Privacy Policy

1. Who we are

Innovation Sounds provides professional DJ, entertainment and event-production services.

For data-protection purposes, the person or business responsible for your personal information is:

2. Information we collect

When you use our Celebration Planner or contact us, we may collect:

• Your name, email address and phone number.
• Your preferred contact time and any messages you send us.
• Event details including the event type, proposed date, venue or location and expected guest numbers.
• Your music preferences, preferred atmosphere and services or enhancements you are interested in.
• Technical information required to operate and protect the website, such as basic request and security information.

If you choose our optional AI voice front desk, your microphone audio is processed by OpenAI to carry out the conversation. Captions are shown in your browser, and draft enquiry details are kept in our Business Hub so you can review them. Our app does not record the call audio. You decide whether to send the final enquiry; you can also use the written Celebration Planner.

When text logging is enabled, the front desk shows a notice before the call and asks you to acknowledge it. We save an encrypted text log of what you and Maya say to handle your enquiry and review the receptionist's answers. Only authorised owners and administrators for Innovation Sounds can read it in Business Hub. Transcripts can contain errors and do not confirm a booking. You can choose the written enquiry instead, without starting a voice call.

Please avoid including sensitive personal information in the additional-notes box unless it is genuinely necessary for your enquiry.

3. How we use your information

We use your information to:

• Receive and respond to your enquiry.
• Check availability and discuss suitable services.
• Prepare quotations and take steps towards arranging a booking.
• Manage confirmed bookings and provide the requested services.
• Maintain appropriate business, financial and customer-service records.
• Protect our website and prevent fraudulent or abusive submissions.

4. Our lawful bases

We normally process enquiry and booking information because it is necessary to take steps at your request before entering into a contract, or to perform a contract once a booking is confirmed.

We may also process limited information where necessary for our legitimate interests, including managing our business, providing customer service, maintaining security and handling potential disputes.

Where the law requires us to retain financial, accounting or transaction information, we process it to comply with our legal obligations.

We will request separate consent before using your information for optional electronic marketing where consent is required.

5. Who we share information with

We do not sell your personal information.

We may share information with trusted service providers where necessary to operate the website and respond to enquiries, including:

• Resend, which delivers website enquiry and confirmation emails.
• Our website hosting and infrastructure providers.
• OpenAI, which processes audio and enquiry details when you use the optional AI voice front desk, and our Business Hub, which stores draft and submitted enquiries for review.
• Professional advisers such as accountants, insurers or legal advisers where necessary.
• Public authorities where disclosure is required by law.

These providers may only use information for the services they provide to us and must handle it in accordance with applicable data-protection requirements.

6. International data transfers

Some technology providers may process information outside the United Kingdom.

Where this happens, we use providers that offer appropriate safeguards for international transfers, such as recognised transfer frameworks or approved contractual protections.

7. How long we keep information

Maya's saved conversation text and review notes are kept for up to the period shown before your call, normally 30 days. Expired text becomes unavailable and is removed by our regular cleanup. Restricted backup copies follow the hosting backup schedule; expired logs must be removed before a restored copy is put back into service. Minimal call and access records may remain for security and administration. Enquiries you choose to send are separate records, with the retention periods below.

Enquiries that do not result in a booking will normally be kept for up to 24 months so that we can respond to follow-up questions and maintain a record of our communications.

Information connected with confirmed bookings, payments, invoices or disputes may be retained for longer where necessary for accounting, tax, insurance or legal purposes.

When information is no longer required, we will delete it or securely anonymise it.

8. How we protect information

We use reasonable technical and organisational safeguards designed to protect personal information from unauthorised access, alteration, disclosure or loss.

However, no online service or method of electronic communication can be guaranteed to be completely secure.

9. 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 information.
• Ask us to delete information in certain circumstances.
• Ask us to restrict how information is used.
• Object to processing based on legitimate interests.
• Request transfer of information where the right to data portability applies.
• Withdraw consent where processing relies upon consent.

To exercise a right, email DJLucks@innovationsounds.co.uk.

10. Complaints

Please contact us first if you have concerns about how we use your information, and we will try to resolve the issue.

You also have the right to complain to the UK Information Commissioner’s Office.

11. Cookies and similar technology

We do not currently intentionally use advertising or behavioural-tracking cookies.

The website or its hosting provider may use strictly necessary technical storage or security features required to operate and protect the service.

We will update this policy and introduce appropriate cookie controls before adding optional analytics, advertising or similar tracking technologies.

12. Changes to this policy

We may update this privacy policy when our website, services, providers or legal obligations change.

The latest version will always be published on this page with its updated date.