Privacy Policy
Draft — not yet approved
This privacy policy is a working draft for Live Q Solutions and its legal adviser to review. It hasn’t been approved and isn’t yet our published policy. Questions in the meantime: [email protected].
Who we are
Live Q Solutions provides technical production, equipment hire, crew and event security services across the UK from our base in the Midlands. In this policy "we", "us" and "Live Q" mean Live Q Solutions.
Decision needed: Legal identity: state the exact legal entity (e.g. sole trader name or limited company name, company number and registered address). Needed so people know who the data controller is.
You can contact us about your personal information at [email protected] or on 020 4586 9546.
Decision needed: Is Live Q registered with the Information Commissioner's Office (ICO)? If so, add the registration number here.
The information we collect
When you send us an enquiry: your name, company, email address, phone number, event or production details (name, dates, venue and address, audience size, services needed, budget if you give one), how you heard about us, and any documents you upload.
When you create an account on our Customer Portal: your name, email address, phone number, company name, and whether you'd like to hear from us about news and offers.
When we work together: quotes, contracts, bookings, invoices and payments; messages you send us through the portal; and documents we share with you or you share with us.
When you sign a contract online: the name, position, email address and company you enter, the declarations you confirm, the date and time, and the IP address and browser details of the device used. We keep these as evidence of the signature.
When you pay online: payments are processed by Stripe. We never see or store your full card details. We keep the amount, date and Stripe's payment reference so we can match the payment to your invoice.
When you use our website or portals: the sign-in cookies described in our Cookie Policy, and a record of important actions taken in your account (for example signing a contract or requesting a booking change) so we can keep accurate records and protect your account.
How we use it and why
- To reply to enquiries and prepare quotes — because you asked us to (steps before entering a contract).
- To deliver the services you book, including contracts, scheduling, crew and equipment — to perform our contract with you.
- To invoice you, take payments and keep financial records — to perform our contract, and to meet our legal obligations for accounting records.
- To keep the website, portals and your account secure, and keep an audit trail of important actions — our legitimate interest in running a secure, reliable service.
- To send occasional news and offers — only if you have opted in, and you can opt out at any time.
Decision needed: Legal basis wording above to be confirmed by Live Q's solicitor.
Who we share it with
We use a small number of service providers who handle information on our behalf and only under our instructions:
- Supabase — hosts our database, account sign-in and document storage (UK region, London).
- Resend — sends our emails (for example enquiry confirmations, quotes, contracts and invoices).
- Stripe — processes online card payments.
Decision needed: Website hosting provider: to be added once chosen.
Decision needed: Some of these providers are based in, or may process data in, the United States. The safeguards used (for example the UK International Data Transfer Addendum or the UK-US data bridge) should be confirmed with each provider and described here.
Where we provide crew or security for your event, the members of our team working on it see the event information they need to do the job — such as the venue, times and site contact — but not your invoices or payments.
We don't sell your personal information, and we don't use it for advertising.
How long we keep it
Decision needed: Retention periods are a decision for Live Q (and its accountant/solicitor). Please set: enquiries that don't go ahead; customer accounts that are no longer used; bookings, contracts and signature evidence; invoices and payment records (accounting rules set a minimum); uploaded documents; audit records.
Your rights
You can ask us for a copy of the personal information we hold about you, ask us to correct it, ask us to delete it or restrict how we use it, object to how we use it, or ask for it to be transferred to you or another organisation. Some of these rights depend on the reason we hold the information — for example, we may need to keep financial records even if you ask us to delete them. You can change your contact details and marketing preference at any time in your account settings.
To exercise any of these rights, email [email protected]. If you're unhappy with how we've handled your information, you can complain to the Information Commissioner's Office (ico.org.uk), though we'd appreciate the chance to put things right first.
Security
Accounts are protected by sign-in, and each customer can only see their own organisation's information. Documents are stored privately and are only available through short-lived links after we've checked you're allowed to see them. Staff access is limited to what their role needs.
Changes to this policy
We'll update this page if the way we use personal information changes, and show the date it was last updated at the top.