Privacy Policy
Ruby's Marquees
Last updated: 11/08/2026
1. Introduction
This privacy policy explains how Ruby's Marquees ("we", "us", "our") collects, uses and protects your personal information when you visit www.rubysmarquees.co.uk or get in touch with us about marquee hire.
We are committed to protecting your privacy and handling your data in line with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and the Privacy and Electronic Communications Regulations (PECR).
2. Who we are
Ruby's Marquees is the data controller responsible for your personal data.
- Business name: Ruby's Marquees
- Trading address: 250 Great West Road, Hounslow, TW5 0BJ
- Email: info@rubysmarquees.co.uk
- Telephone: 020 3369 0030
If you have any questions about this policy or how we handle your data, please contact us using the details above.
3. What personal data we collect
Information you give us directly
When you complete the enquiry/contact form on our website, or contact us by email or phone, we collect:
- Your name
- Your email address
- Your telephone number
- Your address (including the event or delivery address)
- Any other details you choose to include in your message, such as event date, event type, guest numbers or site details
Information collected automatically
When you visit our website, we and our analytics and advertising providers may automatically collect:
- IP address (often in truncated or anonymised form)
- Browser type and version, device type and operating system
- Pages viewed, time spent on pages, and how you navigate the site
- The website or advert that referred you to us
- Approximate location, derived from your IP address
This information is collected through cookies and similar technologies. See Section 7 for details.
4. How we use your data and our lawful basis
Under UK GDPR we must have a lawful basis for processing your data. The table below sets out what we do and why.
| What we use your data for | Lawful basis |
|---|---|
| Responding to your enquiry and providing a quotation | Steps taken at your request prior to entering a contract(Article 6(1)(b)) |
| Arranging, delivering, installing and collecting a marquee hire | Performance of a contract (Article 6(1)(b)) |
| Site visits and access planning at your event address | Performance of a contract (Article 6(1)(b)) |
| Invoicing, taking payment and keeping accounting records | Legal obligation (Article 6(1)(c)) and legitimate interests |
| Keeping records of enquiries and correspondence | Legitimate interests — running and evidencing our business |
| Understanding how visitors use our website (analytics) | Consent (Article 6(1)(a)), given via our cookie banner |
| Measuring and improving our advertising | Consent (Article 6(1)(a)), given via our cookie banner |
| Handling complaints, disputes or insurance claims | Legitimate interests and, where relevant, legal claims |
We do not sell your personal data, and we do not use it for automated decision-making or profiling that produces legal or similarly significant effects.
Marketing
Where you have given us your consent, or where you are an existing customer and we are contacting you about similar marquee hire services (the "soft opt-in"), we may send you occasional offers and updates by email. You can unsubscribe at any time using the link in any email, or by contacting us directly.
5. Who we share your data with
We share personal data only where necessary, and only with organisations that are required to keep it secure. These include:
- Our website host and email provider — Google Workspace
- Google LLC / Google Ireland Ltd — for Google Analytics, Google Ads and Google Tag Manager (see Section 7)
- Our accountant and payment providers — for invoicing and financial records
- Subcontractors and delivery crew — where we need to share an event address to install or collect equipment
- Our insurers and professional advisers — where necessary for a claim or legal matter
- Regulators, HMRC or law enforcement — where we are required to do so by law
We do not share your data with third parties for their own marketing purposes.
6. International transfers
Some of our providers, including Google, process data on servers outside the UK, including in the United States.
Where personal data is transferred outside the UK, we rely on appropriate safeguards recognised under UK data protection law — such as UK adequacy regulations, the UK Extension to the EU–US Data Privacy Framework, or the International Data Transfer Agreement (IDTA) / the UK Addendum to the EU Standard Contractual Clauses.
You can request more information about these safeguards by contacting us.
7. Cookies and similar technologies
Cookies are small text files stored on your device when you visit a website.
Consent
We only place non-essential cookies — including analytics and advertising cookies — after you have given consent via our cookie banner. You can withdraw or change your consent at any time by clicking the 'Cookie settings' link in our website footer
Strictly necessary cookies, which are required for the website to function, do not require consent.
Cookies we use
We use Google Tag Manager to manage the tags on our site. Google Tag Manager does not itself set cookies that collect personal data, but it deploys the tools listed below.
| Provider | Purpose | Category | Typical duration |
|---|---|---|---|
Google Analytics (_ga, _ga_<container-id>) | Distinguishes users and sessions so we can understand how the site is used | Analytics | Up to 2 years |
Google Ads / Google Marketing (_gcl_au, IDE, test_cookie) | Measures advert performance, conversion tracking and remarketing | Advertising | Up to 13 months |
| Consent management cookie | Remembers your cookie preferences | Strictly necessary | [INSERT DURATION] |
Please verify this table. Cookie names and durations depend on your exact configuration and consent tool. Run a cookie scan on the live site (free tools such as CookieServe or your consent platform's own scanner will do this) and update the table to match what is actually set.
Managing cookies in your browser
You can also block or delete cookies through your browser settings. Please note that blocking strictly necessary cookies may affect how the website functions. Guidance is available at www.aboutcookies.org.
Google's own processing
For more information on how Google uses data from sites that use its services, see policies.google.com/technologies/partner-sites. You can opt out of Google Analytics entirely using Google's browser add-on: tools.google.com/dlpage/gaoptout.
8. How long we keep your data
We keep personal data only for as long as we need it:
| Type of record | Retention period |
|---|---|
| Enquiries that do not lead to a booking | 12 months from last contact |
| Customer and booking records | 6 years after the event, in line with contractual limitation periods |
| Financial and accounting records | 6 years after the end of the relevant tax year (HMRC requirement) |
| Website analytics data | As configured in Google Analytics |
| Marketing consents and preferences | Until you withdraw consent, plus a record of the withdrawal |
When data is no longer needed, we securely delete or anonymise it.
9. How we keep your data secure
We use appropriate technical and organisational measures to protect your data, including secure (HTTPS) transmission on our website, access controls and password protection on our systems, and limiting access to those who need it.
No method of transmission over the internet is completely secure, but we take all reasonable steps to protect your information and have procedures in place to deal with any suspected data breach.
10. Your rights
Under UK data protection law you have the right to:
- Be informed about how we use your data — this policy
- Access the personal data we hold about you (a "subject access request")
- Rectification of inaccurate or incomplete data
- Erasure of your data in certain circumstances (the "right to be forgotten")
- Restrict processing in certain circumstances
- Data portability — receive your data in a portable format
- Object to processing based on legitimate interests, and to direct marketing at any time
- Withdraw consent at any time, where processing is based on consent
To exercise any of these rights, contact us at info@rubysmarquees.co.uk. We will respond within one month. There is normally no charge, and we may need to verify your identity first.
11. Complaints
If you are unhappy with how we have handled your data, please contact us first so we can try to put things right.
You also have the right to complain to the Information Commissioner's Office (ICO):
- Website: ico.org.uk/make-a-complaint
- Helpline: 0303 123 1113
- Address: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
12. Children
Our website and services are not directed at children. We do not knowingly collect personal data from anyone under 13. If you believe a child has provided us with personal data, please contact us and we will delete it.
13. Third-party links
Our website may contain links to other websites. This privacy policy applies only to our site, and we are not responsible for the privacy practices of other operators. We encourage you to read their privacy policies.
14. Changes to this policy
We may update this policy from time to time. Any changes will be posted on this page with a revised "last updated" date. We recommend checking back periodically.
This policy was last reviewed on 11/08/2026.