PRIVACY
POLICY
LEGAL
How C4 VIBEZ LTD collects, uses and protects your personal information.
C4 VIBEZ LTD respects your privacy and is committed to protecting your personal information. This Privacy Policy explains how we collect, use, store and share personal information when you visit our website, make an enquiry, request a quotation, make a booking, communicate with us or use our services.
For the purposes of applicable UK data protection legislation, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, C4 VIBEZ LTD will act as a data controller where it determines how and why your personal information is processed.
1. INFORMATION WE COLLECT
We may collect and process personal information including:
Contact information, such as your name, company or organisation name, telephone number, email address, billing address and other contact details.
Event information, including the type of event, event date and time, venue or location, estimated guest numbers, event requirements, requested services, timings and other information you provide about your event.
Enquiry and booking information, including correspondence, quotations, booking details, agreements, invoices, payment records, amendments, cancellations and communications between you and C4 VIBEZ LTD.
Payment information. Where payments are made electronically, payment information may be processed by our bank, payment provider or payment gateway. C4 VIBEZ LTD does not claim to store full payment-card details where these are processed directly by a third-party payment provider.
Website and technical information, which may include your IP address, browser type, device information, operating system, pages visited, website interactions, referring website and cookie or analytics information.
Communications, including information you provide when contacting us by telephone, email, our website, social media, messaging services or other communication channels.
Photography and video, where C4 VIBEZ LTD or one of our suppliers provides photography, videography, 360 photo booth or related event-content services, or where photographs or recordings are otherwise created in connection with an event.
We may also receive personal information from another person or organisation, for example where an event organiser, company, venue, family member or other client provides information required for us to organise or deliver an event.
Please avoid providing sensitive or special-category personal information unless it is genuinely necessary for your event. Where such information is required, we will handle it in accordance with applicable data-protection law.
2. HOW AND WHY WE USE YOUR INFORMATION
We may use personal information to:
Respond to enquiries and requests for information; prepare quotations and proposals; discuss, arrange and confirm bookings; enter into and administer contracts; plan, coordinate and deliver events and event services; communicate with you before, during and after an event; coordinate venues, suppliers, contractors, entertainers and other service providers; process payments, deposits, refunds and invoices; maintain financial and business records; manage amendments, cancellations, complaints or disputes; operate, maintain, secure and improve our website and services; prevent or detect fraud, misuse or security incidents; comply with legal, regulatory, tax, accounting or insurance requirements; establish, exercise or defend legal claims; and send marketing communications where permitted by law.
Depending on the purpose for which we process your personal information, we may rely on the following lawful bases:
Contract — where processing is necessary to enter into or perform a contract with you, including taking steps at your request before entering into a contract, such as preparing a quotation.
Legal obligation — where we are required to process or retain information to comply with a legal obligation.
Legitimate interests — where processing is reasonably necessary for the operation and protection of C4 VIBEZ LTD or the provision and improvement of our services, provided those interests are not overridden by your rights and interests.
Our legitimate interests may include managing our business, responding to enquiries, maintaining appropriate business records, protecting our business and website, preventing fraud, dealing with complaints and improving our services.
Consent — where we have specifically asked for your consent and consent is the appropriate lawful basis. Where processing relies upon consent, you may withdraw that consent at any time.
The lawful basis we rely upon will depend on the specific purpose for which we process your personal information. We will ensure that an appropriate lawful basis is identified for each processing activity in accordance with applicable data-protection legislation.
3. SHARING YOUR INFORMATION
C4 VIBEZ LTD does not sell your personal information.
As an event-management business, however, it may be necessary for us to share relevant information with other organisations or individuals in order to arrange or deliver your event.
Depending upon the services you request, these may include:
Venues and venue representatives; DJs, musicians, singers, bands and entertainers; photographers and videographers; sound, lighting, staging and AV providers; 360 photo booth and other event-experience providers; decorators, balloon and feature-wall suppliers; caterers and other food-service providers; equipment-hire businesses; event staff, contractors and subcontractors; transport or logistics providers; other event suppliers engaged in delivering your booking; payment providers, banks and financial-service providers; website, IT, communications, cloud-storage and software providers; accountants, insurers, professional advisers and legal advisers; and government bodies, regulators, courts or law-enforcement authorities where required or permitted by law.
We will only share information that is reasonably necessary for the relevant purpose.
Where another organisation processes personal information on our behalf, we will ensure that appropriate contractual and security safeguards are in place to protect that information in accordance with applicable data-protection legislation.
Where an independent supplier provides services directly to you or independently determines how personal information is used, that supplier may act as a separate data controller and its own privacy policy may apply.
4. PHOTOGRAPHY, VIDEOGRAPHY & EVENT CONTENT
Some C4 VIBEZ LTD services involve photography, videography, 360 photo booths or other visual content.
Where these services form part of a client's booking, photographs and recordings may be created and processed for the purpose of providing the contracted service.
Events may also involve guests or other individuals who are not the person who made the booking. We will handle identifiable photographs and recordings in accordance with applicable data-protection law where those laws apply.
C4 VIBEZ LTD may use selected photographs and video recordings from events for business purposes, including our portfolio, website, social media and promotional materials, where we have an appropriate lawful basis to do so. Where consent is required, we will obtain it before publishing identifiable photographs or recordings. We will also respect any agreed contractual restrictions concerning the use of event content.
Where a client provides photographs or video containing other people to C4 VIBEZ LTD, the client should ensure that they are entitled to provide that material to us for the intended purpose.
Nothing in this Privacy Policy should be interpreted as meaning that merely attending an event automatically provides unrestricted consent for C4 VIBEZ LTD to use an individual's image for any purpose.
5. PAYMENTS & SECURITY
Payments may be processed through banks, payment gateways or other payment-service providers.
Payments to C4 VIBEZ LTD may be made by bank transfer or through other payment methods that we may introduce from time to time, including card terminals or secure online payment services.
Where payments are processed by banks or third-party payment providers, their applicable privacy and security policies may also apply. C4 VIBEZ LTD does not currently collect or store customers' full payment-card details. Should additional payment methods be introduced, we will ensure that appropriate security and data-protection measures are implemented.
We take appropriate technical and organisational measures designed to protect personal information against unauthorised access, accidental loss, alteration, disclosure or destruction.
However, no website, email service, electronic storage system or internet transmission can be guaranteed to be completely secure.
If you believe information you have provided to us has been compromised, please contact us promptly.
6. WEBSITE, COOKIES & MARKETING
Our website may use cookies and similar technologies to operate correctly, remember preferences, understand how visitors use the website and improve its performance.
Some cookies are necessary for the operation of the website. Other cookies, including certain analytics or marketing technologies, require your consent before being placed on your device.
Where required, you will be provided with appropriate cookie information and choices through the website.
MARKETING:
We may send information about C4 VIBEZ LTD services, events, offers or updates where permitted by applicable law.
Where consent is required, we will obtain appropriate consent.
Where permitted under UK electronic-marketing legislation, we may contact existing customers or individuals who have previously enquired about or negotiated the purchase of our services regarding similar services or offers. Where we rely on the soft opt-in exemption, we will provide a clear opportunity to opt out when collecting contact details and in every subsequent marketing communication.
You may withdraw your consent or opt out of receiving marketing communications from C4 VIBEZ LTD at any time by contacting us or using the unsubscribe option provided, where applicable.
If you opt out of marketing, we may retain limited information on a suppression list so that we can respect your preference and avoid contacting you again for that purpose.
7. HOW LONG WE KEEP YOUR INFORMATION
We will not retain personal information for longer than reasonably necessary for the purpose for which it was collected. The appropriate retention period will depend upon the nature of the information, the purpose for which it is used and any applicable legal, accounting, tax, insurance, contractual or regulatory requirements.
Information relating to quotations and enquiries that do not result in a booking will be retained only for as long as reasonably necessary for administration, follow-up and legitimate business purposes.
Information relating to confirmed bookings, contracts, invoices and financial transactions may be retained for longer where necessary to comply with applicable tax, accounting and legal obligations, or to establish, exercise or defend legal claims.
We will periodically review the personal information we hold to ensure that it is not retained for longer than necessary.
Photographs, video and portfolio material may be retained for different periods depending upon the purpose for which they were created and the applicable lawful basis.
When personal information is no longer reasonably required, we will securely delete, anonymise or otherwise dispose of it where appropriate.
8. INTERNATIONAL DATA TRANSFERS
Some organisations providing website hosting, cloud storage, communications, analytics, payment processing, social media or other technology services may process information outside the United Kingdom.
Where personal information is transferred internationally and UK data-protection law requires safeguards, we will take appropriate steps to ensure that the transfer is made using a legally recognised mechanism or other applicable protection.
Where relevant, you may contact us for further information about safeguards applying to international transfers of your personal information.
9. YOUR DATA PROTECTION RIGHTS
Depending upon the circumstances and applicable law, you may have the right to:
Access personal information we hold about you.
Rectification of inaccurate or incomplete personal information.
Erasure of your personal information in certain circumstances.
Restriction of processing in certain circumstances.
Object to certain processing of your personal information.
Data portability in circumstances where that right applies.
Withdraw consent at any time where we rely upon consent.
Withdrawal will not affect the lawfulness of processing carried out before consent was withdrawn.
Your Right to Object:
Where we process your personal information on the basis of legitimate interests, you may have the right to object to that processing. You have the right to object at any time to the use of your personal information for direct marketing.
Your data protection rights are subject to certain legal conditions and exemptions. Whether a particular right applies will depend on the circumstances and the lawful basis upon which your personal information is processed.
Where we process your personal information for direct marketing purposes, you have the right to object at any time. If you exercise this right, we will stop processing your personal information for direct marketing purposes.
We may need to verify your identity before responding to a data protection request. We will respond to requests within the timeframes required by applicable data-protection legislation and will explain if any legal exemptions or restrictions apply.
10. CHILDREN & YOUNG PEOPLE
C4 VIBEZ LTD provides event services and therefore children and young people may attend events at which our services are being provided.
Our website and services are not intended to encourage children to provide personal information to us unnecessarily.
Where personal information relating to a child is processed in connection with an event, including photography or videography, we will take account of applicable data-protection requirements and the nature and purpose of the processing.
Where appropriate, we may request relevant instructions or permissions from the person responsible for arranging the event, a parent, legal guardian or another authorised person. Where consent from a parent or legal guardian is required by applicable law, we will obtain the necessary consent before processing the child's personal information for the relevant purpose.
11. THIRD-PARTY WEBSITES & SOCIAL MEDIA
Our website may contain links to websites, social-media platforms or services operated by third parties.
C4 VIBEZ LTD does not control the privacy practices of independent third-party websites. If you follow a link away from our website, the privacy policy and terms of the relevant third party may apply.
Interactions with C4 VIBEZ LTD through social-media platforms may also involve processing by the relevant platform under its own privacy terms.
12. CHANGES TO THIS PRIVACY POLICY
We may update this Privacy Policy from time to time to reflect changes to our services, business practices, technology or legal and regulatory requirements.
The latest version will be published on this page.
Where appropriate, we may take additional steps to inform individuals of material changes affecting how their personal information is processed.
13. CONTACT US & COMPLAINTS PROCEDURE
If you have questions about this Privacy Policy, wish to exercise your data-protection rights or have concerns about how your personal information has been handled, please contact:
C4 VIBEZ LTD
Email: INFO@C4VIBEZ.COM
Telephone: 07515 55 55 60
Website: WWW.C4VIBEZ.COM
Please direct all privacy-related enquiries, data protection requests or concerns to C4 VIBEZ LTD using the contact details provided above.
If you are dissatisfied with how we handle your personal information, you also have the right to make a complaint to the Information Commissioner's Office (ICO), the UK's data-protection regulator.