PRIVACY NOTICE
Last updated: 26 September 2026
Who we are
Chaos Rental provides professional film, camera, lighting and associated equipment for hire.
For the purposes of UK data protection law, the data controller is:
Chaos Rental Limited
19 Wilmot Way, Banstead, Surrey, SM7 2PZ
Email: frank@chaosrental.com
This Privacy Notice explains what personal information we collect, why we use it, who we share it with, how long we keep it and the rights you have in relation to your information.
Information we collect
When you request a quote or contact Chaos Rental, we may collect information including your name, company or organisation, email address, telephone number, production or job name, hire dates, delivery or collection requirements, delivery postcode and any notes or special requirements you provide.
We also record information about the equipment you have selected, including products, quantities, hire dates, estimated pricing and the reference number associated with your quote request.
If your enquiry becomes an equipment hire, we may also retain information necessary to administer that hire, arrange collection or delivery, manage insurance or loss and damage matters, issue invoices and maintain appropriate business and accounting records.
Our website may also collect limited technical information such as IP address, browser, device, referring page, pages visited and timestamps through Squarespace and Squarespace Analytics where those features are enabled. Non-essential analytics technologies are used only in accordance with your cookie preferences.
Please do not include unnecessary sensitive personal information in the notes or special-requirements fields.
Photographic Identification
Photographic identification For new customers, Chaos Rental may ask you to provide a copy or photograph of valid photographic identification, such as a passport or driving licence, so that we can verify your identity in connection with an equipment rental. Identity documents are stored privately and are only made available to authorised Chaos Rental staff for verification and rental-management purposes. The identity document itself is not included in your Rental Agreement. We schedule the uploaded identity document for deletion 90 days after the end of the relevant rental period. After the document has been deleted, we may retain a limited record showing that identity verification took place, when it was completed, and when the underlying document was deleted. If Chaos Rental asks you to provide a replacement identity document because the first upload cannot be verified, the replacement will be handled under the same privacy and retention arrangements. This wording is intended to describe the Phase 5 system accurately. It should be reviewed alongside the rest of your Privacy Policy and your chosen UK GDPR lawful-basis wording.
How we use your information
We use your personal information to prepare and respond to quote requests, communicate with you about availability and pricing, arrange equipment hires, organise collection and delivery, provide customer service, maintain appropriate business records and deal with questions or disputes arising from a hire.
We may also use limited information where necessary to keep our website and systems secure, prevent misuse or fraud, administer our business and improve our services.
Where you have agreed to non-essential analytics technologies, we may use information about how visitors use the website to understand site traffic and improve the website.
Submitting a quote request does not automatically subscribe you to marketing communications.
Our lawful bases for using your information
Where you ask us for a quote or enter into an equipment-hire agreement with us, we generally process the information necessary to do this on the basis that it is required to take steps at your request before entering into a contract, or to perform our contract with you.
The ICO specifically recognises providing a requested quote as an example of pre-contractual processing that can fall under the contract lawful basis. ICO
Where you are acting as a contact for a company or other organisation, we may also rely on our legitimate interests in responding to business enquiries, maintaining business relationships, administering our rental operation and protecting our systems. We only rely on legitimate interests where those interests are not overridden by your rights and interests. The ICO recognises that legitimate interests may be appropriate for normal business-to-business contact information, subject to the required balancing assessment. ICO
We may process information where necessary to comply with legal obligations, including tax, accounting and regulatory requirements.
Where consent is required — for example, for certain non-essential analytics technologies or particular forms of electronic marketing — we rely on your consent. You can withdraw consent at any time.
How the My Kit and quote system handles your information
When you add equipment to My Kit, the website stores the products and quantities you have selected in your browser so that your kit can be maintained while you use the site.
While completing a quote request, the website currently uses temporary browser session storage to protect the information you have entered from being lost if the form needs to be re-rendered or a submission or validation error occurs.
This temporary draft may contain your name, company, email address, telephone number, production or job name, hire dates, fulfilment selection, delivery postcode and notes.
The draft remains on your own device until it is submitted and is cleared following a successful quote submission. Browser session storage is also normally cleared when the relevant browser session ends.
Once you submit the form, the information required to process the quote is transmitted to our systems.
Service providers
We use a small number of technology providers to operate Chaos Rental.
Squarespace provides our website hosting and, where enabled and consented to, website analytics.
Supabase provides database, storage and authentication infrastructure used by the Chaos Rental catalogue, administration system and quote-request system.
Resend provides transactional email delivery. It is used to send quote-request notifications to Chaos Rental and confirmation emails to customers.
These providers process information on our behalf where appropriate and operate under contractual data-protection arrangements. UK GDPR requires appropriate controller/processor terms where another organisation processes personal information on our behalf. ICO
We may also disclose information where reasonably necessary to professional advisers, accountants, insurers, delivery providers or law-enforcement/regulatory bodies.
We do not sell your personal information.
International transfers
Some of the technology providers and subprocessors we use may process personal information outside the United Kingdom.
Where UK personal information is transferred internationally, we rely on appropriate safeguards provided under applicable data-protection law, such as approved contractual transfer mechanisms and data-processing agreements.
For example, Resend states that customer data is stored in the United States and that UK transfers are covered through its data-processing arrangements, including the UK Addendum. Supabase's Data Processing Addendum also incorporates the UK transfer Addendum where applicable. Resend
How long we keep your information
If you request a quote but the quote does not result in an equipment hire, we normally retain the quote and related correspondence for up to 12 months after the last relevant communication. This allows us to respond to follow-up questions, refer back to previous quotations and manage our business records.
If a quote results in a hire, we retain information forming part of the hire, invoice, accounting, insurance or related business records for as long as reasonably necessary and for any period required by applicable tax, accounting or legal requirements. Many UK business and VAT records may need to be kept for periods of up to six years. GOV.UK
We may retain information for longer where this is reasonably necessary in connection with an ongoing dispute, insurance claim, legal claim or regulatory requirement.
Temporary quote-form drafts stored in browser session storage are cleared following successful submission and normally cease to exist when the relevant browser session ends.
Security
We take reasonable technical and organisational measures to protect personal information against unauthorised access, alteration, disclosure or loss.
Access to the Chaos Rental administration system is restricted to authorised users. Our website, catalogue and quote infrastructure use authenticated administrative access and database access controls.
No method of transmitting or storing information electronically can be guaranteed to be completely secure, but we aim to use protections proportionate to the information being handled.
Your rights
Depending on the circumstances, UK data-protection law may give you rights to obtain a copy of your personal information, correct inaccurate information, request deletion, restrict how information is used, object to certain processing and receive certain information in a portable format.
Where processing is based on consent, you may withdraw that consent at any time. Withdrawal does not affect processing that was lawful before consent was withdrawn.
Where we rely on legitimate interests, you have the right to object to our processing of your personal information.
To exercise a data-protection right, contact:
We may need to verify your identity before acting on a request.
You also have the right to make a complaint to the Information Commissioner's Office (ICO) if you are unhappy with how your personal information has been handled. UK GDPR requires privacy information to explain the relevant rights available to individuals and the ability to complain to the supervisory authority. ICO
Changes to this notice
We may update this Privacy Notice if the way we operate the website or use personal information changes.
The latest version will always be published on this website.