Privacy Policy — Toulston Music

Toulston Arts Ltd. ("we", "our", "us") respects your privacy and is committed to protecting your personal data. This privacy policy explains how we collect, use, and share your personal information when you visit our website, enquire about our services, or book musicians through our agency.

We are registered in England and Wales. For the purposes of the UK General Data Protection Regulation (UK GDPR), we are the Data Controller.

Depending on your interaction with us, we may collect and process the following types of data:

Identity & Contact Data: Your name, email address, phone number, and billing/event addresses.
Third-Party Contact Data: Names, emails, and phone numbers of event planners, venue coordinators, or guests that you provide to us to facilitate the event. (Note: By providing their details, you confirm you have their permission to do so).
Event Data: Logistics, timings, dates, and specific requirements for your booking.
Financial Data: Bank account details or payment card information used to process invoices and online payments.
Visual Data: Photographs and videography taken at events which may feature clients, guests, and performers.
Technical & Usage Data: Your IP address, browser type, device information, and information about how you use our website, gathered via cookies and analytics tracking.

We will only use your personal data when the law allows us to. Most commonly, we use your data under the following lawful bases:

Performance of a Contract: To process quotes, manage your booking, invoice you, and ensure the musicians are fully briefed for your event.
Legitimate Interests: To run our business, keep our records updated, conduct B2B (business-to-business) outreach to relevant event professionals, and to use event photos/videos for our agency's marketing and social media channels.
Consent: Where you have explicitly opted in (for example, if we launch a marketing newsletter in the future). You can withdraw consent at any time.

Because we operate as an entertainment agency, sharing data is essential to fulfilling your booking. We share your data with:

The Musicians/Artists: We share the Client’s name, contact details (email/mobile), event address, and logistical information directly with the booked musicians so they can perform the contract. We also share any necessary third-party coordinator details with them.
The Client: Conversely, we share the booked Musician's contact details with the Client to ensure smooth communication on the day of the event.
Service Providers: We share necessary data with third parties that help us run our business, including our website host/payment processor (Squarespace), our email and cloud storage provider (Google Workspace), and future analytics/advertising partners (e.g., Google Analytics, Meta).

We require all third parties and musicians representing our agency to respect the security of your personal data and treat it in accordance with the law.

Our website uses cookies and similar tracking technologies to distinguish you from other users, provide a good experience, and improve our site. We currently use Squarespace Analytics, and may use Google Analytics and Meta Pixels to monitor website traffic and measure the effectiveness of our marketing. You can set your browser to refuse all or some browser cookies, but this may affect how our website functions.

We regularly capture photos and videos at events to showcase the acts we represent. These may be published on our website, social media channels, and promotional materials. If you are the primary client and prefer that media from your specific event is not used for marketing, please notify us in writing prior to the event.

We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for. By law, we have to keep basic information about our customers (including Contact, Identity, Financial, and Transaction Data) for 7 years after they cease being customers for tax and legal purposes.

Under UK data protection laws, you have rights relating to your personal data, including the right to:

Request access to your personal data.
Request correction of any mistakes in your data.
Request erasure of your personal data.
Object to processing of your personal data (including for direct marketing).
Request the restriction of processing your personal data.

If you wish to exercise any of the rights set out above, please contact us.

If you have any questions about this privacy policy or our privacy practices, please contact us at:

Email: hello@toulstonmusic.co.uk

You have the right to make a complaint at any time to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO.