Privacy & cookies
Privacy and cookie notice
Last updated: 19 August 2026
This notice explains how MDAV Events Ltd uses personal information when you visit our website, make an enquiry, book an event, use our client planning portal, make a payment, contact us or appear in event photographs or video.
1. Who we are
MDAV Events Ltd is the data controller for the personal information described in this notice. We are registered in England and Wales under company number 17232102. Our registered office is Crown Chambers, Princes Street, Harrogate, United Kingdom, HG1 1NJ.
Privacy questions or requests can be sent to hello@mdav.co.uk, made by calling 01423 209097, or posted to the registered office above.
2. Information we collect and where it comes from
Depending on how you deal with us, we may use:
- Identity and contact details, including your name, address, email address and telephone number.
- Event and booking details, including the date, venue, event type, timings, guest numbers, music choices, planning notes, messages, contracts and services requested.
- Planner account information, including your portal username, account activity, forms, planning documents and communications. Please do not send us your password.
- Payment and accounting information, including invoices, amounts, payment status, transaction references and limited billing details. Card and wallet payments are handled by the relevant payment provider; we do not receive your full card number or security code.
- Communications, including emails, calls, form submissions, feedback, complaints and a response to a post-event review request.
- Website and security information, including IP address, browser/device information, page requested, date and time, server logs and your external-media preference.
- Photographs and video taken at events where MDAV is performing or providing production services.
We usually receive information directly from you. We may also receive it from the person arranging the event, a joint client, a venue, a supplier, a payment provider or our event planning system. If you give us information about somebody else, please make sure they reasonably expect you to do so and can access this notice.
3. Why we use personal information
| What we do | Our lawful basis |
|---|---|
| Answer enquiries, check availability, prepare quotes and take steps towards a booking. | Steps at your request before a contract, or performance of a contract. |
| Plan and deliver the event, manage the client portal, communicate with you and coordinate agreed suppliers or venues. | Performance of our contract with you. Where a different person booked us, our legitimate interests in delivering the event properly. |
| Take payments, issue invoices, keep accounts and comply with tax or legal record-keeping duties. | Performance of our contract and compliance with legal obligations. |
| Protect our website and systems, prevent fraud, maintain evidence and deal with complaints or legal claims. | Our legitimate interests in running a secure business and protecting legal rights, and legal obligations where applicable. |
| Send one post-event email asking for feedback or a Trustpilot review, without unrelated promotional content. | Our legitimate interests in understanding and improving our service. You can ask us not to send this. |
| Load the Instagram feed or TimeTree calendar inside this website. | Your consent. These services remain blocked until you choose to allow external media. |
| Use general event or atmosphere photographs/video in our portfolio and social media. | Our legitimate interests in showing our work, balanced against the rights of the people shown. We seek permission where consent is the more appropriate basis. |
We do not use your information for automated decision-making or profiling. We do not send general marketing emails. If that changes, we will update this notice and obtain any consent required by law.
4. The client planner
We use DJ Event Planner to receive enquiries and provide booking and planning tools. Information submitted through our website enquiry form is sent into our account there. Clients can use the portal to review booking details, complete planning forms, provide music choices and communicate with us. MDAV decides why that information is used; DJ Event Planner processes it to provide the platform.
The planner may use essential cookies to keep you signed in and protect your session. Those cookies are controlled on the planner domain and are separate from the external-media choice on this website. DJ Event Planner advises users not to store sensitive personal information in the platform, and MDAV does not ask you to put health, disability or accessibility information into general planner fields.
5. Accessibility or health information
We do not routinely request health, disability or accessibility information. If a detail is genuinely needed so that we can make an adjustment or deliver your event safely, please contact us before putting it into the planner. We will collect only what is necessary, explain who needs to know it and, where health information is involved, normally ask for your explicit consent. You can withdraw that consent, although this may affect an arrangement that depends on the information.
6. Event photographs and video
MDAV may capture or receive general crowd, dancefloor, performance and atmosphere photographs or video at an event. Where photography is planned, we expect the organiser or venue to give attendees a clear notice, and we will respect reasonable requests not to be filmed or photographed. A venue notice is not treated as unlimited permission for every use.
We take extra care with close-up or featured material and images of children, and seek permission where appropriate. If you appear in something we have published and would like us to review, stop using or remove it, contact us with a link or description. We will consider the request promptly and ask social platforms to remove our post where appropriate, although we cannot control copies made by other people.
8. International transfers
Some providers process information outside the United Kingdom. DJ Event Planner is based in the United States and states that information submitted to its service may be transferred to US servers. Meta and other global providers may also process information internationally.
Where UK personal information is transferred to a country without UK adequacy regulations, we require an appropriate UK transfer mechanism, such as the UK International Data Transfer Agreement or UK Addendum to approved standard contractual clauses, together with any required transfer risk assessment. Contact us if you would like more information about the safeguard used for a particular provider.
9. How long we keep information
We keep information only for as long as it is needed for the purpose collected:
| Record | Usual retention |
|---|---|
| Enquiries that do not become bookings | Up to 12 months after the last meaningful contact. |
| Booking, contract, planner and event communications | Up to 6 years after the event or the end of the contract. |
| Invoices, payment and accounting records | Usually 6 years from the end of the relevant financial year, or longer if the law requires. |
| Website security logs | Usually up to 90 days, subject to the hosting provider’s security and backup cycle. |
| External-media preference | 6 months, unless you change it sooner. |
| Selected event photographs and video | Reviewed after 6 years and at reasonable intervals after that. Social posts may remain until archived or removed. |
We may keep something longer where a dispute, legal claim, safeguarding issue or statutory requirement makes that necessary. When retention ends, we delete, anonymise or securely archive the information. Copies may remain briefly in secure backups until the normal backup cycle completes.
10. Security
We use access controls, account authentication, supported hosting, encrypted HTTPS connections and restricted supplier access to protect information. No online system can be guaranteed completely secure, so please do not send passwords or unnecessary sensitive information by email or through open text fields.
11. Your data protection rights
Depending on the circumstances, you may have the right to ask for a copy of your information, correct it, delete it, restrict its use, object to use based on legitimate interests, or receive certain information in a portable format. You can withdraw consent at any time without affecting earlier lawful use. You also have an absolute right to object to direct marketing.
To exercise a right, contact us using the details in section 1. We may need to confirm your identity. We normally respond within one month, and there is usually no fee. Some rights have legal exceptions—for example, we may need to retain an invoice to comply with tax law.
13. Complaints and changes
Please contact us first if you have a privacy concern so we can investigate it. You may also complain to the Information Commissioner’s Office at ico.org.uk/make-a-complaint, by calling 0303 123 1113, or by writing to Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.
We may update this notice when our services, suppliers or legal duties change. The latest version will be published here with a new “last updated” date. If a change materially affects an active client, we will take reasonable steps to bring it to their attention.