Privacy Policy

1. Who is responsible for your information?

Props Garage is the controller of personal information handled through this website. Contact us through our contact form. Please select “Privacy or data request” for data-protection enquiries.

2. Information we collect

• Account information: name, email address, UK mobile number, account type, password hash, email-verification status and account activity.
• Listing and event information: descriptions, prices, locations, postcodes, availability, insurance or compliance notes, contact details, images, video, credits and moderation history. Some approved listing information is public, but exact listing postcodes are not published.
• Enquiries and correspondence: name, email, phone number, message, the relevant listing or event, and our response or moderation notes.
• Newsletter information: name if supplied, email address, consent status, source and subscription dates.
• Technical and security information: IP address, browser and device information, timestamps, session identifiers, request logs and reCAPTCHA risk information.
• Analytics information: if you accept analytics, Google Analytics collects pseudonymous identifiers and information about pages, interactions, device type and approximate location.
• Mapping and location information: postcodes, town or county, search locations, map positions, coordinates and distance results used to locate listings, support geographic searches and calculate operating distances. Exact listing postcodes are not published.
• AI inputs and outputs: website addresses, public webpage content, images, listing details, prompts and generated suggestions processed when you use an AI-assisted import or description feature.

Please do not submit special-category information, criminal-offence information or identity documents unless we specifically request them and explain why they are needed.

3. How we use information and our lawful bases

4. Where information comes from

Most information comes directly from you. We may also receive information from another user who sends an enquiry, reports content or identifies you as a contact; from publicly available websites that you ask an import feature to analyse; from publicly available sources when checking a listing or rights complaint; and from security, hosting and analytics providers.

5. Who we share information with

We share information only where needed with:

• the owner, hirer or organiser connected with an enquiry or arrangement;
• Amazon Web Services (AWS), which we use for cloud infrastructure, hosting and storage;
• Microsoft, whose cloud, email, document, storage and business-administration services we use;
• OpenAI and other AI service providers, which process the content needed to provide AI-assisted website analysis, extraction, classification and drafting features;
• other email, support, security and technical service providers acting for us;
• Google, whose services we use for reCAPTCHA security checks, mapping, maps, geocoding, places, location and distance functions and, only after consent, Google Analytics;
• professional advisers, insurers, auditors or a purchaser of the business where appropriately protected; and
• courts, regulators, law-enforcement bodies or others where disclosure is required by law or reasonably necessary to protect rights, safety and the service.

Approved listings and public-contact community events are visible to anyone. Search engines may index public pages. Do not place private information in public description fields.

We do not sell personal information.

6. International transfers

AWS, Microsoft, OpenAI, Google and some of our other service providers may store, process or make information accessible outside the UK. Where UK data protection law requires it, we rely on UK adequacy regulations or approved contractual safeguards and supplementary measures. Contact us if you would like more information about the safeguard used for a particular provider.

7. How long we keep information

We keep information only as long as reasonably necessary for the purpose collected, including security, moderation, backup, legal and dispute requirements. Our usual criteria are:

• account and listing records are kept while the account or listing is active, followed by a reasonable period needed for recovery, moderation, fraud prevention and legal claims;
• temporary or abandoned uploads are deleted when no longer needed for the submission process;
• enquiries and contact correspondence are kept while being handled and afterwards for a period appropriate to follow-up and disputes;
• newsletter details are kept until you unsubscribe or we determine the list is no longer active; we may retain a minimal suppression record to honour an opt-out;
• security and request logs are retained for a limited period based on operational and security need; and
• backup copies are removed through the normal backup-rotation cycle.

We may retain information longer where law, a regulatory request, litigation or a credible complaint requires it. We may anonymise information so it can no longer identify anyone and use that anonymised information indefinitely.

8. Security

We use access controls, password hashing, encrypted HTTPS connections, CSRF protection, rate limits, reCAPTCHA, private storage routes and administrative moderation. No internet service is completely secure, so use a strong unique password and avoid submitting unnecessary confidential information.

9. Your rights

Depending on the circumstances, UK data protection law gives you rights to:

• access your personal information and receive a copy;
• correct inaccurate or incomplete information;
• request erasure or restriction;
• object to processing based on legitimate interests or for direct marketing;
• receive certain information in a portable format;
• withdraw consent at any time, without affecting earlier lawful processing; and
• complain to the Information Commissioner’s Office.

Rights are not absolute and exemptions may apply. We may need to verify your identity. Contact us to exercise a right. You can also complain to the ICO at ico.org.uk/make-a-complaint or call 0303 123 1113.

10. AI-assisted features, automated decisions and reCAPTCHA

When you ask us to analyse a website or generate listing content, relevant URLs, public webpage material, images and form information may be sent to OpenAI or another AI provider. The service may return suggested contact fields, item details, categories, descriptions and image selections. These suggestions can be incomplete or inaccurate: you must review and correct them before publishing. Do not submit confidential, sensitive or unnecessary personal information through an AI-assisted feature.

We use AI to assist with drafting and classification, not to make solely automated decisions that produce legal or similarly significant effects about you. Provider processing is governed by our arrangements and the applicable provider terms and settings. We retain submitted and generated information according to the purposes and retention criteria described above.

Google reCAPTCHA analyses technical and interaction signals and returns a risk score used to help reject suspected automated form submissions. It does not make decisions that have legal or similarly significant effects. If a genuine submission is rejected, use our contact form.

Google mapping services may receive a postcode, address or general location entered in a form or search, together with technical request data, to return map content, coordinates, place information or distance results. We do not publish a listing's exact postcode. Google processes information under its applicable terms and Privacy Policy.

11. Children

The account, listing and hire services are intended for adults. We do not knowingly invite children to create accounts. Information about a child performer or participant should be submitted only by a parent, guardian or properly authorised organisation and only where necessary and lawful.

12. Cookies and updates

Our Cookie Policy explains browser storage and how to change analytics consent. We may update this policy when our service, providers or legal obligations change. Material changes will be highlighted where appropriate, and the latest revision date will appear above.

Props Garage mobile application

The mobile app uses your existing account and the same listing, event, contact and newsletter services. Authentication tokens and unfinished form text are stored using the device’s secure storage. Selected upload files are copied to the app’s private storage to support interrupted submissions and removed after successful upload or when you remove the attachment. Signing out revokes the current mobile access token; saved drafts remain on the device until submitted or discarded.

With your permission, Expo’s notification service and Apple or Google delivery services process a device push token and notification content. You can enable or disable notifications in the app. With a separate optional analytics choice, we store counts of app screens and actions, record identifiers and search-result counts for service improvement. We do not send names, email addresses, raw search text, protected image contents or form contents to mobile analytics.

We record the versions, wording and timestamps of registration, contribution and newsletter consent. Newsletter consent is optional and separate from account creation. To request account deletion without signing in, open Contact in the app or use our website contact form and select “Delete my account”. We verify account ownership before processing deletion and apply the retention exceptions described above.