Privacy Policy
This privacy statement explains how MTSS Group Ltd (“we”, “us”, “our”) collects, uses, and protects personal information when you visit mtss.uk or get in touch with us about our live events production services.
We are the data controller for the personal information described in this statement.
1. Who we are
MTSS Group Ltd
Registered in [Scotland / England & Wales],
Email: matthew@mtss.uk
If you have any questions about this statement or how we handle your data, please contact us at the email above.
2. The information we collect
Information you give us directly
• Contact details (name, email address, phone number, company or organisation name) when you fill in our contact form or get in touch by email or phone.
• Event and project details you share with us when discussing potential work — for example, event dates, venue, technical requirements, and budget.
• Any photos, reviews, or testimonials you choose to share with us, where you’ve given permission for us to use them.
• Any other information you choose to send us in messages, calls, or meetings.
Information collected automatically when you visit our website
• Technical information such as your IP address, browser type, device type, operating system, and approximate location (country/region).
• Usage information such as the pages you visit, links you click, and time spent on the site.
• Cookies and similar technologies (see Section 6 below).
Information from third parties
• If you interact with our Facebook page or any social content embedded on our site, the relevant platform may share limited information with us in accordance with their own privacy settings.
3. How we use your information
We use your personal information for the following purposes:
• To respond to your enquiries — answering questions, preparing quotes, and discussing potential projects.
• To deliver our services — managing bookings, planning events, communicating with you and any third parties involved (such as venues), and providing the technical production services you’ve engaged us for.
• To run and improve our website — including basic security, troubleshooting, and understanding how visitors use the site.
• To showcase our work — using photos, reviews, and project details on our website, portfolio, or social media, but only where you’ve given us permission or where the content does not identify individuals.
• To meet legal and regulatory obligations — including accounting, tax, insurance, and responding to lawful requests.
We do not use your information for direct marketing emails or newsletters.
4. Our legal basis for using your information
Under UK and EU data protection law, we must have a lawful basis for processing your personal information. We rely on:
• Contract — where we need your information to provide a service you’ve asked us to deliver, or to take steps before entering into a contract with you.
• Legitimate interests — for running our business day to day, responding to enquiries, basic website analytics, and showcasing our work in a way that does not unfairly affect your rights.
• Consent — for non-essential cookies and for using identifiable photos, reviews, or testimonials of you. You can withdraw consent at any time.
• Legal obligation — where we need to retain or share information to comply with the law (for example, keeping financial records for HMRC).
5. Who we share your information with
We do not sell your personal information. We share it only where necessary, with:
• Our service providers — including our website host (Squarespace) and our email and accounting software providers. These providers act on our instructions and are bound by contracts requiring them to protect your data.
• Event partners — for example, venues, suppliers, freelance crew, or other contractors involved in delivering your event, where sharing information is necessary to deliver the service.
• Professional advisers — such as our accountant, insurer, or solicitor where reasonably necessary.
• Authorities — where we are legally required to share information with HMRC, the police, courts, or regulators.
• A buyer or successor — if our business is sold or restructured, your information may be transferred as part of that transaction.
6. Cookies
Our website uses cookies and similar technologies. These include:
• Strictly necessary cookies — required for the site to function. These do not require consent.
• Analytics cookies — to understand how visitors use the site so we can improve it.
• Functional cookies — to remember your preferences.
When you first visit our site, you’ll see a cookie banner letting you accept, reject, or manage non-essential cookies. You can change your preferences at any time through the cookie settings link in the footer of our site, or via your browser settings.
If you view embedded content from third parties (such as a Facebook feed) on our site, those platforms may set their own cookies subject to their own privacy policies.
7. How long we keep your information
We keep your information only for as long as necessary for the purposes described in this statement, including to meet legal, accounting, or reporting requirements. In general:
• Enquiry and contact form data: up to 2 years from last contact.
• Customer records, contracts, and invoices: 6 years (HMRC requirement).
• Photos, reviews, and testimonials used on our website or social media: until you ask us to remove them, or until we no longer wish to use them.
• Website analytics: typically 14 to 26 months, depending on the provider.
8. International transfers
Some of our service providers (including Squarespace) are based outside the UK and EEA, including in the United States. When your information is transferred to a country that does not have equivalent data protection laws, we rely on safeguards such as the UK International Data Transfer Agreement, EU Standard Contractual Clauses, or the UK Extension to the EU–US Data Privacy Framework.
If you would like more information about these safeguards, please contact us.
9. Your rights
If you are in the UK or EEA, you have the following rights under data protection law:
• Access — request a copy of the personal information we hold about you.
• Rectification — ask us to correct inaccurate or incomplete information.
• Erasure — ask us to delete your information in certain circumstances.
• Restriction — ask us to limit how we use your information.
• Objection — object to processing based on legitimate interests.
• Portability — receive your information in a structured, machine-readable format.
• Withdraw consent — where we rely on consent (for example, to use a photo of you), you can withdraw it at any time.
To exercise any of these rights, please email us at matthew@mtss.uk. We will respond within one month.
You also have the right to complain to the Information Commissioner’s Office (ICO) at ico.org.uk or 0303 123 1113 if you are unhappy with how we have handled your information. We would, however, appreciate the chance to address your concerns first.
10. Children
Our website and services are aimed at adults — typically corporate clients, event organisers, and couples planning weddings. We do not knowingly collect personal information from children under 16. If you believe a child has provided us with personal information, please contact us so we can remove it.
11. Security
We use reasonable technical and organisational measures to protect your personal information, including encryption in transit, access controls, and using reputable service providers. No system is completely secure, but we work to reduce risk and respond quickly if something goes wrong.
12. Changes to this statement
We may update this statement from time to time. The “last updated” date at the top will reflect any changes.
13. Contact
If you have any questions, requests, or complaints about this privacy statement or how we handle your information, please contact us:
MTSS Group Ltd
Email: matthew@mtss.uk