Privacy Policy

Last Updated: April 2026

At AV Professionals Ltd (“we”, “our”, “us”), we are committed to protecting your personal data and respecting your privacy. This Privacy Policy explains how we collect, use, store, and share your personal information when you use our website, engage with our services, or otherwise interact with us.

This policy complies with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. We encourage you to read this document carefully and contact us if you have any questions.

1. Who We Are

AV Professionals Ltd is the data controller responsible for your personal data. If you have questions about this policy or our data practices, please contact us at:

AV Professionals Ltd

Email: info@avprofessionals.co.uk

Telephone: 020 3305 8859

2. What Information We Collect

We may collect and process the following categories of personal data:

2.1 Information You Provide Directly

Full name and job title
Company or organisation name
Email address, phone number, and postal address
Details you provide in enquiry forms, project briefs, or quotation requests
Payment information (processed securely via third-party payment providers)
Communications and correspondence with us

2.2 Information We Collect Automatically

IP address and browser type
Pages viewed and time spent on our website
Referring URLs and search terms
Cookie identifiers and usage data (see our Cookie Policy)

2.3 Information from Third Parties

Information from business partners or industry directories
Publicly available professional information (e.g. LinkedIn)
Referrals from existing clients or contacts

3. How We Use Your Information

We use your personal data only for lawful purposes. The specific reasons we may use your data include:

To respond to enquiries and provide quotes or proposals for AV services
To deliver and manage AV installations, events, and technical support
To process payments and manage invoicing
To send service-related communications, including project updates and scheduling
To send marketing communications where you have given consent or where we have a legitimate interest (you may opt out at any time)
To improve our website and services through analytics
To comply with our legal and regulatory obligations
To prevent fraud and protect the security of our systems

4. Legal Basis for Processing

We rely on the following lawful bases under the UK GDPR:

Contract: To fulfil our contractual obligations when you engage our services
Legitimate Interests: For business development, improving services, and fraud prevention
Legal Obligation: Where processing is required to comply with applicable law
Consent: For marketing communications and non-essential cookies, where consent is obtained

5. Who We Share Your Data With

We do not sell your personal data. We may share it with trusted third parties only where necessary, including:

IT service providers and cloud hosting partners
Accountancy and payment processing platforms
Subcontractors or installation partners assisting on specific AV projects
Professional advisors such as solicitors and accountants
HMRC and regulatory authorities where required by law

All third parties we work with are required to handle your data securely and in accordance with applicable data protection law.

6. International Transfers

Where we transfer personal data outside the UK, we ensure that appropriate safeguards are in place, such as the use of the UK's International Data Transfer Agreement (IDTA) or equivalent mechanisms, to ensure your data remains protected to the same standard as within the UK.

7. Data Retention

We retain your personal data only for as long as necessary for the purposes for which it was collected, or as required by law. Our standard retention periods are:

Client and project records: 7 years following completion of services (for tax and legal compliance)
Marketing contact lists: Until you unsubscribe or withdraw consent
Website analytics data: 26 months
Enquiry and correspondence records: 3 years

After applicable retention periods, data is securely deleted or anonymised.

8. Your Rights

Under UK data protection law, you have the following rights:

Right of Access – to request a copy of the personal data we hold about you
Right to Rectification – to request correction of inaccurate or incomplete data
Right to Erasure – to request deletion of your data in certain circumstances
Right to Restriction – to request that we limit processing of your data
Right to Data Portability – to receive your data in a structured, machine-readable format
Right to Object – to object to processing based on legitimate interests or for direct marketing
Rights in relation to automated decision-making – we do not use solely automated decision-making processes

To exercise any of these rights, please contact us at privacy@avprofessionals.co.uk. We will respond within one month. You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk or by calling 0303 123 1113.

9. Cookies

Our website uses cookies to improve your browsing experience and to analyse site traffic. We use:

Essential cookies – required for the website to function correctly
Analytics cookies – to understand how visitors use our site (e.g. Google Analytics)
Marketing cookies – to measure the effectiveness of advertising (only with your consent)

You can manage your cookie preferences via the cookie banner displayed on your first visit, or through your browser settings. For full details, please see our Cookie Policy.

10. Data Security

We take appropriate technical and organisational measures to protect your personal data against unauthorised access, disclosure, alteration, or destruction. These include encrypted data storage, restricted access controls, secure communication protocols, and regular staff training on data protection.

In the event of a data breach that is likely to result in a risk to your rights and freedoms, we will notify the ICO within 72 hours and, where required, inform you directly without undue delay.

11. Children's Privacy

Our services are directed at businesses and professional clients. We do not knowingly collect personal data from individuals under the age of 18. If you believe we have inadvertently collected such data, please contact us immediately and we will take steps to delete it.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or applicable law. The date at the top of this document indicates when it was last revised. Where changes are material, we will notify you by email or by posting a notice on our website.

13. Contact Us

If you have any questions, concerns, or requests relating to this Privacy Policy or how we handle your personal data, please contact our Data Protection Lead: