Witney · Oxfordshire +44 (0)1865 522 678

Privacy Policy

Last updated: 22 May 2026

Oxfordshire AV is a trading name of Oxford Media Factory Limited (company no. 08469108), based in Witney, Oxfordshire OX28. We take your privacy seriously and keep this policy as plain as possible.

Who we are

Oxford Media Factory Limited is the data controller for personal information collected through this website and our enquiry process. You can reach us at:

What data we collect and why

When you submit an enquiry through our contact form, we collect:

  • Name — so we know who we're talking to
  • Email address — to send you a quote and follow up on your enquiry
  • Phone number — in case we need to reach you quickly about your event
  • Event date — to check availability and plan resourcing
  • Venue — to understand the technical requirements of your event
  • Message — to understand exactly what you need

We do not use analytics tracking, advertising cookies, or any third-party tracking scripts. The only cookies this site may set are essential session cookies required for the contact form to function.

Our lawful basis for processing

We process your data on two bases under UK GDPR:

  • Contract — where you proceed to booking, processing your data is necessary to perform our contract with you.
  • Legitimate interests — for initial enquiries that do not result in a booking, we have a legitimate interest in responding to and managing business enquiries. We have assessed that this does not override your rights and freedoms.

How long we keep your data

Enquiry data (where no booking results) is retained for up to 12 months from the date of the enquiry, then deleted. Where a booking is made, we retain data for as long as necessary to fulfil the contract and meet our legal obligations (typically 7 years for financial records).

Who we share your data with

We do not sell, rent or trade your personal data. We do not share it with third parties for marketing purposes.

Your data passes through Cloudflare (our website infrastructure and DNS provider) as part of normal web hosting. Cloudflare acts as a data processor on our behalf and is bound by appropriate data processing terms. No other third parties receive your personal data.

Your rights

Under UK GDPR you have the right to:

  • Access — request a copy of the personal data we hold about you
  • Deletion — ask us to delete your data (the "right to be forgotten")
  • Portability — receive your data in a structured, machine-readable format
  • Correction — ask us to correct inaccurate or incomplete data
  • Objection — object to processing based on legitimate interests
  • Restriction — ask us to restrict processing in certain circumstances

To exercise any of these rights, contact us at [email protected]. We will respond within one month.

How to complain

If you believe we have handled your data unlawfully, you have the right to lodge a complaint with the UK's supervisory authority:

  • Information Commissioner's Office (ICO)
  • Website: ico.org.uk
  • Helpline: 0303 123 1113

We would always appreciate the chance to resolve any concern directly first — please get in touch before escalating to the ICO.

Changes to this policy

We may update this policy from time to time. The "last updated" date at the top of this page will always reflect the most recent version. Significant changes will be noted clearly.