Privacy Policy Your information, treated with care.

1. Who we are

DIOGENES MUSIC LTD is a company registered in England and Wales. For the purposes of this Policy, “we”, “us” and “our” refer to DIOGENES MUSIC LTD.

We provide music event planning consultancy and written planning guidance. Depending on the agreed scope, our work may cover event structure, programme planning, preparation schedules, staffing and resource considerations, technical requirements and suggested next steps.

Our standard service is primarily delivered through documents and written communication. We do not require fixed meetings as part of the standard enquiry process.

This Policy applies to personal information collected through our website, contact forms, email correspondence and the delivery or administration of our consultancy services.

2. Information we collect

We collect information that is relevant to responding to enquiries, considering proposed work and providing the services requested.

Information you provide

• Your name and email address.
• Your telephone number, if you choose to provide it.
• The type of event you are planning and any proposed date or venue details.
• Your planning requirements, objectives, intended audience and budget information, where supplied.
• Information contained in messages, documents or other materials you send us.
• Correspondence relating to an enquiry, an agreed project or a request for clarification.

Technical information

When you visit our website, certain technical information may be processed by the website platform or hosting service. Depending on the configuration in use, this may include your IP address, browser type, device information, pages requested, access times and basic security logs.

We do not ask you to provide personal information that is unrelated to your enquiry. Please avoid including confidential information about other people unless it is necessary for your request and you are entitled to share it.

3. How we use information

We use personal information only for relevant and identified business purposes, which may include:

• Reviewing and responding to website enquiries.
• Understanding the proposed event and the planning support requested.
• Confirming the proposed scope of work, deliverables and estimated timescale.
• Preparing and delivering agreed written planning documents.
• Responding to follow-up questions included within an agreed service.
• Maintaining business correspondence and records of agreed work.
• Operating, maintaining and protecting the website and its contact forms.
• Meeting applicable legal, accounting and record-keeping requirements.
• Establishing, exercising or defending legal claims where necessary.

We do not use enquiry information to make decisions about your personal characteristics. We do not sell personal information to third parties.

4. Legal grounds for processing

Where required by applicable data protection law, we rely on an appropriate legal basis for each relevant use of personal information. Depending on the circumstances, this may include:

• Steps before an agreement: reviewing an enquiry and taking requested steps before entering into a service agreement.
• Contractual necessity: managing and delivering services that have been agreed with you.
• Legal obligations: keeping records or providing information where the law requires us to do so.
• Legitimate interests: managing routine business correspondence, maintaining website security and keeping appropriate service records, where those interests are not overridden by your rights and interests.
• Consent: where a particular activity legally requires your consent, such as certain optional cookies or communications.

Where we rely on consent, you may withdraw it at any time. Withdrawal does not affect processing that took place lawfully before the withdrawal.

5. Sharing information

We do not sell or rent personal information. We may share limited information where reasonably necessary for the purposes described in this Policy.

• Website and hosting providers: to operate the website, store submissions and maintain its technical security.
• Email and communication providers: to receive, manage and respond to correspondence.
• Professional advisers: where appropriate for accounting, legal or other professional advice.
• Public authorities: where disclosure is required by law or is otherwise legally permitted.

Where a service provider processes personal information on our behalf, we take appropriate steps to ensure that its role and handling of the information are governed by suitable arrangements where required by law.

We do not share customer enquiries with venues, performers, suppliers or event organisers as a routine part of this website’s enquiry process. Any project-specific disclosure would need to be relevant to the agreed work and supported by an appropriate lawful basis.

6. How long we keep information

We retain personal information only for as long as reasonably necessary for the purpose for which it was collected, taking account of service administration, applicable legal obligations and the need to resolve queries or disputes.

These periods are internal retention guidelines rather than statutory periods that apply identically to every record. We may retain information for longer where a legal obligation, an active dispute or another valid necessity requires it. When information is no longer needed, we will take reasonable steps to delete it or remove identifying details.

7. Information security

We take reasonable technical and organisational measures appropriate to the information we handle. These may include access controls, account protection, appropriate website maintenance and limiting access to information to those who need it for legitimate business purposes.

No method of transmission or electronic storage can be guaranteed to be completely secure. We review relevant concerns and take appropriate steps when an incident is identified.

Where a personal data breach meets the applicable legal reporting threshold, we will notify the relevant supervisory authority without undue delay and, where feasible, within 72 hours of becoming aware of it. Where the law requires communication to affected individuals, we will do so without undue delay.

8. Cookies and website technologies

Our website may use cookies or similar technologies that are necessary for core website functions, security and the proper operation of forms. Optional analytics or other non-essential technologies may be used only where they are actually enabled and the required permissions have been obtained.

The types of technologies used, their purposes and any available choices are explained in our Cookie Policy. You can also manage cookies through your browser settings, although restricting certain cookies may affect website functionality.

This Policy does not assume that advertising cookies, analytics tools or third-party tracking services are installed. The actual website configuration should be checked and reflected accurately in the Cookie Policy and consent settings.

9. Your privacy rights

Depending on the circumstances and applicable law, you may have the right to:

• Request access to the personal information we hold about you.
• Ask us to correct information that is inaccurate or incomplete.
• Request erasure of personal information where the legal conditions are met.
• Request restriction of processing in certain circumstances.
• Object to processing based on legitimate interests where the law provides that right.
• Request a copy of certain information in a portable format where applicable.
• Withdraw consent where processing relies on consent.
• Raise a concern with the relevant data protection supervisory authority.

These rights are not absolute in every situation. Whether a request can be fulfilled depends on the applicable legal requirements and any relevant exemptions.

How to make a request

Email enquiries@diogenesmusic.services and describe your request. We may ask for information reasonably necessary to verify your identity or clarify the scope of the request before providing personal information.

We will respond without undue delay and normally within one calendar month of receiving a valid request. Where the law permits an extension because a request is complex or multiple requests have been received, the response period may be extended by up to a further two months. If an extension is needed, we will explain the reason within the initial response period.

Requests are generally handled without charge. A reasonable fee or refusal may be permitted in limited circumstances, such as where a request is manifestly unfounded or excessive, as allowed by law.

10. International data transfers

Our business is registered in England and Wales. Some website, hosting, email or technical service providers may process information in other countries, depending on the services and configurations used.

Where personal information is transferred outside the United Kingdom and the transfer is subject to applicable UK data protection rules, we will take the steps required by law. These may include relying on applicable adequacy regulations or using an appropriate transfer safeguard and completing any required assessment.

The actual providers and locations involved depend on the website’s current technical setup.

11. Children’s information

Our website and consultancy enquiry process are intended for people making event planning enquiries in a professional, organisational or personal capacity. The website is not designed to collect personal information directly from children.

Please do not submit children’s personal details unless they are genuinely necessary for your enquiry and you are authorised to provide them. If you believe a child has supplied personal information inappropriately, contact us so that we can assess the matter and take appropriate action.

12. Changes to this Policy

We may update this Privacy Policy when our services, website functionality, information-handling practices or legal obligations change.

The revised version will be published on this page and will apply from publication unless a different effective date is stated. Where a material change requires direct communication under applicable law, we will take appropriate steps to provide that information.

We recommend reviewing this page periodically to understand how personal information is handled.

13. Contact us

If you have questions about this Privacy Policy, wish to exercise a privacy right or need clarification about the handling of information submitted through our website, please contact us using the details below.