Legal
Privacy policy
This policy explains how XP Engine Ltd ("XP Engine", "we", "us") collects and uses personal information when you visit xpengine.video or get in touch with us. We keep it short because we collect very little.
Who we are
XP Engine Ltd is the controller of your personal information. We are a company registered in England and Wales, company no. 17536113. Registered office: 71–75 Shelton Street, Covent Garden, London WC2H 9JQ, United Kingdom.
For anything about your data, email hello@xpengine.video.
What we collect
- Enquiry forms. When you use our contact or kit enquiry form we receive what you enter: your name, email address and, if you choose to give them, your phone number, company or organisation, event dates, venue and details about your project or show.
- Emails. If you email us directly, we receive your email address and whatever you include in your message.
- Spam protection. Our forms use Cloudflare Turnstile to check that a real person is sending them. Turnstile looks at technical signals from your browser and device (such as your IP address) for this check only.
- Server logs. Our hosting provider keeps routine technical logs (such as IP address, browser type and pages requested) to keep the site secure and working.
We don't use advertising or tracking cookies, and we don't sell or share your information for marketing.
How we use it
- To reply to your enquiry, prepare quotes and plan your show.
- To deliver work we've agreed with you and keep the records that go with it.
- To keep our website and forms secure and free of spam.
Our legal basis
Under UK data protection law (the UK GDPR and the Data Protection Act 2018) we rely on:
- Steps before a contract, when you ask us about working together or hiring our kit.
- Contract, when we're delivering work for you.
- Legitimate interests, for answering general enquiries and keeping the site secure. We only do this where it doesn't override your rights.
- Legal obligation, for business records we're required to keep.
Who we share it with
We use a small number of trusted service providers to run the site and handle email. They process information only on our instructions:
- Cloudflare: website hosting, security and the Turnstile spam check.
- Resend: delivers form submissions to our inbox.
- Microsoft 365: our business email, where enquiries are stored.
Some of these providers may process information outside the UK, including in the United States. Where they do, the transfer is protected by safeguards recognised under UK law, such as the UK International Data Transfer Addendum or the UK–US data bridge.
We may also share information with professional advisers or authorities where the law requires it.
How long we keep it
- Enquiries that don't lead to work: up to 2 years, then deleted.
- Client and project records: 6 years after the work ends, for tax and legal purposes.
- Turnstile and server log data: kept by Cloudflare for short periods under its own retention rules.
Your rights
You have the right to ask for a copy of your information, have it corrected or deleted, restrict or object to how we use it, and receive it in a portable format. To make a request, email hello@xpengine.video. We'll respond within one month.
If you're unhappy with how we've handled your information, you can complain to the Information Commissioner's Office (ICO) at ico.org.uk or on 0303 123 1113. We'd appreciate the chance to put things right first.
Children
Our services are for businesses and event professionals. We don't knowingly collect information from anyone under 18.
Changes
We'll update this page if anything changes. The date at the top shows the latest version.