last reviewed: 03 October 2026
Review basis: On material change
Quick Summary
✓ We only collect information reasonably required to
operate our business and provide our services.
✓ Access to personal information is restricted to those
who need it for legitimate business purposes.
✓ We do not sell your personal information.
✓ We do not provide your personal information to another
organisation for its own unrelated marketing.
Who We Are
Rugby Inflatables is an independent inflatable and party-equipment
hire business serving Rugby and surrounding areas.
The Data Controller is responsible for deciding why and how
personal information is used by Rugby Inflatables.
Personal Information We May Collect
The information we collect depends on how you interact with us
and the services you request.
Contact details
Name, telephone number and email address.
Booking details
Event date, delivery address, venue, access information
and hire requirements.
Payment and financial records
Payment status, transaction references, invoices and
associated financial records.
Communications
Emails, messages, enquiries and live-chat conversations
between you and Rugby Inflatables.
Safety and incident information
Information reasonably required where an accident,
incident, complaint or insurance matter occurs.
Website and device information
Information such as IP address, browser type, device type,
page visits and website activity where collected.
Website interaction information
Where permitted, information about clicks, scrolling,
page journeys and interaction with our website.
Photography
Equipment or setup photographs and, where appropriate
consent has been obtained, photographs containing
identifiable individuals.
Marketing preferences
Records of marketing consent, preferences,
unsubscribes and withdrawals.
Live-chat information
Information you choose to provide when using our
JivoChat live-chat service.
Where We Obtain Your Information
Most personal information is provided directly by you when you
make an enquiry, request a quotation, place a booking, make a
payment, use live chat or otherwise communicate with us.
We may also receive relevant information from somebody arranging
a booking on your behalf, a venue or event organiser, our online
booking system, payment providers or services used to operate and
analyse our website.
Why We Use Personal Information
- Responding to enquiries and quotation requests.
- Processing and managing bookings.
- Providing hire services and arranging delivery, setup and collection.
- Providing customer support through email, telephone and live chat.
- Communicating important booking and safety information.
- Processing payments and maintaining financial records.
- Managing complaints, incidents, insurance matters and legal claims.
- Meeting legal, accounting, safety and regulatory responsibilities.
- Protecting our equipment, systems, customers and business against misuse or fraud.
- Understanding website usage and improving our website and booking experience.
- Identifying website errors, usability problems and areas for improvement.
- Sending marketing communications where the appropriate permission has been obtained.
Our Lawful Bases for Processing
UK data-protection law requires us to have a lawful basis whenever
we use personal information. The basis used depends on the purpose
and circumstances.
| Purpose |
Typical lawful basis |
| Enquiries, quotations and steps requested before booking |
Contract / steps taken at your request before entering into a contract |
| Managing and providing a confirmed hire |
Contract |
| Financial, accounting and statutory records |
Legal obligation |
| Safety, incident, insurance and legal-claim records |
Legal obligation and/or legitimate interests,
depending on the circumstances
|
| Business security, fraud prevention, complaints and service improvement |
Legitimate interests |
| Optional website analytics and behavioural monitoring |
Consent where required for the relevant cookies
or similar technologies
|
| Optional marketing communications |
Consent where required |
| Marketing use of photographs containing identifiable individuals |
Consent |
Our Legitimate Interests
Where we rely on legitimate interests, our interests may include
operating and protecting Rugby Inflatables, preventing misuse or
fraud, managing complaints or legal claims, maintaining service
quality and protecting our equipment and digital systems.
Before relying on legitimate interests, we consider whether the
processing is necessary and whether your rights, interests and
reasonable expectations outweigh our interests.
Information Needed to Provide a Booking
Certain information such as your name, contact details, delivery
or venue details and relevant booking information is needed for us
to provide a quotation or fulfil a hire agreement.
If necessary information is not provided, we may be unable to
accept, arrange or safely complete the booking.
Third-Party Service Providers
Rugby Inflatables uses selected third-party services to operate
our website, manage bookings, communicate with customers and
understand how our website performs.
Booking Online Ltd / Bouncy Castle Network
Website hosting, online booking and related website services.
Fastmail
Business email and communication services.
Google Analytics
Website analytics, visitor trends and website-performance information.
Microsoft Clarity
Behavioural website analytics including heatmaps,
clicks, scrolling and session recordings.
JivoChat
Website live chat, customer messaging and related
service functionality.
Payment providers
Processing electronic payments and providing transaction records.
Social-media platforms
Where you choose to contact or interact with us through
those platforms.
Insurers and professional advisers
Where reasonably necessary for insurance, legal or
professional purposes.
Website Analytics & Monitoring
Rugby Inflatables uses Google Analytics and Microsoft Clarity
to help us understand how our website is used and where the
website or booking experience could be improved.
Google Analytics
Google Analytics may provide information such as pages visited,
sessions, referral sources, device information and general
visitor journeys.
Microsoft Clarity
Microsoft Clarity helps us understand how visitors interact with
pages on our website. Depending on your cookie choices, this can
include behavioural information such as:
- Clicks and taps.
- Scrolling behaviour.
- Heatmaps.
- Page navigation and journeys.
- Session recordings.
- Device and browser information.
This information is used to identify usability issues, technical
problems and opportunities to improve our website.
Optional analytics:
Rugby Inflatables treats Google Analytics and Microsoft Clarity
as optional analytics services. Their use is subject to the
applicable cookie choices and controls described in our Cookie
Policy.
View Cookie Policy
JivoChat Live Chat
Rugby Inflatables uses JivoChat to provide live chat and website
messaging.
If you choose to use live chat, we may process information that
you provide during the conversation. This may include your name,
contact information, booking details, enquiry information and
the content of your messages.
JivoChat may also process technical information needed to operate
the service, such as browser, device, session or network-related
information.
Please avoid providing sensitive personal information through
live chat unless it is genuinely necessary for us to deal with
your enquiry.
Purpose: Customer service and live website communication
Provider: JivoChat
Cookie category: Functional / live chat, with
related statistical technologies
When We May Share Personal Information
We do not sell personal information. We only share information
where there is a legitimate reason to do so.
Depending on the circumstances, information may be shared with:
- Service providers acting on our behalf.
- Payment providers where an electronic payment is made.
- Venues or event organisers where necessary to coordinate a booking.
- Insurers and professional advisers where reasonably necessary.
- Public authorities, regulators or law-enforcement bodies where required or permitted by law.
- Other organisations where necessary to establish, exercise or defend legal claims.
We aim to limit disclosures to information reasonably required
for the relevant purpose.
Payments
Where an electronic payment is made, payment-card information is
processed by the relevant payment provider.
Rugby Inflatables does not need to retain your full payment-card
details in order to manage your booking. We may retain transaction
references, payment status and accounting records where required.
International Processing & Transfers
Some technology and service providers used by Rugby Inflatables
operate internationally and may process or store information
outside the United Kingdom.
This may apply to services such as website analytics, live chat,
email, booking technology or other cloud-based systems.
Where UK personal information is transferred internationally,
the transfer must be carried out using an applicable lawful
transfer mechanism or safeguard under UK data-protection law.
You can contact us if you would like further information about
international processing associated with a particular service.
How Long We Keep Your Information
We do not keep personal information indefinitely. Retention
depends on why the information was collected and any legal,
insurance, accounting, safety or operational requirements that
apply.
| Record type |
Typical retention period |
| Booking, hire and related financial records |
Usually 6 years |
| Accident and incident records |
At least 3 years, or longer where legal,
insurance or safeguarding circumstances
require it, including where a child is involved
|
| Marketing and photographic consent records |
Until consent is withdrawn or after 3 years,
subject to review and continuing purpose
|
| General enquiries that do not become bookings |
Deleted when resolved and no longer reasonably required
|
| Live-chat conversations |
Retained only for as long as reasonably required
for customer service, booking administration,
complaint handling or another legitimate purpose
|
| Analytics information |
Subject to the settings and retention arrangements
of the relevant analytics service
|
Once information is no longer required, it will be securely
deleted, destroyed or anonymised where appropriate.
Photography & Marketing
We may take photographs of equipment or completed setups for
operational, safety, insurance or marketing purposes.
-
Photographs showing equipment only, with no identifiable
person, are not treated in the same way as photographs
containing personal information.
-
We obtain appropriate permission before using identifiable
photographs of individuals for marketing.
-
We take particular care where children may be identifiable.
-
Where marketing use is based on consent, consent may be
withdrawn at any time.
Children's Information
Our bookings are made by adults and we do not intentionally ask
children to provide personal information directly through our
booking process.
Where information relating to a child is provided as part of an
enquiry, booking, safety matter or incident, we only use
information reasonably necessary for the relevant purpose and
take additional care with that information.
Cookies & Website Technologies
Our website uses cookies and similar technologies for essential
website and booking functions and, where permitted, optional
services such as analytics and live chat.
Our current website services include:
- Booking Online Ltd / Bouncy Castle Network.
- Google Analytics.
- Microsoft Clarity.
- JivoChat.
Our Cookie Policy explains the categories used, their purposes
and the choices available to website visitors.
View Cookie Policy
Keeping Your Information Secure
We use proportionate measures designed to protect personal
information against unauthorised access, accidental loss,
misuse, alteration or disclosure.
- Access restricted to people who require the information.
- Password-protected business systems and devices.
- Appropriate access controls for online services.
- Secure deletion or disposal when information is no longer required.
- Internal arrangements for responding to suspected data-security incidents.
Personal Data Breaches
If a personal data breach occurs, we assess what has happened,
take appropriate steps to contain it and record the incident.
Where the legal reporting threshold is met, we will notify the
Information Commissioner's Office without undue delay and, where
feasible, within the applicable 72-hour period.
Where a breach is likely to result in a high risk to affected
individuals, those individuals will also be informed where
required.
Automated Decision-Making
Rugby Inflatables does not currently make decisions about
customers based solely on automated processing where the
decision produces legal or similarly significant effects.
Website, analytics and booking systems may automatically perform
routine technical functions, but these are not used by Rugby
Inflatables to make significant automated decisions about
individuals.
Your Data Protection Rights
Depending on the circumstances and the lawful basis being used,
you may have rights including:
Access
Request a copy of personal information we hold about you.
Rectification
Ask us to correct inaccurate or incomplete information.
Erasure
Ask us to delete information where the relevant legal
conditions apply.
Restriction
Ask us to restrict certain processing in appropriate
circumstances.
Data portability
Request certain information in a portable format where
this right applies.
Withdraw consent
Withdraw consent at any time where consent is the basis
for processing.
Your Right to Object
You may have the right to object where we process personal
information on the basis of legitimate interests.
You can object to the use of your personal information for
direct marketing at any time. If you object to direct marketing,
we will stop using your information for that purpose.
Making a Data Protection Request
To exercise a data-protection right, contact us using the
details at the bottom of this page.
We may need to confirm your identity before releasing
information.
Data-protection requests are normally answered within one month,
although the law allows additional time in certain circumstances.
Questions or Complaints
If you have a concern about how Rugby Inflatables has used your
personal information, please contact us so we have an opportunity
to investigate and respond.
You also have the right to make a complaint to the
Information Commissioner's Office (ICO),
the UK's data-protection regulator.
Third-Party Websites
Our website may contain links to external websites or services.
Rugby Inflatables is not responsible for the privacy practices
of independent third-party websites.
You should review the privacy information provided by the
relevant organisation before providing personal information
directly to it.
Changes to This Privacy Policy
We may update this Privacy Policy where our business, systems,
suppliers, analytics tools, live-chat service, data-handling
practices or applicable requirements materially change.
The current version will be published on this page and the
review date above will be updated where appropriate.