TRI FORCES FUNCTIONS LIMITED customer privacy notice

This privacy notice tells you what to expect us to do with your personal information.

·         Contact details

·         What information we collect, use, and why

·         Lawful bases and data protection rights

·         Where we get personal information from

·         How long we keep information

·         Who we share information with

·         How to complain

Contact details

Email

info@triforces.com

What information we collect, use, and why

We collect or use the following information to provide and improve products and services for clients:

·         Names and contact details

·         Addresses

·         Pronoun preferences

·         Occupation

·         Payment details (including card or bank information for transfers and direct debits)

·         Transaction data (including details about payments to and from you and details of products and services you have purchased)

·         Usage data (including information about how you interact with and use our website, products and services)

·         Information relating to compliments or complaints

·         Video recordings

·         Audio recordings (eg calls)

·         Records of meetings and decisions

·         Account access information

·         Website user information

We collect or use the following personal information for information updates or marketing purposes:

·         Names and contact details

We collect or use the following personal information to comply with legal requirements:

·         Name

·         Contact information

We collect or use the following personal information for dealing with queries, complaints or claims:

·         Names and contact details

·         Addresses

·         Payment details

·         Video recordings of public areas

·         Audio recordings of public areas

·         Video recordings of private or staff only areas

·         Audio recordings of private or staff only areas

·         Photographs

Lawful bases and data protection rights

Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.

Which lawful basis we rely on may affect your data protection rights which are set out in brief below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:

·         Your right of access - You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. Read more about the right of access.

·         Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. Read more about the right to rectification.

·         Your right to erasure - You have the right to ask us to delete your personal information. Read more about the right to erasure.

·         Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information. Read more about the right to restriction of processing.

·         Your right to object to processing - You have the right to object to the processing of your personal data. Read more about the right to object to processing.

·         Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. Read more about the right to data portability.

·         Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time. Read more about the right to withdraw consent.

If you make a request, we must respond to you without undue delay and in any event within one month.

To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.

Our lawful bases for the collection and use of your data

Our lawful bases for collecting or using personal information to provide and improve products and services for clients are:

·         Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

·         Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:

·         We have a legitimate interest in using customer information to refine our event production services and improve the client experience. This includes analysing site requirements and service outcomes to develop better power, structure, and technical solutions for future events. We also process contact details to follow up with clients after an initial inquiry or completed project; this allows us to gather essential feedback, manage our business relationship, and ensure our services continue to meet the high standards required for private, corporate, and military environments. This processing is limited to what is necessary for these improvements and is something a client would reasonably expect when engaging a professional production firm.

For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.

Our lawful bases for collecting or using personal information for information updates or marketing purposes are:

·         Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

·         Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:

·         We may use your personal information to provide updates about our services or for marketing purposes where we have a lawful basis to do so. This includes Consent, where individuals have opted-in to receive communications, and Legitimate Interests for existing customers where we may provide information on similar services. No marketing activities are currently active, but this policy covers the standards we will adhere to should we begin such communications, including providing a clear right to opt-out at any time

For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.

Our lawful bases for collecting or using personal information to comply with legal requirements:

·         Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are:

·         Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

·         Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

·         Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:

·         We process personal data to resolve customer queries, manage complaints, and handle legal claims. This is necessary for the performance of our contracts, as responding to client inquiries is an essential part of our service delivery. We also have a legitimate interest in processing this data to resolve disputes, maintain high service standards, and protect our business in the event of legal challenges or insurance claims. Additionally, we may process this information to meet legal obligations, such as complying with consumer rights legislation or responding to court orders and health and safety investigations.

For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.

Where we get personal information from

·         Directly from you

How long we keep information

We only retain your personal data for as long as is strictly necessary to fulfill the purposes for which it was collected, including satisfying any legal, accounting, or reporting requirements.

·         Financial and Transactional Data: We are legally required by UK tax law (HMRC) to keep records of all invoices, payments, and financial transactions for 6 years after the end of the tax year in which they occurred.

·         Contractual and Project Records: For clients who engage our services—whether for a ground-up build or bespoke hire—we retain project files, site maps, and signed agreements for 6 years following the completion of the project. This allows us to manage any future contractual queries or legal claims.

·         Health and Safety Records: Because we provide structures, power, and staging, we maintain safety sign-offs and risk assessments for 3 to 4 years. This ensures we have the necessary documentation should an insurance or personal injury claim arise.

·         General Inquiries and Quotes: If you contact us for a quote but do not proceed with a booking, we will typically keep your details for 2 years. This allows us to provide a more efficient experience should you return to us for a future event.

·         Marketing Data: If you have opted-in to receive updates from Tri forces , we will keep your contact information until you choose to unsubscribe. You can opt-out at any time via the link in our emails or by contacting us directly.

For more information on how long we store your personal information or the criteria we use to determine this please contact us using the details provided above.

Who we share information with

Data processors

Wix.com Ltd. (Website Builder & Cloud Hosting)

This data processor does the following activities for us: Provides the digital platform used to build and host our website. They process the information submitted through our online forms, manage our customer database (CRM), and provide the secure cloud infrastructure for our online business operations, including data storage and backups.

Others we share personal information with

·         Insurance companies, brokers or other intermediaries

·         Professional or legal advisors

·         Suppliers and service providers

How to complain

If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.

The ICO’s address:    

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113

Website: https://www.ico.org.uk/make-a-complaint

Last updated 11/02/26