Privacy policy
Wagtail Event Hire Ltd — Privacy Policy (ROI/GDPR)
Effective date: 14th October 2025
Last updated: 14th October 2025
Controller: Wagtail Event Hire Ltd (“Wagtail”, “we”, “us”)
Email: [email protected] | Phone: +353 89 256 8353
Website: www.wagtaileventhire.ie
1) Scope
This policy explains how we collect, use, store, share, and protect personal data when you:
browse our website,
make an enquiry,
place a hire/sales order,
arrange delivery/installation through us with third parties,
receive marketing communications.
This policy does not cover third‑party websites or services that we link to.
2) Who we are
Data Controller: Wagtail Event Hire Ltd, Republic of Ireland.
Data Protection Officer: Not appointed. Contact [email protected] for privacy queries.
3) Personal data we collect
Identity and contact: name, company, role, email, phone, billing/shipping addresses.
Verification/anti‑fraud: photo ID, proof of address, company registration, insurance evidence.
Booking/order details: items hired/sold, dates, locations, delivery/collection notes, signatures.
Condition/evidence: asset IDs/serials, time‑stamped pre/post photos/videos, meter readings, tamper‑seal logs, incident reports.
Payments: invoice/transaction details; card data handled by our payment processor (we do not store full card numbers).
Communications: enquiries, quotes, emails, call notes.
Marketing preferences: opt‑in/opt‑out records.
Website and device data: IP address, device/browser info, cookies, analytics, access logs, error logs.
Social/embedded media: interactions with embedded maps, videos, social widgets (subject to their policies).
Please do not send special category data (health, biometric, etc.). If you do, we will delete it unless we have a clear legal reason to retain it.
4) How we use your data and legal bases
Provide quotes, process bookings/sales, and customer support (contract).
Verify identity, manage risk, prevent fraud/theft, and recover equipment (legitimate interests; legal obligation).
Record equipment condition and chain of custody (legitimate interests).
Arrange couriers/installers on your behalf and share necessary details (contract; legitimate interests).
Billing, accounting, tax compliance (legal obligation).
Maintain and secure our website, diagnose issues, and measure performance (legitimate interests; consent for non‑essential cookies).
Send service messages (contract/legal obligation) and marketing communications (consent; you can withdraw anytime).
Handle insurance and claims, including sharing with insurers/loss adjusters (legitimate interests; legal obligation).
Where we rely on consent (e.g., marketing, analytics cookies), you can withdraw via the unsubscribe link or cookie banner.
5) Cookies and similar technologies
We use:
Strictly necessary cookies (site security, session management).
Analytics/performance cookies (to improve the site).
Preference and marketing cookies (if used).
We will present a cookie banner to obtain consent for non‑essential cookies. See our Cookie Policy for details on each cookie, its purpose, and retention.
6) Sharing your data
We may share personal data with:
Hosting and website providers: Durable.co (site platform) and Hosting Ireland (hosting).
Payment processors: e.g., Stripe/PayPal/other (update to your actual provider).
Email, CRM, asset/rental software, e‑signature, and file storage providers.
Couriers and installers you ask us to help book (as your agent).
Insurers, brokers, and loss adjusters for risk management and claims.
Professional advisors (legal, accounting) and debt recovery agencies.
Law enforcement, regulators, or courts where required by law.
We require processors to protect your data under GDPR‑compliant contracts.
7) International transfers
Some providers may process data outside the EEA/UK. Where they do, we rely on:
an EU adequacy decision (if applicable), or
EU Standard Contractual Clauses and supplementary measures.
Details are available on request.
8) Data retention
We keep data only as long as necessary for the purposes set out above:
Enquiries (no hire/sale): up to 12 months.
Hire/sales records, invoices, and accounting: at least 6 years to meet legal/tax requirements.
Condition photos/videos and incident records: up to 6 years after the hire ends, or longer if a dispute/claim is ongoing.
ID/verification copies: typically 90 days after return/check‑in unless a dispute/claim requires longer.
Website logs: ~90 days (security/troubleshooting), unless required longer for investigations.
Analytics data: typically 14–26 months (see your analytics settings).
Marketing data: until you unsubscribe or after 24 months of inactivity, then we delete or anonymise.
We may retain data longer where necessary to establish, exercise, or defend legal claims.
9) Security
We use appropriate technical and organisational measures, including:
access controls and least‑privilege permissions,
encryption in transit (TLS) and at rest where supported,
secure password practices and MFA where available,
regular updates and backups,
staff training and data handling procedures,
vetting of vendors and DPAs with processors.
No system is 100% secure; we will notify you and the Data Protection Commission (DPC) of any notifiable breach in line with GDPR.
10) Your rights (GDPR)
You have rights to:
access your data,
correct inaccurate data,
delete data (where applicable),
restrict or object to processing (including processing based on legitimate interests),
data portability,
withdraw consent (for consent‑based processing),
not be subject to decisions based solely on automated processing (we do not make such decisions).
To exercise your rights, email [email protected]. We may need to verify your identity. You also have the right to lodge a complaint with the Data Protection Commission: www.dataprotection.ie | +353 57 868 4800.
11) Children
Our services and website are not intended for children under 16. We do not knowingly collect children’s data.
12) Third‑party links and services
Our website may link to third‑party sites or embed third‑party content (e.g., maps, videos). Those providers process data under their own privacy policies.
13) Marketing
We send marketing emails only with your consent or as otherwise permitted by law (e.g., soft opt‑in for existing customers, where applicable).
You can unsubscribe at any time via the link in our emails or by emailing [email protected].
We may request consent to use photos/videos from your events for marketing. Condition/evidence photos we take for asset protection are not used for marketing without your consent.
14) Changes to this policy
We may update this policy from time to time. We will post changes here and update the effective date. Material changes may also be notified by email or site notice.
15) Contact
Questions, requests, or complaints about privacy:
Email: [email protected]
Phone: +353 89 256 8353