Legal
Last reviewed: June 2026
ACE Crew Limited (“we”, “us”, “our”) takes the privacy of your personal data seriously. This policy explains what personal data we collect, how and why we use it, who we share it with, how long we keep it and the rights you have. It applies to visitors to our website, to our clients and their staff, and to the crew and contractors we engage. It should be read alongside our Terms of Business.
Who we are. ACE Crew Limited is a company incorporated in England and Wales (company number 06128298), whose registered office is at ACE Crew House, 119 Highdown, Worcester Park, Surrey, KT4 7JD. For the purposes of UK data protection law we are the “data controller” of the personal data described in this policy.
The law we follow. “Data Protection Law” means the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and any other applicable law relating to the processing of personal data, in each case as amended or replaced from time to time.
This policy covers personal data relating to: (a) website visitors who browse or contact us through www.acecrew.co.uk; (b) clients and their staff — the individuals who book and manage crew on behalf of the businesses we supply; and (c) crew and contractors — the workers we engage and supply to our clients.
Depending on your relationship with us, we may collect the following categories of personal data:
| Who | Personal data we may collect |
|---|---|
| Website visitors | Name, email address, telephone number and the content of any enquiry; technical data such as IP address, device and browser information, and pages visited. |
| Clients & their staff | Name, job title, work contact details, the company you represent, booking and account information, billing and payment details, and correspondence with us. |
| Crew & contractors | Name, address and contact details, date of birth, National Insurance number, photograph, proof of right to work and identity documents, bank and payment details, emergency contact, availability, qualifications and certifications (e.g. SIA, CSCS), driving licence details, timesheets and pay records. |
| Credit & vetting | For clients applying for a credit account, information from credit-reference and fraud-prevention agencies. For certain crew roles, results of background or right-to-work checks. |
We collect this data directly from you (for example when you contact us, register an account, or join our crew), automatically when you use our website, and occasionally from third parties such as credit-reference agencies, recruitment partners or referees you provide.
We only use your personal data where the law allows us to. The main purposes and the lawful bases we rely on are:
| Purpose | Lawful basis (UK GDPR Art. 6) |
|---|---|
| Responding to enquiries and providing quotes | Legitimate interests; steps prior to entering a contract |
| Setting up and managing client accounts and bookings | Performance of a contract |
| Engaging, vetting and paying crew | Performance of a contract; legal obligation (right to work, tax) |
| Credit checks for clients applying for an account | Legitimate interests (assessing creditworthiness) |
| Invoicing, collecting payment and invoice finance | Performance of a contract; legitimate interests |
| Keeping accounting, tax and statutory records | Legal obligation |
| Improving and securing our website and systems | Legitimate interests |
| Marketing our services (where relevant) | Consent or legitimate interests; you can opt out at any time |
Where we process special category data or information about criminal convictions (for example certain background checks for security roles), we do so only where an additional condition under the Data Protection Act 2018 applies, such as employment obligations or the prevention of unlawful acts.
We do not sell your personal data. We share it only where necessary, with:
We aim to store and process your personal data within the UK or the European Economic Area. Some of our software providers may process data outside the UK. Where they do, we ensure an appropriate safeguard is in place, such as a UK adequacy decision or the International Data Transfer Agreement / Addendum, so that your data continues to be protected to UK standards.
We use appropriate technical and organisational measures to protect your data, including access controls, unique credentials, encryption in transit and storage on secure servers. We have procedures to deal with any suspected data breach. If you suspect any misuse, loss or unauthorised access to your data, please tell us immediately at admin@acecrew.co.uk.
We keep your personal data only for as long as necessary for the purposes set out in this policy, and to meet our legal, tax and accounting obligations. As a general guide we keep client and crew records, and accounting records, for up to seven years after our relationship ends, and website enquiry data for a shorter period. After that we securely delete or anonymise it, although it may persist on backups for a limited time before being overwritten.
Under Data Protection Law you have the right to:
To exercise any of these rights, contact us at admin@acecrew.co.uk. We will respond within one month. We do not charge a fee unless a request is manifestly unfounded or excessive. Please keep us informed if your data changes.
Our website uses cookies and similar technologies to help it function and to understand how it is used. You can control non-essential cookies through the cookie banner when you first visit, and at any time through your browser settings. For full details see our Cookie Policy. If you are unhappy with how we have handled your data, please contact us first so we can put things right. You also have the right to complain to the Information Commissioner’s Office (ICO), the UK supervisory authority, at ico.org.uk or 0303 123 1113.
We may update this policy from time to time, and will post any changes on our website. You can contact us about this policy, or about your personal data, by email at admin@acecrew.co.uk or by post to ACE Crew Limited, ACE Crew House, 119 Highdown, Worcester Park, Surrey, KT4 7JD.