Legal
Privacy policy
This Privacy Policy explains how HiveFlock Technology Ltd (company no. 16270881) (“we”, “us”, “our”) collects, uses, stores, and shares personal information when you visit cuetheflash.events, submit an enquiry, book our photo booth services, use client portals (quotes, terms, payments, galleries), or interact with our emails. We are the data controller for the processing described here.
Version 2026.1 · Published 25 Jul 2026.
1. Who we are
Data controller: HiveFlock Technology Ltd (company no. 16270881)
Registered address: Suite A, 82 James Carter Road, Mildenhall, Suffolk, IP28 7DE
Contact: hello@cuetheflash.events
Phone: 01603 249 589 · 07588 520 148
For data protection queries, including exercising your rights, contact us at the email above. We do not currently appoint a separate Data Protection Officer; enquiries are handled by our management team.
2. Personal information we collect
Depending on how you interact with us, we may collect:
- Identity & contact data — name, email address, phone number, billing contact details.
- Booking & event data — event date, venue name and address, guest counts, package selections, timings, special requests, venue contacts, and messages you send us.
- Contract & payment data — quotes, signed terms, invoice references, payment status, bank transfer references (we do not store full card details on our systems).
- Communications — emails we send and receive, email open/click data where tracking pixels are used, and your marketing preferences.
- Photo & gallery data — digital images captured at events, gallery access tokens, favourites, and download activity where logged.
- Technical data — IP address, browser type, device information, and security logs when you use our website or client links.
- Staff & supplier data — if you work with us as staff, we may hold contact details, shift responses, and payment-related information separately from customer data.
Where guests use the photo booth at your event, their images may be captured. We display a notice at or near the booth (which may be physical signage or an on-screen message) informing guests that photographs are being taken and directing them to our Privacy Policy and Photo Policy. As the organiser, you should also make guests aware where appropriate. We process guest images to deliver prints and galleries to the booking customer and guests with access.
3. How we collect information
- Directly from you — enquiry forms, quote confirmation, event details forms, emails, and phone calls.
- Automatically — essential cookies, security tokens, and server logs (see our Cookie Policy).
- From venues or planners — only where you or they provide information to coordinate your event.
- From payment and accounting systems — status updates and reconciliation records.
4. How and why we use your information
| Purpose | Typical lawful basis (UK GDPR) |
|---|---|
| Respond to enquiries and provide quotes | Contract (pre-contract steps) / Legitimate interests |
| Manage bookings, terms, invoices, and payments | Contract / Legal obligation |
| Operate booths, attend events, and deliver prints/galleries | Contract |
| Send service emails (quotes, terms, invoices, event coordination) | Contract / Legitimate interests |
| Send optional automated booking reminders | Legitimate interests (you may opt out) |
| Newsletter and promotional offers | Consent (double opt-in) |
| Website security and abuse prevention | Legitimate interests / Legal obligation |
| Accounting, tax, and dispute resolution | Legal obligation / Legitimate interests |
| Marketing with anonymised or general event imagery | Legitimate interests (opt-out available before the event) |
You are not generally required to provide personal information by law, but we cannot process an enquiry or booking without contact and event details.
5. Email communications
Booking service emails include quotes, terms to sign, invoices, payment reminders, event coordination messages, and (unless you opt out) automated reminders about your booking. These are not promotional emails.
Marketing emails (newsletter and offers) are optional. If you opt in on our website, we send a separate confirmation email before adding you to a list. You can unsubscribe or manage preferences using the links in our emails.
6. Who we share information with
We do not sell your personal information. We share data only where necessary with:
- Service providers (processors) — website hosting, email delivery, gallery/CDN storage, cloud infrastructure, and accounting integrations. They process data on our instructions under appropriate terms.
- Booth staff — event-day contact details needed to deliver your booking.
- Professional advisers — accountants or lawyers where required.
- Authorities — if required by law or to protect rights and safety.
Some providers may process data outside the UK. Where this occurs, we use appropriate safeguards such as UK adequacy regulations or Standard Contractual Clauses.
7. International transfers
Our primary systems are hosted in the UK or EEA where possible. If data is transferred internationally, we ensure a comparable level of protection through approved transfer mechanisms.
8. How long we keep information
- Enquiries not converted to bookings — typically up to 24 months, then deleted or anonymised unless you ask us to remove them sooner.
- Booking records — for the duration of the booking and up to 7 years afterwards for accounting, tax, and legal claims.
- Gallery images — while your gallery is published and for a reasonable period afterwards unless you request earlier deletion.
- Marketing preferences — until you unsubscribe or ask us to erase your details, subject to suppression records we may retain to honour opt-outs.
- Security logs — typically up to 90 days unless needed for incident investigation.
9. Security
We use appropriate technical and organisational measures including access controls, encrypted connections (HTTPS), secure admin authentication, and limited staff access. No method of transmission over the internet is completely secure; we cannot guarantee absolute security.
10. Your rights
Under UK data protection law you may have the right to:
- Request access to your personal data
- Request correction of inaccurate data
- Request erasure in certain circumstances
- Request restriction of processing
- Object to processing based on legitimate interests
- Request data portability where applicable
- Withdraw consent for marketing at any time
To exercise your rights, use our data protection request form or email hello@cuetheflash.events. We may need to verify your identity. We aim to respond within one month.
You may complain to the Information Commissioner's Office (ICO): ico.org.uk.
11. Children
Our services are intended for event organisers aged 18 and over. We do not knowingly collect personal data from children for marketing. Guest images may include children at family events; parents or organisers should manage guest awareness as appropriate.
12. Automated decision-making
We do not use solely automated decision-making that produces legal or similarly significant effects about you.
13. Cookies
See our Cookie Policy for details of cookies and similar technologies on our website.
14. Links to other websites
Our website may link to third-party sites (for example social media). We are not responsible for their privacy practices. Please review their policies separately.
15. Changes to this policy
We may update this policy from time to time. The current version is always published on this page with the version number shown above. Material changes may be communicated by email where appropriate.