- 1INTRODUCTION
This Privacy Policy is provided by Exciting Fireworks & FX Ltd (Company No. 13417752) having registered office at 35 Grafton Way, London, W1T 5DB and service address at Unit 2, Clarendon Road, London, N22 6TS (“Company”, “we”, “our” or “us”). We operate a UK events services business specialising in firework displays, indoor and outdoor pyrotechnic effects, gender reveal effects, and related event equipment hire.
We take your privacy very seriously. Please read this privacy policy carefully as it contains important information on how and why we collect, store, use and share any information relating to you (your personal data).
It also explains your rights in relation to your personal data and how to contact us or the relevant regulator in the event you have a complaint. Our collection, storage, use and sharing of your personal data is regulated by law, including under the UK General Data Protection Regulation (UK GDPR).
We are the controller of personal data of clients and prospective clients, event attendees where their data is provided to us by the client or venue, and suppliers and subcontractors in connection with our services, meaning we are the organisation legally responsible for deciding how and for what purposes it is used.
- 2WHAT THIS POLICY APPLIES TO
This privacy policy relates to your use of and accessing the services provided by the Company as also through access of the website https://www.excitingfx.co.uk/ (Website).
The Website may link to other websites owned and operated by us or by certain trusted third parties, including payment processors, file-sharing tools, or analytics providers. These other websites may gather information about you in accordance with their own separate privacy policies. For privacy information relating to these other websites, please consult their privacy policies as appropriate. For more information see the section ‘Who we share your personal data with’ below.
- 3PERSONAL DATA WE COLLECT ABOUT YOU
The personal data we collect about you is primarily gathered through our Website, booking and enquiry forms, email/telephone communications, and during site inspections or event delivery. We collect information through our Websiteand booking process. This includes:
Category of data
In more detail
Identity and account data you input into the Website.
Registration or provision of certain details may be required in order to book services or hire equipment
· Your name, email address, phone number, billing address, and (if applicable) company details; event date and time, venue/site address, site contact details, permissions and approvals (e.g., venue consent, local authority notifications), safety information and site plans/photos you provide, guest or attendee details if you choose to supply them for safety or coordination purposes, specific cultural or religious requirements for wedding ceremonies, any timing restrictions based on religious observances, special cultural display requirements, media consent/opt-out preferences, and payment details (processed securely via third-party platforms).
· Your account details, such as username and password
· Your interests, preferences, feedback and survey responses
Data collected when you use specific functions on the Website
Data you store online with us using the Website including your usage history (while such data may not always be personal data as defined at law in all cases, we will assume it is and treat it in accordance with this policy as if it were)
Other data the Websitecollects automatically when you use it
· Your activities on, and use of, the Website which reveal your preferences, interests or manner of use of the Website and the times of use
· Tracking information such as IP Address, Cookies, User Agent, Device Fingerprinting (which includes MAC address), Session IDs, Referral URLs, tracking pixels and scripts, and geolocation data (where enabled)
Data collected when you make an enquiry with us
Your name, email address, mobile number, and relevant event details (such as date, venue, and services of interest).
Marketing and communications data
Your preferences in receiving marketing emails from us and our third parties and your communication preferences
We also collect, use and share aggregated and anonymised data such as statistical or demographic data which is not personal data as it does not directly (or indirectly) reveal your identity. When aggregating sensitive data, we apply additional anonymisation techniques to ensure that sensitive information cannot be linked back to individuals. For example, we may aggregate individuals’ usage data (including information about how users interact with and use the Website and services offered through the Website) to calculate the percentage of users accessing a specific feature of the Website in order to analyse general trends in how users are interacting with the Website to help improve the Website and our offerings.
We collect and use this personal data for the purposes described in the section ‘How and why we use your personal data’ below.
- 4SENSITIVE DATA
Sensitive personal data (also known as special category data) means information related to personal data revealing racial or ethnic origin; political opinions; religious or philosophical beliefs; religious or cultural traditions and customs; trade union membership; genetic data; biometric data (where used for identification purposes); data concerning health; data concerning a person’s sex life; and data concerning a person’s sexual orientation.
We may collect and process special category (sensitive) personal data related to cultural and religious traditions specifically for wedding events, to ensure our services respect and accommodate these requirements. This may include information about religious or cultural customs that affect the timing, format, or delivery of our services. Additionally, you may voluntarily provide health or accessibility information relevant to site safety, or we may need to process information in connection with incident/accident reporting or legal claims. Where we process such data, we will do so only with your explicit consent (Article 9(2)(a) UK GDPR) or where necessary to establish, exercise or defend legal claims, or to comply with health and safety or other legal obligations. We do not require or request criminal records data for our services. Any cultural or religious information provided will be handled with utmost sensitivity and used solely for the purpose of customising our services to meet your specific requirements.
If you choose to submit sensitive data to us, such as by including it in correspondence or uploads you send to us, we will process this data in accordance with Article 9 of the UK GDPR and obtain explicit consent where required.
- 5HOW YOUR PERSONAL DATA IS COLLECTED
We use different methods to collect data from and about you including through:
- Your interaction with us: We collect personal data from you directly when you make an enquiry or booking, register for access to our Services, subscribe to our communications, provide or withdraw consent (for marketing or event media), contact us directly or reach out to us via social media, upload site information or documents, or participate in any feedback or survey.
- Automated technologies or interactions: As you interact with the Website, we will automatically collect technical data about your equipment, browsing actions and patterns. We collect this personal data by using cookies, server logs and other similar technologies.
- 6HOW AND WHY, WE USE YOUR PERSONAL DATA
Under data protection law, we can only use your personal data if we have a proper reason, e.g.:
- where you have given consent
- to comply with our legal and regulatory obligations
- for the performance of a contract with you or to take steps at your request before entering into a contract, or
- for our legitimate interests or those of a third party
A legitimate interest is when we have a business or commercial reason to use your information, so long as this is not overridden by your own rights and interests. We will carry out an assessment when relying on legitimate interests, to balance our interests against your own. You can obtain details of this assessment by contacting us (see ‘How to contact us’ below).
The table below explains what we use your personal data for and why.
What we use your personal data for
Our reasons
Create and manage your account with us
To perform our contract with you or to take steps at your request before entering into a contract
Providing the Services, including processing bookings, conducting site surveys and risk assessments, arranging notifications/permissions where applicable, coordinating suppliers and crew, delivering firework/pyrotechnic services and equipment hire, and providing post-event support
Depending on the circumstances, to perform our contract with you or to take steps at your request before entering into a contract (in this case, the contract means the terms and conditions for provision of our services)
To enforce legal rights or defend or undertake legal proceedings
Depending on the circumstances:
· to comply with our legal and regulatory obligations
· in other cases, for our legitimate interests or those of a third party, i.e. to protect our business, interests and rights or those of others
Sending relevant marketing communications and making personalised suggestions about our firework displays, pyrotechnic services, and equipment hire that may suit your event, and (where permitted) using event photography/videography for promotional purposes, subject to your consent or right to opt out
For our legitimate interests, to carry out direct marketing, develop our services and grow our business, subject to having obtained your explicit consent to receive direct marketing communications.
Carry out market research through your voluntary participation in surveys
Necessary for our legitimate interests to study how customers use the products, use our Website and to help us improve and develop our Website and products and services offered through the Website.
Communications with you not related to marketing, including about updates concerning your bookings, scheduling, site safety notices and risk assessments, changes to our policies, or other important service notices
Depending on the circumstances:
· to comply with our legal and regulatory obligations
· to keep you updated on your booking status, event timeline, and any safety-related requirements
· in other cases, for our legitimate interests or those of a third party, i.e., to provide the best service to you
Protect the security of systems and data
To comply with our legal and regulatory obligations we may also use your personal data to ensure the security of systems and data to a standard that goes beyond our legal obligations, and in those cases our reasons are for our legitimate interests or those of a third party, i.e., to protect systems and data and to prevent and detect criminal activity that could be damaging for you and/or us
Operational reasons, such as improving efficiency, training, and quality control or to provide support to you
For our legitimate interests or those of a third party, i.e., to be as efficient as we can so we can deliver the best service to you
Statistical analysis to help us manage our business, e.g., in relation to our performance, customer base, Websiteand functionalities and offerings or other efficiency measures
For our legitimate interests or those of a third party, i.e. to be as efficient as we can so we can deliver the best service to you and improve and develop our Website and services offered by us.
Updating and enhancing user records
Depending on the circumstances:
· to perform our contract with you or to take steps at your request before entering into a contract (in this case, the contract means the Terms and Conditions for provision of Services)
· to comply with our legal and regulatory obligations
· where neither of the above apply, for our legitimate interests or those of a third party, e.g., making sure that we can keep in touch with our customers about their accounts and new functionalities related to the Website and the services offered by us.
To comply with our legal and regulatory obligations
Depending on the circumstances:
· to perform our contract with you or to take steps at your request before entering into a contract (in this case, the contract means the Terms and Conditions for provision of Services)
· to comply with our legal and regulatory obligations
where neither of the above apply, for our legitimate interests or those of a third party, e.g. managing enquiries and bookings, conducting site safety assessments and event planning, communicating with customers about their services, and improving our Website and service delivery.
To share your personal data with members of our group and third parties in connection with a significant corporate transaction or restructuring, including a merger, acquisition, asset sale, initial public offering or in the event of our insolvency.
In such cases information will be anonymised where possible and only shared where necessary
Depending on the circumstances:
· to comply with our legal and regulatory obligations
· in other cases, for our legitimate interests or those of a third party, i.e., to protect, realise or grow the value in our business and assets
See ‘Who we share your personal data with’ for further information on the steps we will take to protect your personal data where we need to share it with others.
- 7MARKETING
We may send you communications about our firework displays, indoor and outdoor pyrotechnic services (including gender reveal effects), special effects equipment hire, and promotional offers or service updates. We may also capture and use event photography and videography for marketing and promotional purposes (for example, on our Website, portfolio, or social media). We will obtain your explicit consent before recording or using your event or likeness for marketing purposes. You can withdraw this consent at any time by contacting us in writing. Where you have not opted out, you grant us a non-exclusive, royalty-free licence to use, reproduce, edit, and publish such media for promotional purposes. We will take reasonable steps to respect venue rules and reasonable expectations of privacy.
We will always obtain your separate, explicit consent for electronic direct marketing (e.g., email or SMS) through a clear opt-in when you enquire about or book our services, via our Website forms, or through subsequent consent requests. This consent is distinct from consent for other purposes. If you have previously opted in to receiving email marketing from us, we will continue to send you marketing communications until you opt out. We maintain records of your marketing preferences and consent.
You will have the right to opt out of receiving marketing communications at any time by:
- contacting us using the contact details set out in ‘How to contact us’ below
- using the ‘unsubscribe’ link included in all marketing emails you may receive from us
We will always treat your personal data with the utmost respect and never sell or share it with other organisations for marketing purposes.
For more information on your right to object at any time to your personal data being used for marketing purposes, see ‘Your rights’ below.
- 8WHO WE SHARE YOUR PERSONAL DATA WITH
We maintain strict confidentiality of your personal data in operating our firework and pyrotechnic services business. We use secure storage systems to protect your booking and account information, event and site details (including addresses and access information), risk assessments and method statements (RAMS), permits/permissions, insurance documentation, and any personal information you disclose to us. All payments are processed securely through our payment system. Access to your personal information is strictly limited to authorised staff and crew members who need it to plan and deliver services. We also maintain secure records and share necessary information to arrange site surveys, safety documentation, supplier coordination, venue liaison, and any required regulatory notifications. We only share the minimum necessary information with each provider. All sharing of personal data is conducted with appropriate safeguards, including encryption and data processing agreements that ensure GDPR and UK data protection compliance.
We only allow service providers to handle your personal data, including any cultural or religious information related to wedding traditions, if we are satisfied they take appropriate measures to protect your personal data. We treat such information with particular care and impose strict contractual obligations on service providers to ensure they can only use your personal data to provide services to us and to you, with specific safeguards for sensitive cultural and religious information.
We or the third parties mentioned above may occasionally also need to share your personal data with:
- external auditors, e.g. in relation to the audit of our accounts and our company —the recipient of the information will be bound by confidentiality obligations
- professional advisors (such as lawyers and other advisors)—the recipient of the information will be bound by confidentiality obligations
- law enforcement agencies, courts or tribunals and regulatory bodies to comply with legal and regulatory obligations
- §other parties in connection with a significant corporate transaction or restructuring, including a merger, acquisition, asset sale, initial public offering or in the event of our insolvency—usually, information will be anonymised, but this may not always be possible, however, the recipient of the information will be bound by confidentiality obligations
If you would like more information about who we share our data with and why, please contact us (see ‘How to contact us’ below).
We will not share your personal data with any other third party.
- 9HOW LONG YOUR PERSONAL DATA WILL BE KEPT
We will keep your personal data, including your booking and account information, event files, cultural and religious requirements related to wedding traditions, site plans and permissions, risk assessments and method statements (RAMS), incident reports (if any), and related correspondence, for as long as you are an active user of our services and for a period of 6 years thereafter, or longer if required by law. We regularly review our retention periods to ensure they remain appropriate and necessary for our legitimated business purposes. This retention period is necessary to comply with record-keeping requirements, accounting obligations, insurance requirements, and legal obligations, including the potential pursuit or defence of legal claims. Your payment information is processed and stored securely and is only retained for as long as necessary to process payments and handle any payment-related disputes. We maintain signed contracts and relevant safety documentation as part of our legal documentation.
Following the end of the aforementioned retention period, we will delete or anonymise your personal data, including booking records, event files, safety documentation, and any related personal information, in accordance with applicable data protection requirements.
- 10TRANSFERRING YOUR PERSONAL DATA OUT OF THE UK
Currently, we do not transfer your personal data outside of the UK. If this changes, we will comply with applicable UK laws designed to ensure the continued protection and privacy of your personal data. Any updated destinations to which we send your personal data will be indicated in the present section and notified to you in accordance with the section on ‘Changes to this privacy policy’ below.
Furthermore, under UK data protection laws, we can only transfer your personal data, including any cultural or religious information related to wedding traditions (which may constitute special category data), to a country outside the UK where: the UK government has decided the particular country ensures an adequate level of protection of personal data (known as an ‘adequacy regulation’) further to Article 45 of the UK GDPR; there are appropriate safeguards in place, together with enforceable rights and effective legal remedies for you; or a specific exception applies under relevant data protection law. Accordingly, if we were to start transferring your personal data from the UK to:
- The EEA: we would rely on the adequacy finding granted by the UK to the EU under the Withdrawal Agreement to do so; for any transfers from the EU to the UK, we would rely on the adequacy regulation granted to the UK under the Adequacy Decision.
- Any country located outside the UK/EEA: we would rely on an appropriate safeguard under the UK GDPR, such as by including the relevant Standard Contractual Clauses in our data processing agreements with our service providers.
In the event we could not or choose not to continue to rely on either of those mechanisms at any time we would not transfer your personal data outside the UK unless we could do so on the basis of an alternative mechanism or exception provided by UK data protection law.
- 11YOUR RIGHTS
You generally have the following rights, which you can usually exercise free of charge. For more information regarding these rights, please visit the ICO website here.
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Access to a copy of your personal data
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The right to be provided with a copy of your personal data.
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Correction (also known as rectification)
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The right to require us to correct any mistakes in your personal data.
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Erasure (also known as the right to be forgotten)
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The right to require us to delete your personal data—in certain situations.
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Restriction of use
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The right to require us to restrict use of your personal data in certain circumstances, e.g. if you contest the accuracy of the data.
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Data portability
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The right to receive the personal data you provided to us, in a structured, commonly used and machine-readable format and/or transmit that data to a third party—in certain situations.
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To object to use
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The right to object:
·at any time to your personal data being used for direct marketing (including profiling)
·in certain other situations to our continued use of your personal data, e.g. where we use your personal data for our legitimate interests.
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Not to be subject to decisions without human involvement
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The right not to be subject to a decision based solely on automated processing (including profiling) that produces legal effects concerning you or similarly significantly affects you
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For further information on each of those rights, including the circumstances in which they do and do not apply, please contact us (see ‘How to contact us’ below). You may also find it helpful to refer to the guidance from the UK’s Information Commissioner on your rights under the UK GDPR.
If you would like to exercise any of those rights, please email, call or write to us—see below: ‘How to contact us’. When contacting us please:
- provide enough information to identify yourself (e.g., your full name and username) and any additional identity information we may reasonably request from you, and
- let us know which right(s) you want to exercise and the information to which your request relates
- 12KEEPING YOUR PERSONAL DATA SECURE
We have implemented appropriate technical and organisational security measures to protect your personal data, with enhanced safeguards for sensitive information such as cultural and religious requirements. Access to your personal data, particularly information about cultural and religious traditions, is strictly limited to authorised staff and on-site crew members who need it to plan and deliver our services, and who have received specific training in handling sensitive personal data. We store booking details, site addresses and access information, RAMS and other safety documentation, permits/permissions, insurance documents, and relevant contact/attendee information in secure systems with role-based access controls and encryption where appropriate. Safety-critical documents are shared with crew and venue personnel strictly on a need-to-know basis. All staff and subcontractors are bound by confidentiality obligations regarding your personal information.
We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.
If you want detailed information from Get Safe Online on how to protect your information and your computers and devices against fraud, identity theft, viruses and many other online problems, please visit www.getsafeonline.org. Get Safe Online is supported by HM Government and leading businesses.
- 14HOW TO COMPLAIN
Please contact us if you have any queries or concern about our use of your information (see below ‘How to contact us’). We hope we will be able to resolve any issues you may have.
You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO).
The Information Commissioner’s Office (ICO) can be contacted at https://ico.org.uk/make-a-complaint or by telephone on 0303 123 1113.
- 15CHANGES TO THIS PRIVACY POLICY
We may change this privacy policy from time to time to reflect updates in our services or regulatory requirements. When we make significant changes, we will take steps to inform you via email or through written notice. The most current version will be available on our website and will state the effective date.
- 16HOW TO CONTACT US