Privacy and cookies

Who we are

OTAS Live Ltd ("OTAS", "we") is the controller for personal data collected through this website and when you contact us. Our company details, including our registered office, are on the Legal page. For anything about your data, email kris@otas.live.

What this website collects

This website has three forms: our enquiry form (on the contact page, with a version on the rates page that works without JavaScript), the calculator's written-quote request (which also sends the estimate you worked out) and the rate card request, all described below. There are no accounts, no analytics and no advertising. The website sets no cookies and loads nothing from other companies' servers.

Our host, Cloudflare, processes the technical details your browser sends with each request to deliver the site and keep it secure, such as your IP address, the page requested, the time and your browser type. It does this on our behalf.

When you ask for the rate card

If you use the "Get the rate card" form, we receive your email address and, if you give them, your name and organisation, together with the page you used, the time and whether you ticked the optional news box. The form does not record your IP address. We store your request with our host, Cloudflare, and a copy is emailed straight away to our OTAS mailbox (kris@otas.live), which is run by Microsoft 365. If the email cannot be sent straight away, we try again every hour for up to 6 hours. We use your request to email you the rate card by hand from kris@otas.live and to follow up about your enquiry. If you ticked the optional box, we also use it to send occasional OTAS news and new handbooks.

Enquiries through our website

If you use our enquiry form, we collect the details you give us so we can reply, and your message. We use them only to answer your enquiry. Our lawful basis is our legitimate interests in answering questions about our services or, if you ask about working with us, taking steps you ask for before a contract. The form does not record your IP address and the website sets no cookies. Your enquiry is stored by our website host, Cloudflare, and a copy is emailed straight away to our OTAS mailbox (kris@otas.live), which is run by Microsoft 365. If the email cannot be sent straight away, we try again every hour for up to 6 hours. Your enquiry, and the email copy in our mailbox, are deleted 12 months after you send it. If your enquiry becomes work for you, we keep it with our client records for as long as we keep those. We do not add you to marketing emails unless you separately ask us to. Please do not include health or other sensitive information in the form.

Stopping misuse of our forms. To stop the forms being misused, we limit how often the same email address can send them (3 times in 10 minutes). We do this using a coded version (a hash) of your email address, not the address itself or your IP address, and delete it automatically after 10 minutes. Our lawful basis is our legitimate interest in keeping the forms free of abuse.

When you request a written quote from the calculator

The calculator works entirely in your browser. While you use it, nothing you enter is sent to us or stored, and it sets no cookies. Your choices are kept only in the page address, so you can go back or share the link if you want to.

If you choose "Send my estimate", we receive your name, organisation and email address, the event date (or that it is not fixed yet), and, if you give them, your phone number, the event name and your notes. We also receive the estimate you chose to send, as a readable summary and a structured copy. It sets out your event details (such as the type of event, the number of people, the dates and hours, the area and distance, the services and team you chose, and your travel, accommodation and meals choices) and the prices shown. Your phone number is optional. We use it only to call you back about your quote if you would like us to.

Your request is stored by our website host, Cloudflare, and a copy is emailed straight away to our OTAS mailbox (kris@otas.live), which is run by Microsoft 365. If the email cannot be sent straight away, we try again every hour for up to 6 hours, and a pending copy is held only for that time. We use your request only to prepare your written quote and reply to you. We do not use it for marketing and do not add you to any mailing list unless you separately ask us to. The form does not record your IP address and sets no cookies.

We do not send you a copy by email. After you send your request, the page shows what was sent, and you can save or print it.

Our lawful basis is taking steps you ask for before a contract. If you are asking on behalf of your organisation, it is our legitimate interest in answering requests for quotes from the organisations we work with. Your request, and the email copy in our mailbox, are deleted 12 months after you send it. If it becomes work for you, we keep it with our client records for as long as we keep those.

To stop the form being misused, we keep a short-lived coded version (a hash) of your email address to limit how often it can be sent. The hash is deleted automatically after 10 minutes. Our lawful basis is our legitimate interest in keeping the form secure and free of abuse.

If you choose "Book a call to discuss", a booking page run for us by Microsoft 365 (Microsoft Bookings) opens in a new tab. It asks for your name, email address and a time for the call, and you can add a phone number and notes if you want to. The call is added to our OTAS calendar. We use these details only to arrange and hold the call. Our lawful basis is the same as for your quote request. We keep booking details for 12 months, then delete them.

The estimate is worked out automatically from our published rates and the choices you make. It is a guide only, not a decision about you, and a person prepares every written quote. Please do not include health or other sensitive information in your notes.

When you email or message us

If you email kris@otas.live or message us on X, we receive what you send. That is usually your name, contact details and organisation, and the details of your event. We use it to reply, to prepare a quote and, if you hire us, to deliver and invoice the work.

Messages sent through X are also handled by X under its own privacy policy.

Why we use your data, and our lawful basis

• Replying to your enquiry, and preparing a written quote from your estimate: taking steps at your request before a contract, or our legitimate interest in answering enquiries about our services.
• Sending you the rate card you asked for and following up about your enquiry: your consent, given by ticking the required box on the form.
• Sending occasional OTAS news and new handbooks, only if you ticked the optional box: your consent.
• Delivering and invoicing work you hire us for: performing our contract with you or your organisation.
• Keeping accounting and tax records: legal obligation.
• Delivering this website and protecting it from attack and faults: our legitimate interest in running a secure, working website.

You can withdraw your consent at any time by emailing kris@otas.live. This does not affect anything we did before you withdrew it.

Do you have to give us your data?

No law requires you to. We need your contact details to reply to you, your email address to send you the rate card, and the details of your event to quote for it or deliver it.

Who we share it with

We share it only with service providers who help us run the business, most of them under contracts that require them to protect it (the exception is our AI assistant service, explained below):

• Cloudflare (website hosting and security, and storing rate card requests, enquiry form messages and written-quote requests from the calculator);
• Microsoft (email, including the copies of enquiries, rate card requests and written-quote requests sent to our mailbox from this website's forms, call booking through Microsoft Bookings, and file storage);
• the provider of our AI assistant service (Grok Bot), which helps us with admin, email and documents. It handles what we share with it as a separate controller, under its own published terms and privacy policy, not as our processor;
• our accountant.

Cloudflare also uses information about traffic, such as threat scores for IP addresses, to protect its network, and is responsible for that use under its own privacy policy.

We share data with others only where the law requires it. We do not sell personal data. We do not make decisions about you by automated means alone: AI tools may help us draft replies, but a person decides. The calculator's figure is a guide worked out from our rates and your choices, not a decision about you.

Transfers outside the UK

Cloudflare, Microsoft and the provider of our AI assistant service are based in the United States, and Cloudflare's network runs worldwide.

• Cloudflare and Microsoft are certified under the UK Extension to the EU-US Data Privacy Framework (the UK-US data bridge).
• The provider of our AI assistant service is not certified under the UK Extension, and we have no separate transfer agreement with it. It handles data under its own published terms. To keep the risk low, we share with it only what a task needs, and never health or other sensitive information.
• For work overseas, we share only what is needed for the job, with the safeguards UK law requires.

Email and files (Microsoft 365). Our email and files are stored by Microsoft, expected to be in the UK or the European Economic Area. Our Microsoft admin centre does not show the location, so we have not been able to confirm it. Microsoft and the companies it uses may access the data from other countries, including the United States. When they do, Microsoft's Data Protection Addendum applies, using the standard contractual clauses with the UK Addendum. Microsoft is also certified under the UK Extension to the EU-US Data Privacy Framework.

Email us for a copy of the safeguards.

How long we keep it

• Rate card requests, and their email copies in our mailbox: 12 months from the request, then deleted. If you ticked the optional news box, we keep the record of that choice for as long as we send you news. After you unsubscribe, we keep only that record for 2 years as proof of your consent, and keep your email address and the date you unsubscribed on a permanent do-not-contact list, so we never email you news again.
• Enquiry form messages, and their email copies in our mailbox: 12 months from the message, then deleted. If your enquiry becomes work for you, we keep it with our client records for as long as we keep those.
• Written-quote requests from the calculator, and their email copies in our mailbox: 12 months from the request, then deleted. If the quote becomes work for you, we keep it with our client records for as long as we keep those.
• Enquiries sent by email or through X that do not lead to work: up to 2 years. (Enquiry form messages are kept for 12 months, as above.)
• Accounts and tax records, including invoices and client contract records: 6 years from the end of the accounting period.
• Website request logs held by our host for us: no more than 7 days.
• Form rate-limit entries (a coded version of your email address): 10 minutes, then deleted automatically.

Your rights

Under UK data protection law you can ask for a copy of your data, and ask us to correct or erase it, restrict how we use it, or transfer it to you or someone else. You can also object to our use of it where we rely on legitimate interests. Email kris@otas.live. We reply within one month.

Complaints

If you are unhappy with how we have handled your data, please tell us first: email kris@otas.live, or use the enquiry form. We will acknowledge your complaint within 30 days and tell you the outcome without undue delay.

You can also complain to the Information Commissioner's Office at ico.org.uk/make-a-complaint.

Cookies and similar technologies

This website sets no cookies, so there is no cookie banner.

Our host, Cloudflare, asks your browser to keep a small error-reporting setting (Network Error Logging) for up to 7 days. If the site fails to load, your browser can report the fault to Cloudflare so it can be fixed. This is allowed without consent because it is strictly necessary to detect technical faults.

If we ever add cookies or similar technologies that need your consent, we will ask first and update this notice.

Links to other sites

Links to Amazon UK, X and Companies House take you to sites with their own privacy and cookie policies.

Last updated: 20 October 2026.