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Privacy Policy

Privacy Policy and Data Deletion
Last updated: 2 September 2025
Who we are
RH Events Big Room Productions ("we", "us", "our") provides event planning and related services.

  • Legal/registered name: RH Events Big Room Productions

  • Company number: 15819299

  • Registered address: 128 City Road, London, United Kingdom, EC1V 2NX

  • Primary contact: Ryan Hanlon

  • Email: Admin@RH-Events.co.uk

We act as the data controller of personal data we collect and use. For UK/EU residents, we process personal data under the UK GDPR / EU GDPR and the Data Protection Act 2018.
What data we collect

  • Identifiers & contact details: name, email, phone, billing/event address.

  • Lead & enquiry data: website/Instagram/Facebook Lead Ads forms, WhatsApp messages, preferences.

  • Event details: dates, venues, budgets, guest numbers, suppliers.

  • Transaction data: quotes, invoices, payment status (we do not store full card numbers).

  • Technical data: IP address, device, browser, approximate location, cookies/analytics.

  • Marketing preferences & consent records.

How we collect data

  • Directly from you (forms, WhatsApp, email, phone, meetings).

  • From Meta platforms (Lead Ads/IG forms you submit).

  • From service providers (payment, CRM, analytics, communications).

Why we use your data (lawful bases)

  • Provide services & respond to enquiries — Contract.

  • Customer support & operations — Legitimate interests/Contract.

  • Business‑initiated WhatsApp messages (template) — Consent/Legitimate interests as applicable.

  • Marketing communications — Consent (and Legitimate interests for B2B where permitted). Opt‑out anytime.

  • Security, analytics, prevention of abuse — Legitimate interests.

  • Legal compliance (tax, accounting) — Legal obligation.

Sharing your data
We share data with trusted processors solely to operate our services: CRM/communications (incl. Meta WhatsApp Cloud API), payment and accounting, hosting/analytics, and vetted event suppliers where needed. We require processors to protect your data and act only on our instructions.
International transfers
Where data is transferred outside the UK/EU (e.g., US services), we use safeguards such as Standard Contractual Clauses or adequacy decisions.
Retention

  • Leads/enquiries (no booking): 24 months after last interaction.

  • Customers (bookings/invoices): 6 years for tax/accounting.

  • Marketing contacts: until you withdraw consent/opt‑out, or after 12 months inactivity. Minimal suppression data retained to honour opt‑outs.

Your rights
You may request access, rectification, erasure, restriction, objection, and portability, and withdraw consent at any time. UK residents may complain to the ICO. Contact us at Admin@RH-Events.co.uk. We aim to respond within 30 days.
Cookies & analytics
We use cookies/analytics to improve our services. See our Cookie Policy for details.
Children
Our services are not directed to children under 13. If a child has provided data, contact us to delete it.
Security
We apply administrative, technical and physical safeguards, including access controls and encryption where supported.
 
User Data Deletion (How to request deletion) 
How to request deletion
Email Admin@RH-Events.co.uk with subject “Data Deletion Request”, including:

  • your full name,

  • the phone number/email you used with us,

  • any relevant order/booking references,

  • proof of identity if requested (to prevent unauthorised deletion).

What we delete
Upon verification, we will delete or irreversibly anonymise:

  • contact details and enquiry records (incl. WhatsApp history in our systems),

  • CRM profiles, marketing subscriptions, support tickets,

  • documents you shared unless we must retain them by law (e.g., invoices/contracts).

What we may retain
We may retain limited information where required by law or to establish/defend legal claims, including:

  • transaction records, invoices, and accounting data for 6 years.

  • minimal suppression records (email/phone) to honour future opt‑outs,

  • data in backups that delete on a rolling schedule per our retention policy.

Timeline
We acknowledge requests promptly and complete eligible deletions within 30 days (extendable by 60 days for complex cases, with notice).
Third parties
Where feasible, we will notify relevant processors (e.g., CRM, messaging, analytics, payment) to delete corresponding data they process for us.
Confirmation
We will confirm completion or explain any data we cannot delete (e.g., statutory retention).

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