Privacy Policy

Last updated: 03.07.2026

Leaseapod respects your privacy and is committed to protecting your personal information.This Privacy Policy explains how we collect, use, store and protect your personal information when you visit our website, request a quotation, enquire about an acoustic pod, apply for leasing or finance, or otherwise communicate with us.

1. Who we are
Leaseapod is a trading name of Koplus Ltd. 

Company number: 11711705 For the purposes of UK data protection law, Koplus Ltd is the data controller responsible for the personal information described in this policy.You can contact us about privacy or data protection matters at Email: info@leaseapod.co.uk In this policy, references to “Leaseapod”, “we”, “us” and “our” mean the legal business identified above.

2. The information we collect
We may collect and process the following types of personal information.

Information you provide to us
This may include:Your name, Company or organisation nameJob title, Email address, Telephone number, Billing or installation address, Event venue or delivery address, Details of the pod or service you are interested in, your preferred leasing period, your expected installation or event dates, information about your office, venue or available space, building access and installation information, details included in correspondence with us, documents or files submitted through our formsInformation supplied when requesting a quotationInformation provided when discussing leasing, lease purchase or financeFeedback, reviews or customer service enquiries. Please avoid submitting confidential, sensitive or unnecessary personal information through our website forms.

Information collected automatically
When you use our website, we may automatically collect certain technical information, including:Your IP addressBrowser type and versionDevice type, Operating system, Approximate location, Referring website, Pages visited, Time spent on the website, Dates and times of visits, Website interactions, Cookie identifiers, Technical error and security informationWe may collect this information using cookies, server logs and similar technologies.

Information received from other sources
We may receive personal information from:Our product suppliers, Installation and delivery partners, Event organisers and venues, Finance providers, Professional advisers, Website and analytics providers, Marketing platforms, Businesses or colleagues making an enquiry on your behalf. Publicly available business sources, where someone provides us with your details on your behalf, they should ensure they have your permission to do so.

3. How we use your information
We may use your personal information to:Respond to enquiries, Recommend suitable acoustic pods, Prepare and provide quotations, Process leasing and event-hire requests, Assess delivery and installation requirements, Arrange site surveys, Coordinate pod delivery, installation, servicing and collection, Communicate with you about an order, quotation or agreement, Administer leasing or rental agreements, Discuss purchase or lease-purchase options, Introduce you to a third-party finance provider where requested, Manage payments and business records, Provide customer service and ongoing support, Deal with complaints or disputesImprove our website, products and services, Monitor website performance and usage, Protect our website, systems and business from fraud or misuse, Comply with legal, tax, accounting and regulatory requirements, Send relevant marketing communications where permitted, Establish, exercise or defend legal claims. We will not use your personal information for purposes that are incompatible with those described in this policy unless permitted or required by law.

4. Our lawful bases for processing
UK data protection law requires us to have a lawful basis for using personal information.Depending on the circumstances, we may rely on the following lawful bases.

Contract
We may process your information where it is necessary to:Provide a quotation you have requested, Take steps before entering into an agreement, Administer a rental, leasing, purchase or event-hire agreement, Arrange delivery, installation, maintenance or collectionProvide the products or services you have requested

Legitimate interests
We may process your information where it is necessary for our legitimate business interests, provided those interests are not overridden by your rights.These interests may include:Responding to business enquiriesOperating and improving our servicesManaging customer relationshipsProtecting our systems and websitePreventing fraudUnderstanding website performanceMaintaining appropriate business recordsPromoting relevant products and services to business contacts, Establishing or defending legal claims

Legal obligation
We may process information where necessary to comply with legal obligations, including:Tax and accounting requirementsFraud preventionHealth and safety requirementsRegulatory obligationsResponding to lawful requests from public authorities

Consent
We may rely on your consent where required, including for: Certain marketing communications, Non-essential website cookies, Analytics, advertising or tracking technologies, Passing your information to a finance provider where a separate introduction requires your permission. You may withdraw your consent at any time. Withdrawal will not affect processing that took place before consent was withdrawn.

5. Quotations and enquiries
When you request a quotation or make an enquiry, we may use the information you provide to:Understand your requirements, Recommend suitable products, Check product availability, Estimate delivery and installation costs, Assess site or venue access, Prepare a tailored quotation, Contact you about your enquiry, Follow up on an outstanding quotation, Providing certain information may be necessary for us to prepare an accurate quotation. Where required information is not provided, we may be unable to progress the enquiry.

6. Leasing, rental and purchase agreements
Where you proceed with a pod lease, rental, hire or purchase, we may use your information to: Prepare contractual documents, Confirm your authority to act for a businessArrange delivery and installationAdminister paymentsProvide ongoing support, Schedule servicing or maintenance, Coordinate relocation or collection, Maintain records of the agreement, Enforce the terms of the agreement where necessary, Additional privacy information may be provided within the relevant agreement or application documents.

7. Finance and lease-purchase enquiries
Where you ask us about finance or lease purchase, we may introduce you to an independent third-party finance provider.With your knowledge and, where required, your consent, we may share relevant information such as:Your nameContact detailsBusiness nameDetails of the products requiredApproximate purchase valuePreferred finance termThe finance provider will act as a separate data controller and will process your information under its own privacy policy.The provider may request additional information directly from you and may carry out identity, credit, affordability, fraud-prevention or company checks. Leaseapod does not determine whether a finance application is approved.

8. Event pod hire
When you enquire about pod hire for an exhibition, conference or other event, we may process information about: The event and venueEvent dates, Your exhibition stand or allocated space, Venue access arrangements, Build and breakdown times, Contractor contact details, Delivery, installation and collection requirements, Branding or customisation requests, We may share relevant logistical information with the venue, event organiser, exhibition contractor, delivery provider or installation team where necessary to fulfil your request.

9. Marketing communications
We may send you information about our products and services where:You have asked to receive itYou have previously enquired about or purchased similar services and the law allows us to contact youWe have another lawful basis for doing soYou can unsubscribe at any time by: Clicking the unsubscribe link in a marketing emailContacting us using the details in this policy, Service messages relating to an enquiry, quotation, agreement, delivery or installation are not marketing messages and may still be sent where necessary.We do not sell personal information to third parties for their own marketing purposes.

10. Cookies and analytics
Our website may use cookies and similar technologies to:Make the website function correctly, Remember preferences, Maintain website security, Understand how visitors use the website, Measure website performance, Support embedded content, Measure marketing activity, Strictly necessary cookies may be used without consent where permitted by law.We will request consent before setting non-essential cookies where consent is legally required. You can manage your preferences through the website’s cookie settings. Depending on the final website configuration, services may include:Google Analytics, Google Tag Manager, Google reCAPTCHA, Embedded maps, Embedded video content, Advertising or conversion tracking platforms, WordPress security and performance services, The exact cookies used should be listed in the website’s cookie notice or cookie preference tool.You can also control cookies through your browser settings. Blocking some cookies may affect how the website functions.

11. Who we share your information with
We may share personal information with trusted third parties where reasonably necessary, including:The company responsible for supplying or fulfilling Leaseapod productsPod manufacturers and product suppliers, Delivery and logistics providersInstallation and servicing teams, Event organisers, venues and exhibition contractorsFinance and lease-purchase providersPayment and accounting providersWebsite hosting providersWordPress service providers, Website developers and technical support providersEmail and communications platformsAnalytics and cookie-management providers, Customer relationship management providers, Cloud storage providersInsurersAccountants, solicitors and professional advisersRegulators, courts, law-enforcement bodies and public authorities, A purchaser, investor or successor in connection with a business sale, restructuring or transferThird parties acting as processors may only use personal information on our instructions and must protect it appropriately.Some recipients, such as finance providers, professional advisers and public authorities, may act as independent data controllers.We do not sell or rent your personal information.

12. International transfers
Some of our service providers may store or process information outside the United Kingdom. Where personal information is transferred internationally, we will take appropriate steps to protect it. These may include:Transferring information to a country covered by UK adequacy regulationsUsing the UK International Data Transfer AgreementUsing the UK Addendum to approved standard contractual clausesApplying other safeguards permitted under data protection lawYou may contact us for further information about the safeguards used for relevant international transfers.

13. How long we retain your information
We keep personal information only for as long as reasonably necessary for the purpose for which it was collected. Indicative retention periods may include: General enquiries: up to 24 months after the last meaningful contact, Unsuccessful quotations: up to 24 months after the quotation expires or discussions end, Customer, order and agreement records: generally seven years after the end of the relevant financial year or contractual relationshipFinance introductions: for as long as needed to administer the introduction and maintain appropriate business records, Event-hire records: generally seven years where they form part of a transactionMarketing records: until you unsubscribe, object or we determine the information is no longer current, Website analytics information: according to the retention settings applied to the relevant analytics platformComplaint and legal records: for as long as necessary to resolve the matter and manage legal riskWe may retain information for longer where required by law, regulation, taxation, insurance or an ongoing legal dispute.When information is no longer required, we will delete, anonymise or securely dispose of it.

14. How we protect your information
We use reasonable technical and organisational measures to protect personal information from:Unauthorised accessAccidental lossMisuseAlterationDisclosureDestructionMeasures may include:Access controlsPassword protectionSecure website connections, Software updates, Security monitoring, Backups. Staff and contractor confidentiality requirements, Limiting access to those who need the information. No internet transmission or storage system can be guaranteed to be completely secure. You should take care when sending sensitive information electronically.

15. Your data protection rights
Depending on the circumstances, you may have the right to:Request access to your personal information, Ask us to correct inaccurate or incomplete informationAsk us to delete your information, Ask us to restrict how your information is used, Object to certain processing, Object to direct marketing, Request the transfer of information you provided to us, Withdraw consent where processing is based on consent, Ask for information about relevant safeguards for international transfers, Complain to a data protection regulator, These rights are not absolute and may be subject to legal conditions or exemptions. To exercise a right, contact us using the details at the beginning of this policy. We may need to verify your identity before responding. We will normally respond within one month, although the law allows additional time for complex or multiple requests.You will not usually have to pay a fee. We may charge a reasonable fee or refuse a request where permitted by law, including where a request is manifestly unfounded or excessive.

16. Automated decision-making
Leaseapod does not currently make decisions that have legal or similarly significant effects on you using solely automated processing. An independent finance provider may use automated systems when assessing a finance application. Information about that processing should be provided by the relevant finance provider.

17. Links to other websites
Our website may contain links to websites operated by other organisations, including finance providers, manufacturers, event venues and social media platforms.We are not responsible for the privacy practices, security or content of external websites. You should review the privacy policy of each external service before providing personal information.

18. Children’s information
Our website and services are intended for businesses and adults.We do not knowingly collect personal information from children. If you believe a child has provided information to us, please contact us so that we can investigate and delete it where appropriate.

19. Complaints
Please contact us first if you have a concern about how we use your personal information. We will try to resolve the matter.You also have the right to complain to the Information Commissioner’s Office, the UK regulator for data protection.Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Telephone: 0303 123 1113

20. Changes to this Privacy Policy
We may update this Privacy Policy from time to time to reflect: Changes to our services, Changes to website functionality, New suppliers or service providers, Changes in the law or regulatory guidance, Changes to how we process personal information. The latest version will be published on this page with the revised “last updated” date.21.

Contact us
For questions, requests or concerns about this Privacy Policy or your personal information, contact:
Koplus Ltd
Trading as Leaseapod
Email: info@leaseapod.co.uk