Privacy Policy

Under data protection law, individuals have a right to be informed about how we use any personal data that we hold about them. We comply with this right by providing ‘privacy notices’ such as this (sometimes called ‘fair processing notices’) to individuals where we are processing their personal data.

This privacy notice explains how we collect, store, and use personal data about our clients and website visitors.

For the purposes of the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, Louis Coupe trading as Real Soul Collective is the ‘data controller’ of your personal information.

The personal data we hold

Personal data that we may collect, use, store and share (when appropriate) about clients includes, but is not restricted to:

Full names
Contact details including telephone numbers, email addresses, and home or business addresses
Photographs and video images taken at their event

We may also hold data about customers that we have received from other organisations, including but not limited to booking agents, venues, and wedding/event planners.

Why we use this data

We use this data to:

Contact customers to facilitate the booking and planning processes related to their event
Contact customers in the event of emergency or change of circumstances related to their event
Assess the quality of our services by asking for testimonials
Promote our services
Comply with the law regarding data sharing

Our legal basis for using this data

We only collect and use personal data when the law allows us to.

Most commonly, we process it where:

We need it to perform a task at the request of the customer (eg. contracting and invoicing)
We need to comply with a legal obligation

Less commonly where:

We have obtained consent to use it in a certain way
We need to protect the individual’s vital interests (or someone else’s interests)
We need to protect the legitimate interests of the company or organisations and individuals who work on its behalf (provided the individual’s rights and freedoms are not overridden)

Where we have obtained consent to use clients’ personal data, this consent can be withdrawn at any time.

Some of the reasons listed above for collecting and using clients’ personal data overlap, and there may be several grounds which justify our use of this data.

How we store this data

We keep personal information about clients from the initial point of contact (usually via our website) and while they are engaging our services for an event. We will also keep it beyond their event date, to enable us to contact them following the event with relevant information, and if this is necessary in order to comply with our legal obligations.

Our website may be hosted on servers in or outside of the UK and as such any information you input, share or disclose via the website may be stored on these servers. Please see ‘Transferring Data Internationally’ for more details.

Enquiry data: If you make an enquiry but do not book our services, we will securely delete your contact details 12 months after our last communication.

Client contract data: If you book our services, we retain your booking details, invoices, and contract data for 6 years following the end of the financial year of your event. This is to comply with our legal obligations under UK tax and accounting laws.

Data sharing

We do not share information about clients with any third party without consent, unless the law and our policies allow us to do so. Where it is legally required, or necessary (and it complies with data protection law). We may share personal information about clients with:

Musicians or other individuals we engage or employ – in order to fulfil a contract
Suppliers and service providers – to enable them to provide the service we have contracted them for
Our auditors – to meet legal requirements for accurate inspection of accounts
Security organisations – in the public interest
Police forces, courts, tribunals to comply with a legal obligation

Transferring data internationally

If we transfer personal data to a country or territory outside the European Economic Area, we will do so in accordance with data protection law. This is most likely during international events. Only data needed to run the event safely and effectively will be transferred.

Our website may be hosted on servers outside of the UK and as such any information you input, share or disclose via the website may be stored on these servers. Data may be stored and/or processed in territories outside the UK of which the European Commission has decided that it ensures an adequate level of protection and such processing and transfer will be in accordance with the Data Processing Addendum – Users (“DPA"). Any transfer to and Processing in a third country outside the European Union that does not ensure an adequate level of protection according to the European Commission, shall be conducted under an approved transfer mechanism, as detailed in the DPA.

Clients’ rights regarding personal data

Individuals have a right to make a ‘subject access request’ to gain access to personal information that the company holds about them.

If you make a subject access request, and if we do hold information about you, we will respond fully within one calendar month at no cost to you, providing you with:

A full description and a copy of the personal data we hold about you
An explanation of why we are processing it and how long we intend to keep it
Details of where we obtained your data, if you did not provide it directly to us
Information on any third parties your data has been shared with
Details of any automated decision-making being applied to the data, and any consequences of this
A copy of the information in an intelligible form

You also hold the right to ask us to correct inaccurate information, request that we delete your data entirely (the "right to be forgotten"), restrict our processing of your data, or object entirely to our use of your data (including an absolute right to stop your data from being used for direct marketing).

Individuals also have the right for their personal information to be transmitted electronically to another organisation in certain circumstances.

If you wish to see a copy of your retained records, please contact realsoulcollective@gmail.com. We will acknowledge the request within one working week.

Other rights

Under data protection law, individuals have certain rights regarding how their personal data is used and kept safe, including the right to:

Object to the use of personal data if it would cause, or is causing, damage or distress
Prevent it being used to send direct marketing
Object to decisions being taken by automated means (by a computer or machine, rather than by a person)
In certain circumstances, have inaccurate personal data corrected, deleted or destroyed, or restrict processing
Claim compensation for damages caused by a breach of the data protection regulations

To exercise any of these rights, please contact us.

Data Retention

We may retain data about clients to make sure that you can be notified of relevant offers, events or other opportunities. If you would like us to remove this data, contact realsoulcollective@gmail.com.

Complaints

We take any complaints about our collection and use of personal information very seriously.

If you think that our collection or use of personal information is unfair, misleading or inappropriate, or have any other concern about our data processing, please raise this with us in the first instance.

To make a complaint, please contact us via realsoulcollective@gmail.com.

Alternatively, you can make a complaint to the Information Commissioner’s Office:

Report a concern online at https://ico.org.uk/concerns/
Call 0303 123 1113
Or write to: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

If you have any questions, concerns or would like more information about anything mentioned in this privacy notice, please contact us via realsoulcollective@gmail.com.