Privacy Policy

1. Who we are

1.1 Cotswold Marquees Ltd is committed to protecting your privacy in line with the UK GDPR, the Data Protection Act 2018 and the Data (Use and Access) Act 2025.

1.2 This policy explains what personal data we collect, how we use it and your rights. Please read it carefully.

1.3 Cotswold Marquees Ltd is the data controller. Our address is Unit 9, Brailes Industrial Estate, Winderton Lane, Lower Brailes, Oxon OX15 5JW, and our ICO registration number is Z8766471. Barbara Easter is our contact for all data protection matters.

2. Information we collect

2.1 Information you give us. You may give us personal information when you complete forms on our website, www.cotswoldmarquees.co.uk, or contact us by phone, email or post. This includes when you place an order, request a quotation, report a problem with our site, or interact with us on Facebook, Instagram or X (formerly Twitter). It may include your name, address, email address and phone number. You may also give us bank or card details, and photographs of your event or venue.

2.2 Information collected automatically. When you visit our website, we may collect technical information such as your IP address, browser type and version, time zone setting, operating system and platform. We may also collect information about your visit, such as the pages you viewed, how long you spent on them, how you moved around the site and the date and time of your visit.

2.3 Information from other sources. We work with third parties who may pass us information about you. These include our event management software (Good Event), other suppliers to your event, sub-contractors, payment and delivery services, analytics providers and credit reference agencies. Suppliers to your event may also pass us your contact details in connection with your event.

2.4 We may also receive your details from referral agencies we subscribe to, under their own data-sharing policies, which you will have agreed to when using their site. We will tell you the source of the referral when we contact you.

3. Cookies

3.1 Our website uses cookies to distinguish you from other users, to make the site work properly and to help us improve it.

3.2 Essential cookies are needed for the site to function. We will only use other cookies, such as advertising cookies, with your consent, which you can give or refuse using the banner when you first visit our site.

You can change your choices at any time.

4. How we use your information and our lawful basis

4.1 We may only use your personal data where the law allows. The table below sets out each use and the legal basis we rely on.

4.2 We do not sell personal data to third parties. If you receive sales calls or emails claiming to come via Cotswold Marquees Ltd, please contact us immediately on info@cotswoldmarquees.co.uk or 01608 686900.

5. Marketing

5.1 If you are an existing customer, we may contact you by email or text after your event to ask for feedback on our service, or the service of other suppliers, and to invite you to events such as an Open Day.

5.2 We will only send you information about fundraising events, or pass your details to other businesses so they can contact you about their goods or services, if you have given your consent.

5.3 You can opt out of marketing at any time by using the unsubscribe link in any email, replying STOP to a text, or contacting us.

6. Photographs

6.1 We may take photographs of marquees we have installed. We will not use photographs that show you, your guests or your property in our marketing or on social media without your permission.

7. Who we share your information with

7.1 We may share your information with:

1. business partners, suppliers and sub-contractors, where needed to carry out our contract with you;
2. analytics and search engine providers that help us improve our website;
3. credit reference agencies, where a credit check is a condition of our contract with you.

7.2 We may also disclose your information:

1. if we sell or buy any business or assets, to the prospective seller or buyer;
2. if Cotswold Marquees Ltd, or substantially all of its assets, are acquired by a third party, in which case customer data will be one of the transferred assets;
3. if we are under a legal duty to do so, or to enforce our terms, or to protect the rights, property or safety of Cotswold Marquees Ltd, our customers or others. This includes exchanging information with other organisations for fraud protection and credit risk reduction.

8. Where we store your information

8.1 Digital information is stored on secure servers and computers at our unit in Brailes, with backup data kept at The Paddock, Darlingscote Road, Shipston-on-Stour CV36 4DR.

8.2 Paper records are kept in our office at Unit 9, Brailes Industrial Estate, OX15 5JW. A paper copy of your name, address and telephone number is taken to and from site during your event.

8.3 Data is held on Marquee Tech, Good Event and Sage software, which can be accessed by their developers in the UK. Each has its own privacy policy.

8.4 Card payments are processed by a payment provider that complies with the Payment Card Industry Data Security Standard (PCI DSS). Where any provider processes data outside the UK, we make sure appropriate safeguards are in place, such as UK adequacy regulations or the ICO's International Data Transfer Agreement.

9. How long we keep your information

9.1 We keep your information only as long as we need it:

1. records of quotations and hires: 7 years, then securely destroyed or deleted. For long-standing recurring events, past hire details are kept until no longer useful or the event stops running;
2. quotations for events that do not go ahead: deleted annually;
3. paper card receipts: destroyed monthly, once the transaction is complete and the payment statement received;
4. CCTV images: 14 days (see clause 13).

10. Keeping your information secure

10.1 We use strict procedures and security measures to protect your information once we receive it. No transmission over the internet is completely secure, so we cannot guarantee the security of data sent to our site, but we take all reasonable steps to protect it.

11. Your rights

11.1 You have the right to:

1. ask for a copy of the personal data we hold about you;
2. ask us to correct data that is inaccurate or incomplete;
3. ask us to delete your data, where we have no legal reason to keep it;
4. ask us to restrict how we use your data;
5. object to our use of your data, including for marketing;
6. ask us to transfer your data to another organisation;
7. withdraw your consent at any time, where we rely on consent.

11.2 To exercise any of these rights, contact us at info@cotswoldmarquees.co.uk or write to Unit 9, Brailes Industrial Estate, Winderton Lane, Lower Brailes, OX15 5JW. There is no charge, and we will respond within one month.

12. Complaints

12.1 If you are unhappy with how we have handled your personal data, please contact us first so we can put things right.

12.2 You also have the right to complain to the Information Commissioner's Office (ICO) at ico.org.uk or on 0303 123 1113.

13. CCTV

13.1 CCTV cameras operate at our unit in Brailes. They allow office staff to monitor visitors and vehicles during the working day, and add to the site's security when the unit is closed. Images are kept for 14 days. To read our full CCTV policy, please contact the office.

14. Links to other websites

14.1 Our website may contain links to the websites of other event suppliers. These have their own privacy policies, and we are not responsible for them. Please check them before you submit any personal data.

15. Changes to this policy

15.1 Any changes to this policy will be posted on this page and, where appropriate, notified to you by email.

16. Contact us

16.1 Questions, comments and requests about this policy are welcome. Please email info@cotswoldmarquees.co.uk, call 01608 686900, or write to Unit 9, Brailes Industrial Estate, Winderton Lane, Lower Brailes, OX15 5JW.

First issued 4 January 2019. Last reviewed 15 October 2026 by Barbara Easter.