Privacy Policy Overview
1. Data Controller
Brooks’s Bookings, operated by Georgie Louise Brooks, is responsible for the personal information described in this Privacy Policy.
Contact: hello@brooksbookings.co.uk
This Privacy Policy explains how Brooks’s Bookings collects, uses, stores and shares personal information relating to Artists, Hirers, venues, website visitors and other people who contact or use our services.
2. Personal Information We Collect
Brooks’s Bookings may collect personal information including:
• Names and contact details, including email addresses and telephone numbers.
• Information provided through booking enquiries, Artist applications and contact forms.
• Artist information, including artist or band name, location, type of act, musical style, performance experience, set lists, availability, photographs, videos, recordings, website links and social media profiles.
• Information relating to Hirers, venues, events, performance requirements and bookings.
• Payment and transaction information necessary to administer bookings and Artist payments.
• Records of communications, bookings, cancellations, complaints, disputes and other interactions with Brooks’s Bookings.
• Artist Connections preferences and information where an Artist chooses to participate in that service.
• Promotional photographs, videos and other materials provided by Artists or created or used with appropriate permission.
• Technical information associated with use of our website and online forms, where applicable.
3. How We Use Personal Information
Brooks’s Bookings may use personal information to:
• Respond to enquiries.
• Review and process Artist applications.
• Match Artists with suitable performance and booking opportunities.
• Arrange, confirm and administer bookings.
• Communicate with Artists, Hirers and venues.
• Manage performance requirements and booking arrangements.
• Process payments and maintain transaction records.
• Manage cancellations, complaints, disputes and other booking-related issues.
• Operate the optional Artist Connections service.
• Maintain appropriate business, financial and regulatory records.
• Protect the security and proper operation of our website and services.
• Promote Brooks’s Bookings and participating Artists where appropriate permission has been obtained.
4. Health Information
In limited circumstances, an Artist may provide information relating to illness, injury or another health-related circumstance when explaining a cancellation or requesting that a cancellation be treated as an exceptional circumstance.
Brooks’s Bookings will only request health-related information where reasonably necessary and will seek to collect the minimum amount of information required for the relevant purpose.
Where evidence is required, Artists should avoid providing unnecessary medical information. Brooks’s Bookings will generally only require sufficient evidence to establish that the circumstances fall within an applicable exception under the Artist Terms and Conditions.
Health-related information will be treated confidentially, kept securely and will not be used for unrelated purposes. It will not be retained for longer than reasonably necessary.
Where Brooks’s Bookings processes health information or other special category personal information, an appropriate lawful basis and condition for processing will be identified in accordance with applicable data protection law.
5. Lawful Basis for Processing Personal Information
Brooks’s Bookings will only process personal information where there is an appropriate lawful basis for doing so.
Depending on the purpose for which information is being used, Brooks’s Bookings may rely on:
Contract – where processing is necessary to take steps at your request before entering into an agreement, or to arrange, administer and fulfil a booking or other agreement with you.
Legal Obligation – where processing is necessary for Brooks’s Bookings to comply with a legal or regulatory obligation.
Legitimate Interests – where processing is reasonably necessary for the operation and administration of Brooks’s Bookings, including managing enquiries, bookings, Artist and Hirer relationships, business records, complaints, disputes and the security of our services, provided those interests are not overridden by the rights and interests of the individual.
Consent – where Brooks’s Bookings specifically asks for permission to use personal information for a particular purpose. Where we rely on consent, consent may be withdrawn at any time.
Where special category information, including health information, is processed, Brooks’s Bookings will also identify an appropriate condition for processing that information as required by data protection law.
6. Sharing Personal Information
Brooks’s Bookings will only share personal information where reasonably necessary to provide our services, manage bookings, operate the business or comply with legal requirements.
Personal information may be shared with:
• Artists – where relevant information about a Hirer, venue, event or booking is necessary for the Artist to consider, prepare for or fulfil a performance.
• Hirers and venues – where relevant information about an Artist is necessary to arrange, confirm or manage a booking.
• Service providers – including providers of website hosting, email, payment processing, accounting, administration, CAPTCHA/security and other technology services used by Brooks’s Bookings.
• Professional advisers – including accountants, legal advisers and insurers where reasonably necessary.
• Authorities and regulators – including government bodies, courts, regulators or law-enforcement authorities where disclosure is required or permitted by law.
Brooks’s Bookings will seek to share only the personal information reasonably necessary for the relevant purpose.
Brooks’s Bookings does not sell personal information to third parties.
7. How Long We Keep Personal Information
Brooks’s Bookings will only keep personal information for as long as reasonably necessary for the purpose for which it was collected.
This may include the time necessary to provide our services, manage Artist and Hirer relationships, administer bookings, maintain appropriate financial and business records, deal with complaints or disputes and comply with legal or regulatory obligations.
Different types of information may therefore be retained for different periods.
When determining an appropriate retention period, Brooks’s Bookings will consider the nature of the information, why it was collected, whether it remains necessary and any applicable legal or regulatory requirements.
Information that is no longer required will be securely deleted, destroyed or anonymised where appropriate.
Health-related information or evidence provided in connection with an Artist cancellation will not be retained for longer than reasonably necessary for the purpose for which it was provided.
8. Keeping Personal Information Secure
Brooks’s Bookings takes reasonable and appropriate measures to protect personal information against unauthorised access, accidental loss, misuse, alteration or disclosure.
Measures may include:
• Using strong passwords and appropriate account security.
• Restricting access to personal information to those who reasonably require it.
• Securing computers, phones and other devices used for business purposes.
• Using reputable website, email, payment and technology providers.
• Keeping software and devices reasonably up to date.
• Taking additional care when handling sensitive information, including health-related information.
• Securely deleting or disposing of information when it is no longer required.
No electronic system can guarantee complete security, but Brooks’s Bookings will use measures appropriate to the nature and sensitivity of the information being processed.
9. Your Data Protection Rights
Depending on the circumstances and applicable data protection law, you may have rights relating to your personal information, including:
• The right to request access to personal information held about you.
• The right to request correction of inaccurate or incomplete information.
• The right to request deletion of personal information in certain circumstances.
• The right to request restriction of processing in certain circumstances.
• The right to object to certain processing of your personal information.
• The right to data portability in certain circumstances.
• The right to withdraw consent where processing is based on consent.
These rights do not apply in every circumstance, and Brooks’s Bookings may sometimes be legally permitted or required to retain or continue processing certain information.
You have the right to object to processing based on legitimate interests in circumstances provided by data protection law.
To exercise your data protection rights, please contact:
hello@brooksbookings.co.uk
The ICO specifically says the right to object should be brought to people's attention clearly and separately, which is why I've made that sentence prominent.
10. Cookies and Website Data
The Brooks’s Bookings website may use cookies and similar technologies to help the website operate, remember preferences, understand how the website is used and improve our website and services.
Some cookies may be strictly necessary for the operation of the website.
Where cookies or similar technologies require consent, visitors will be provided with an appropriate opportunity to make their choices before those technologies are used.
Depending on the services used on the website, cookies may be provided by Brooks’s Bookings or third-party service providers.
Visitors may be able to manage cookie preferences through the website’s cookie settings and through their browser settings.
The ICO says visitors need to be told that cookies are being used and what they do, and non-essential cookies generally require agreement.
CAPTCHA and Website Security
Brooks’s Bookings may use CAPTCHA or similar security technology on website forms to distinguish genuine users from automated submissions, prevent spam and protect the security of the website.
When CAPTCHA is used, the CAPTCHA provider may process certain technical information about a visitor’s device, browser or interaction with the website for security and fraud-prevention purposes.
Where required, further information about the CAPTCHA provider and its processing of personal information will be provided through this Privacy Policy, the website’s cookie information or the provider’s applicable privacy information.
11. International Transfers
Some service providers used by Brooks’s Bookings may process or store personal information outside the United Kingdom.
Where personal information is transferred internationally and UK data protection transfer requirements apply, Brooks’s Bookings will take appropriate steps to ensure that the information receives an appropriate level of protection.
This may include relying on applicable UK adequacy regulations or other safeguards recognised under UK data protection law.
Further information about relevant safeguards may be provided on request where appropriate.
12. Providing Personal Information
Certain personal information is necessary for Brooks’s Bookings to respond to enquiries, process Artist applications, arrange bookings, administer payments and provide its services.
Where information is required to enter into or fulfil a booking or other agreement, failure to provide the necessary information may mean that Brooks’s Bookings is unable to process an application, arrange or confirm a booking, make a payment or provide the relevant service.
Where providing information is optional, this will be made clear where appropriate.
13. Automated Decision-Making
Brooks’s Bookings does not currently use solely automated decision-making or profiling that produces legal or similarly significant effects on individuals.
Decisions concerning Artist applications, booking opportunities, cancellations, suspensions and complaints involve human review where appropriate.
If Brooks’s Bookings introduces automated decision-making of this nature in the future, this Privacy Policy will be updated where required.
14. Complaints
If you have questions or concerns about how Brooks’s Bookings collects, uses or protects your personal information, please contact us at:
hello@brooksbookings.co.uk
We will take data protection concerns seriously and aim to respond appropriately.
If you are unhappy with how Brooks’s Bookings has handled your personal information, you also have the right to make a complaint to the Information Commissioner’s Office (ICO), the UK data protection regulator.
Information Commissioner's Office
Making a complaint to Brooks’s Bookings first does not affect your right to raise a complaint with the ICO.
15. Changes to This Privacy Policy
Brooks’s Bookings may update this Privacy Policy from time to time to reflect changes to our services, business practices, technology or legal and regulatory requirements.
We will review this Privacy Policy periodically and update it where necessary.
Where a significant change affects how personal information is used, Brooks’s Bookings will take reasonable steps to bring that change to the attention of affected individuals where appropriate.
The latest version of this Privacy Policy will be available on the Brooks’s Bookings website.
Last updated: 15/08/2026