This Privacy Policy explains how Breakdancing Octopus Ltd (“we”, “us”, “our”), trading as London Speaker Hire and London Karaoke Hire, collects, uses and protects personal information. We are committed to handling your data securely and transparently in line with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and the Privacy and Electronic Communications Regulations (PECR).
Who we are
Breakdancing Octopus Ltd
Company number: 07883964
Registered office: 1 Kings Avenue, London N21 3NA, United Kingdom
ICO registration: ZB746837 (Tier 1, valid until 05 September 2026)
Trading names: London Speaker Hire, London Karaoke Hire
What information we collect
- Contact details (name, address, telephone number, email address)
- Booking and payment information (including details necessary for invoices and hire contracts)
- IP address, browser type and device information from form submissions (for fraud prevention and security)
- Bank transfer details where provided for payments (via Starling Bank)
- Communication records (emails, chat transcripts, enquiries, complaints)
- Customer feedback and reviews (emails, Google Reviews, Trustpilot, social media comments)
- Photos or videos from events, where you have consented or where they are provided for promotional purposes
- CCTV footage recorded on our premises, used solely for security and crime prevention
How we collect information
- Directly from you when you complete an enquiry form, make a booking, or contact us by phone, email or chat
- Automatically through website technologies such as cookies (see our Cookie Policy)
- From reviews or testimonials submitted via third-party platforms
- Through CCTV systems in and around our premises
How we use your information
- To respond to enquiries, provide quotations, and manage bookings
- To process payments securely through Stripe or via bank transfer
- To verify identity and prevent fraud using Stripe’s identity verification tools
- To deliver and collect equipment, including sharing details with trusted transport providers
- To maintain financial records and comply with legal obligations
- To send marketing communications where you have given consent (e.g. via Mailchimp)
- To improve our services through analytics, reviews and feedback
- To use event photos, videos, or testimonials for promotional purposes, only where appropriate consent has been obtained
- To ensure the safety and security of our staff, customers and property through the use of CCTV
Legal bases for processing
- Contract: to provide our hire services and process payments
- Legal obligation: to meet financial, tax and regulatory requirements
- Legitimate interests: to manage enquiries, protect against fraud, ensure site security, and market to existing customers
- Consent: for optional marketing communications and use of event photos/videos
Sharing your information
We may share personal data with trusted third parties to support our operations, including:
- Stripe (payments and ID verification)
- Starling Bank (bank transfers)
- Dropbox, Microsoft 365, Slack (secure file storage and communications)
- Current RMS (rental management system)
- SMTP2Go, Mailchimp (email delivery and marketing)
- GridPane, Cloudflare, Digital Ocean (website hosting and security)
- Google Analytics, Google Search Console, Facebook Pixel (analytics and marketing)
- TawkTo (website live chat)
- Transport and courier partners (delivery and collection services)
- Law enforcement agencies, where required by law or in connection with security and crime prevention
CCTV
We operate CCTV systems inside our premises and in external areas such as the courtyard. The system is motion-activated and is used for security, safety, and crime prevention purposes only. Footage is not shared with anyone except law enforcement or relevant authorities where legally required. Access to CCTV footage is restricted to company directors, and it is stored securely on company-controlled systems.
Security measures
- Restricted access: only authorised directors can access company systems remotely; employees do not have unrestricted access
- Secure disposal: physical documents are shredded on site and collected by a secure disposal provider. We now operate an almost paperless office, with printers no longer in active use
- Digital security: we use enterprise-grade antivirus, firewall, and device management solutions to protect all company devices
- Encryption and access controls on all major systems and cloud services
International transfers
Some of our third-party providers may process data outside the UK or EEA (for example, Mailchimp and Stripe). In these cases, data is protected under approved safeguards such as standard contractual clauses.
Data retention
- Booking and financial records: kept for at least 6 years to comply with tax and accounting obligations
- Enquiry data (where no booking is made): retained for up to 24 months
- Marketing data: retained until you withdraw consent or unsubscribe
- Photos, videos, and testimonials: retained while relevant for promotional purposes or until consent is withdrawn
- CCTV footage: stored securely and deleted once it is no longer required for security or investigation purposes
Children’s data
We do not knowingly enter into contracts with anyone under 18. If an under-18 makes an initial enquiry, their details may appear as a contact note, but the legal booking must be made by a parent, guardian or authorised signatory.
Your rights
- Right of access to your data
- Right to rectification of inaccurate data
- Right to erasure (“right to be forgotten”)
- Right to restrict processing
- Right to data portability
- Right to object to certain processing (including marketing)
- Right to withdraw consent where processing is based on consent
To exercise these rights, please contact: [email protected]
Complaints
If you are concerned about how we handle your data, please contact us first. You also have the right to complain to the UK Information Commissioner’s Office (ICO): www.ico.org.uk
Updates to this policy
We may update this Privacy Policy from time to time. Changes will be posted on this page with an updated “last revised” date.
Last updated: September 2025
