Last Updated: 23 July 2026

On Site Audio Visual Services Limited, trading as OSAV (“OSAV”, “we”, “our” or “us”), is committed to protecting your privacy and handling your personal information responsibly.

This Privacy Policy explains what personal information we collect through our website, why we collect it, how we use it, who we may share it with, how long we retain it and the rights available to you under the UK General Data Protection Regulation (“UK GDPR”) and the Data Protection Act 2018.

1. Who we are

On Site Audio Visual Services Limited is the data controller responsible for personal information collected through this website.

Company number: SC269886
Registered in: Scotland
Registered office: 76 Hamilton Road, Motherwell, Scotland, ML1 3BY
Website: www.osav.co.uk
Contact: Contact OSAV
Freephone: 0800 234 6447

2. Information we collect

Information you provide

When you contact us, request a quotation or enquire about our services, we may collect:

• Your name
• Company or organisation name
• Email address
• Telephone number
• Event or project details
• Equipment and service requirements
• Venue or location information
• Any other information you include in your enquiry

Please avoid including information that is not relevant to your enquiry.

Information collected automatically

Subject to your cookie choices, we may collect technical and usage information such as:

• IP address
• Browser type and version
• Device type
• Pages visited
• Date and time of visits
• Referring website
• General website-usage statistics
• Cookie or similar technology identifiers

Where possible, analytics information is aggregated or anonymised.

3. How we use your information

We may use personal information to:

• Respond to enquiries
• Prepare and provide quotations
• Discuss event or project requirements
• Supply equipment and services
• Manage customer and supplier relationships
• Provide customer support
• Administer contracts and payments
• Operate, secure and improve our website
• Measure website performance where analytics consent has been provided
• Prevent fraud, spam and malicious activity
• Maintain appropriate business and financial records
• Meet legal and regulatory obligations
• Establish, exercise or defend legal claims

We do not sell personal information.

4. Our lawful bases for processing

We rely on one or more of the following lawful bases:

Contract

We process information where necessary to provide a quotation at your request, enter into a contract or deliver contracted equipment and services.

Legitimate interests

We may process information where necessary for our legitimate business interests, including:

• Responding to business enquiries
• Managing customer and supplier relationships
• Operating and improving our services
• Maintaining website and information security
• Preventing misuse, fraud and spam
• Establishing or defending legal claims

When relying on legitimate interests, we consider whether our interests are balanced against your rights and reasonable expectations.

Consent

We rely on consent where required, including for optional analytics or functional cookies and any marketing communications for which consent is necessary.

You may withdraw consent at any time. Withdrawing consent does not affect processing carried out before it was withdrawn.

Legal obligation

We may process and retain information where necessary to comply with accounting, taxation, regulatory or other legal requirements.

5. Cookies and similar technologies

We use strictly necessary cookies to operate and secure the website.

Analytics, functional and other non-essential cookies are used only where you have chosen to accept the relevant category through our cookie consent controls.

You can manage or withdraw your cookie choices using our Cookie Settings.

For further information, please read our Cookie Policy.

6. Contact forms and quotation requests

When you submit a contact form or quotation request, we use the information provided to:

• Respond to your enquiry
• Understand your requirements
• Prepare a quotation
• Contact you about the relevant event or project
• Provide associated customer support

Submitting an enquiry does not automatically subscribe you to marketing communications.

7. Who we share information with

Where necessary, we may share information with trusted organisations that help us operate our business, including:

• Website-hosting and technical-support providers
• Email and communications providers
• Website analytics providers, where consent has been given
• Spam-prevention and website-security providers
• Mapping, video or embedded-content providers
• Business software and IT service providers
• Payment, accounting and professional advisers
• Government, regulatory or law-enforcement bodies where legally required

These organisations may act as data processors or independent data controllers, depending on the service involved.

Where a provider processes information on our behalf, it must handle that information only as instructed and protect it appropriately.

8. How long we retain information

We retain personal information only for as long as it is reasonably required for the purpose for which it was collected.

Retention is determined by factors including:

• The nature of the enquiry or service
• Whether an enquiry develops into a customer relationship
• The duration of a contract or business relationship
• Applicable accounting, taxation and legal requirements
• The need to resolve disputes or establish, exercise or defend legal claims

Enquiry information that is no longer required is periodically reviewed and securely deleted.

Customer, contractual and financial records may be retained for the period required by applicable accounting, taxation and legal obligations.

9. International transfers

Some service providers may process information outside the United Kingdom.

Where personal information is transferred internationally, we use an appropriate legal safeguard where required. This may include:

• A UK adequacy regulation
• The UK International Data Transfer Agreement
• The UK Addendum to approved standard contractual clauses
• Another safeguard permitted under UK data-protection law

10. Your data-protection rights

Depending on the circumstances and lawful basis involved, you may have the right to:

• Request access to your personal information
• Request correction of inaccurate or incomplete information
• Request deletion of your information
• Request restriction of processing
• Object to certain processing
• Request transfer of information you provided
• Withdraw consent where processing relies on consent
• Complain to the Information Commissioner’s Office

These rights are not absolute and may not apply in every circumstance.

Your right to object

You have the right to object to processing based on legitimate interests. You also have an absolute right to object to the use of your personal information for direct marketing.

To exercise a right, please use our contact page or call us on 0800 234 6447.

We may need to verify your identity before completing a request.

11. Automated decision-making

We do not currently use personal information to make solely automated decisions that produce legal or similarly significant effects.

12. Website security

We use reasonable technical and organisational measures intended to protect personal information against unauthorised access, alteration, disclosure, loss or destruction.

However, no internet transmission or electronic-storage method can be guaranteed to be completely secure.

13. Links to other websites

Our website may contain links to websites operated by other organisations.

We are not responsible for the privacy practices or content of external websites. You should review their privacy information before providing personal information.

14. Changes to this Privacy Policy

We may update this Privacy Policy to reflect changes in legislation, technology, our services or how we use personal information.

The latest version will be published on this page with an updated revision date.

15. Contact us

For questions about this Privacy Policy or to exercise your data-protection rights, contact:

On Site Audio Visual Services Limited
Company number SC269886
Registered office: 76 Hamilton Road, Motherwell, Scotland, ML1 3BY

Website: Contact OSAV
Freephone: 0800 234 6447

If you are unhappy with how we handle your personal information, you can complain to the Information Commissioner’s Office:

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

Telephone: 0303 123 1113
Website: www.ico.org.uk