Privacy Policy

Last updated: 3 October 2026

This policy explains what personal information Chair Cover Hire collects, why we collect it, who we share it with, how long we keep it and what your rights are. It applies when you use www.chaircoverhire.com, ask us for a quote, hire from us, share event photos with us or contact us.

Who we are

Chair Cover Hire is the “controller” of your personal information, which means we decide how it is used. Our contact details are: Chair Cover Hire, 9 Swinfens Yard, High Street, Stony Stratford, Milton Keynes, Buckinghamshire MK11 1SY. Email sales@chaircoverhire.com or call 01908 760547.

What we collect and why

Quote requests and enquiries

When you ask for a quote or contact us, we collect your name, email address, phone number, event date, event location and postcode, and anything you tell us about your event. We use this to prepare your quote, answer your questions and follow up on your enquiry.

Lawful basis: taking steps at your request before entering into a contract, and our legitimate interest in responding to enquiries.

Orders, hire and payment

When you place an order, we collect your name, billing and delivery address, company name (if given), phone number, email address, event details, delivery date, order notes and what you have hired. We use this to supply, deliver and collect your hire items, take deposits and payments, send order updates and invoices, and handle returns and any damage or loss.

Card payments are handled by SumUp and PayPal. We never see or store your full card details. If you pay by bank transfer, we receive the payment details your bank sends with the transfer.

Lawful basis: performing our contract with you, and our legal obligations (for example keeping accounting records).

Customer accounts

If you create an account at checkout or when sharing photos, we store your name, email address, password (encrypted) and order history so you can sign in, view your orders and manage your details.

Lawful basis: performing our contract with you.

Event photos and reviews you share with us

If you submit photos through our “Share your photos” form, we collect the photos, the display name you choose, your venue, event date, event type and style, and any description or review you write. Once we approve your submission, it is published in our events gallery under the display name you chose, and we may use the photos to show our products on this website and our social media. Please only send photos you have the right to share, and avoid close-ups of guests who haven’t agreed to appear online.

We also record that you are a gallery contributor in our customer database, so we can thank you and let you know when your photos are live.

Lawful basis: your consent, which you give on the form. You can withdraw it at any time and we will remove your photos and review.

Emails from us

We send service emails about your quote or order, such as confirmations, delivery and collection updates, invoices and a thank-you once your hire is complete. After your hire, we may email you once to ask for a review and invite you to share your event photos.

If you have asked us for a quote or hired from us, we may occasionally email you about similar hire services and offers. Every marketing email includes an unsubscribe link, and you can opt out at any time by replying or emailing us. We never sell your details or share them with other companies for their own marketing.

Lawful basis: performing our contract (service emails), and our legitimate interest in keeping in touch with customers about similar services (marketing emails, as allowed by the Privacy and Electronic Communications Regulations).

Website visits

Our web servers and security services automatically record technical information such as your IP address, browser type and the pages you request. We use this to keep the site running securely and to prevent fraud and abuse. With your consent, we also use analytics cookies to understand how the site is used. Our Cookie Policy explains this in detail, and you can change your choice at any time using Cookie settings.

Lawful basis: our legitimate interest in running a secure website (technical logs), and your consent (analytics cookies).

Who we share your information with

We only share what is needed with trusted service providers who process it on our behalf, under contract, and who must keep it secure:

  • Website hosting and security: Cloudways (web hosting) and Cloudflare (security and fast delivery of the website).
  • Payments: SumUp and PayPal (card and PayPal payments), and our bank.
  • Email delivery: Elastic Email, which delivers emails sent from our website.
  • Website statistics: Google Analytics, and Automattic (Jetpack and WooCommerce Analytics), only if you accept analytics cookies.
  • Delivery: any courier we use to deliver or collect your order receives your name, delivery address and phone number.
  • Professional advisers: our accountant, and our insurers or legal advisers if needed.

We may also share information if the law requires it, for example with HMRC or the police.

International transfers

Some of our providers, such as Google, PayPal, Automattic and Cloudflare, may process information outside the UK, including in the USA and the European Economic Area. When they do, the transfer is protected by safeguards approved under UK law, such as the UK–US data bridge, adequacy regulations or the UK International Data Transfer Agreement.

How long we keep your information

  • Orders, invoices and payment records: 6 years after the end of the financial year they relate to, as HMRC requires.
  • Quotes that don’t go ahead and general enquiries: up to 2 years, so we can help if you get back in touch.
  • Customer accounts: until you ask us to close your account. Order records are then kept as above.
  • Gallery photos and reviews: until you ask us to remove them or we stop using them.
  • Marketing: until you unsubscribe. We keep a note of your email address so we don’t contact you again.
  • Analytics: no more than 14 months, in line with our Google Analytics settings.

Keeping your information safe

Our website uses an encrypted (HTTPS) connection, card payments are handled by the payment providers, and access to customer information is limited to people who need it to run the business.

Your rights

Under UK data protection law you have the right to:

  • ask for a copy of the personal information we hold about you;
  • ask us to correct information that is wrong or incomplete;
  • ask us to delete your information. We may need to keep some records, such as invoices, for legal reasons;
  • ask us to restrict how we use your information, or object to us using it, including for marketing at any time;
  • ask for information you gave us to be sent to you or another organisation in a commonly used format;
  • withdraw your consent at any time, where we rely on consent (for example gallery photos or analytics cookies).

To use any of these rights, email sales@chaircoverhire.com or call 01908 760547. We will respond within one month and there is normally no charge.

Complaints

If you are unhappy with how we have handled your information, please contact us first so we can put it right. You also have the right to complain to the Information Commissioner’s Office (ICO), the UK regulator for data protection, at ico.org.uk/make-a-complaint or on 0303 123 1113.

Changes to this policy

We will update this page if we change how we use personal information. The date at the top shows when it was last updated.