Privacy Policy

This Privacy Policy explains how the platform operated at Gigvault.uk ("Gigvault.uk", which may be referred to interchangeably in this Policy as "Gigvault", "we", "us", or "our") collects, uses, and protects your personal information when you use our platform. By using Gigvault, you agree to the practices described below.

1. Information We Collect

We collect information you provide directly to us, including:

• Account details — name, email address, password, and mobile phone number when you register. Mobile number is required for all accounts.
• Profile information — artist or venue name, act type, location, description, photos, videos, and social media handles
• Booking data — event dates, agreed fees, messages, and payment records
• Communications — messages sent through the platform between artists and venues
• Reviews and ratings submitted after completed bookings
• Email address — if you sign up for early access notifications via our coming soon page, we collect your email address for that purpose only

We also collect certain information automatically when you use the platform:

• Log data — IP address, browser type, pages visited, and timestamps
• Device information — browser version and operating system
• Location data — approximate location if you grant permission via your browser, used to show nearby venues or gigs in the "Gigs Near Me" feature. This is stored as a cookie on your device and is not sent to our servers without your explicit action.
• Cookie and localStorage data — see our Cookie Policy for full details

2. How We Use Your Information

We use the information we collect to:

• Create and manage your account, including verifying your email address before you can access artist features
• Facilitate bookings, payments, and communications between artists and venues
• Send booking confirmations, notifications, and platform updates
• Send a verification email when you register as an artist to confirm your identity
• Send early-access notifications to users who sign up via our coming soon page (only if you opt in)
• Verify venue claims and process disputes
• Improve the platform and, with your consent, personalise your experience
• Comply with legal obligations and prevent fraud

We will never sell your personal data to third parties.

3. Email Verification

When you register as an artist on Gigvault, we send a one-time verification link to the email address you provide. You must click this link to activate your account and access artist features. This helps us confirm that your email address is valid and that you are the account holder. Verification links expire after 24 hours; you may request a new link from the verification prompt.

4. How We Share Your Information

We share your information only in limited circumstances:

• Between users: Artist and venue profile information is visible to other registered users on the platform to facilitate bookings. Your mobile phone number is not displayed publicly.
• Payment processors: We use Stripe to process payments. Your card details are handled directly by Stripe and are never stored on our servers.
• Service providers: Trusted third parties who help us operate the platform (e.g. hosting, email delivery), under strict data processing agreements.
• Legal requirements: Where required by law, court order, or to protect the rights and safety of our users.

5. Data Retention

We retain your personal data for as long as your account is active or as needed to provide our services. If you delete your account, we will remove your personal information within 30 days, except where we are required to retain it for legal or financial compliance purposes (e.g. payment records may be retained for up to 7 years).

Early-access email addresses collected via the coming soon page are retained until we launch and contact those subscribers, after which unsubscribed addresses are removed within 90 days.

6. Your Rights

Under UK GDPR and the Data Protection Act 2018, you have the following rights:

• Access: Request a copy of the personal data we hold about you
• Rectification: Ask us to correct inaccurate or incomplete data
• Erasure: Request deletion of your personal data ("right to be forgotten")
• Restriction: Ask us to limit how we use your data in certain circumstances
• Portability: Receive your data in a structured, machine-readable format
• Objection: Object to processing based on legitimate interests
• Withdraw consent: You may withdraw consent for optional cookies at any time via our Cookie Settings

To exercise any of these rights, please submit a request via our Contact Us form. We will respond within 30 days.

7. Data Security

We take the security of your personal data seriously. All data is transmitted over HTTPS, passwords are stored using industry-standard hashing (bcrypt), and access to user data is restricted to authorised personnel only. Automated bot-protection measures (including form timing checks and honeypot fields) are used to prevent malicious account creation — no personal data is stored as part of this process. While we take all reasonable precautions, no online platform can guarantee absolute security.

8. Cookies and Consent

We use a layered cookie approach. Essential cookies are always active. Optional cookie categories — Marketing, Personalisation, and Analytics — are only set after you give consent via our Cookie Preference Centre, which appears on your first visit. You can change your preferences at any time from the footer of any page.

For full details of every cookie and localStorage value we use, see our Cookie Policy.

9. Third-Party Services

Gigvault may use the following third-party services, each with their own privacy policies:

• Stripe — payment processing. Stripe Privacy Policy
• Google Places API — venue location and address data. Google Privacy Policy
• YouTube — video embeds on artist profiles. Google Privacy Policy
• Vimeo — video embeds on artist profiles. Vimeo Privacy Policy

10. Children's Privacy

Gigvault is not intended for users under the age of 18. We do not knowingly collect personal data from children. If you believe a child has provided us with personal data, please contact us immediately.

11. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify registered users of significant changes by email or via a notice on the platform. Your continued use of Gigvault after changes are posted constitutes acceptance of the updated policy.

12. Contact Us

If you have any questions about this Privacy Policy or how we handle your data, please submit a ticket via our Contact Us form and we'll get back to you.