PRIVACY POLICY

Last updated: 23 October 2026

Who controls your information

Aidy Smith is responsible for information submitted through aidysmith.uk. Contact: info@aidysmith.uk.

Information collected

The booking form may collect your name, email address, phone number, event type, event date, venue or postcode, timings, expected attendance, music requirements, equipment or setup requirements and additional information you choose to provide. If ticket sales are available, the ticket purchase form may also collect the purchaser name, email address, phone number, event and ticket quantity. The contact form collects your name, email address, subject and message. Guests who choose to use the Live DJ Room or private event gallery may also provide a display name, messages, song requests, poll or game responses, reactions, photos or videos, as described below.

Unfinished booking reminders

If you enter your name and a valid email address on the single or multiple booking form, your contact details and booking-progress information may be saved temporarily before you press Book now. You can opt out of unfinished-booking reminder emails beside the contact fields. While you remain active on either booking page, the inactivity timer is refreshed. If there is no booking-page activity for 60 minutes, a reminder with a secure resume link and, where eligible, a booking offer may be emailed. If the booking remains unfinished, one final reminder may be sent about 24 hours later. Each reminder includes a link to stop subsequent reminders for that attempt. No date is reserved and no payment is created from an unfinished draft. Uncompleted drafts are automatically removed seven days after the last booking-page activity; drafts marked completed are removed after 24 hours. If a 30-minute unpaid payment hold later expires, a separate recovery snapshot may be retained for up to seven days after the latest hold or recovery attempt. A final expired-hold reminder may be sent at least 24 hours after the first, subject to the event still being in the future.

Booking and payment records

When a booking proceeds, records may include the booking reference, agreed price, deposit and balance amounts, payment status, payment method, transaction references, booking status and relevant dates or times. These records are used to administer the booking, confirm payments, prevent double-booking and maintain necessary accounting or contractual records.

Referral programme

If a customer uses or shares a referral code, the booking system may record the referring booking reference, personal referral code, referred booking reference, referral status, referral-credit redemptions and any £25 booking credit earned after a referred booking is paid in full. Referral sharing buttons can open the customer's own email, SMS or device sharing tools; aidysmith.uk does not need to collect the friend or family member's contact details simply to share the referral link.

Live DJ Room participation

During a booked event, guests may choose a display name and take part in song requests, chat, reactions, polls, shout-outs and games when those features are enabled. The room may record the content submitted, selections or scores, their time and a session-based identifier. Display names and contributions may be visible to other people in that event's room and to the DJ, event host or appointed moderators. Session-based identifiers support features such as rate limits, duplicate-vote prevention, moderation and temporary bans. You can enjoy the event without submitting messages or uploading media.

Live Room activity is used to run and moderate the event, not to make the guest's booking or payment details visible to other participants. Room activity is managed separately from the private after-party media gallery; media has the specific 30-day retention period described below.

Digital invitations, RSVPs, photo wall and memories

If your organiser enables digital invitations, the website records guest names, attendance responses, group sizes, optional messages and a private RSVP update token. Responses are visible to the booking organiser, not to other guests. The organiser can disable or replace the invitation link.

When photo or video uploads are enabled during a booked event, guests with Live DJ Room access may voluntarily add media to that event's private gallery. Photo and video uploads can be enabled separately. Guests must confirm they have permission to share what they upload with the event's other authorised viewers. Uploads generally appear immediately in the private gallery rather than waiting for manual approval; the DJ, event host and appointed moderators can remove inappropriate items and block an uploader. The uploader's name (if provided), a pseudonymous session or browser identifier and the submission time may be recorded for moderation. Uploaded images are re-encoded to reduce embedded metadata. The files are stored in private event-specific storage outside the public website and are not automatically published on the public events pages.

After the event finishes, the booking organiser may separately enable an After-Party Memories sharing link. Anyone given a valid, enabled private link may be able to view and contribute photos or videos until the sharing period ends, so organisers and guests should share the link carefully. The organiser can disable sharing or reset the link. People with access may save copies of media while it is available; disabling the link or deleting the website's copy cannot remove copies another person has already saved. Public reuse of guest media is not automatic and requires an appropriate separate decision and permission from the people depicted. You can request removal of an upload or raise a privacy concern at info@aidysmith.uk.

Event-gallery photos, videos and any optional photo ZIP archives are available for up to 30 days after the booked event's scheduled finish time, including events that finish after midnight. Access expires at that point, and the site's scheduled cleanup tasks delete the private files. Photo ZIP archives, if requested by the organiser, contain approved photos rather than videos. Copies independently saved by guests or organisers are outside the website's deletion process. RSVPs and event running orders form part of the booking record and may be retained for customer service and booking administration as described below.

Private venue setup images

Booking customers and authorised venue contacts may submit optional photographs of the loading route, parking, stage, power sockets and a floor-plan image to help prepare the DJ setup. These are not shared with guests or shown on the public website. The images are re-encoded to remove embedded image metadata, stored outside the public website and only served to authorised customer or venue links. They are kept for the event and removed approximately 30 days after the event by the configured media cleanup task. Old venue images are not automatically attached to new bookings or copied into the venue knowledge base.

Online payments and Square

Eligible DJ bookings can be paid online through Square, and payments may also be taken at the venue using supported Square payment methods such as contactless card or mobile wallet. When you use Square, payment information is processed by Square under its own privacy terms. Aidysmith.uk receives the information needed to identify the booking and record the payment result, such as the amount, payment status and transaction reference. Full card details are not stored by aidysmith.uk.

Postcode verification

For eligible Aidy Smith direct bookings, the postcode entered on the booking form may be sent to the Postcodes.io service to help validate the venue location and calculate applicable travel for bookings in Yorkshire and farther afield. The postcode is used for the location and travel check; your name, email address and phone number are not sent to Postcodes.io as part of that verification request.

How information is used

Information is used to respond to enquiries, check availability and location, assess event requirements, prepare quotes, administer bookings, create payment requests, confirm payments, provide booking or ticket confirmations where applicable and keep necessary records. Live DJ Room and private gallery information is used to provide the features chosen for the event, control access, prevent misuse and moderate guest contributions.

Booking reminders, reviews and future booking emails

For confirmed DJ bookings, service emails may be sent before or shortly after the event to help plan music, confirm venue or access details, remind you about any outstanding balance, provide a secure booking-management link or ask for feedback after the event. These messages relate to the booking you have made. When you make a booking, you are also given a clear option to opt out of future customer emails about referral rewards, relevant future-event reminders and Aidy Smith DJ offers. If you do not opt out at booking, those future customer emails may be sent where permitted. Every promotional email includes an unsubscribe option, and unsubscribing does not prevent essential emails about an active booking, payment or amendment.

Legal basis

Enquiry information is processed because it is necessary to take steps at your request before entering into a booking agreement and, where a booking proceeds, to perform that agreement. Payment and booking records may also be processed where necessary to perform the booking agreement and meet legitimate administrative, security, accounting or legal requirements. Guest contributions to an event's Live DJ Room and private gallery are processed to provide the organiser's chosen event features and for legitimate interests in keeping those features working, secure and appropriately moderated. Participation and media uploads are optional; uploaders are required to confirm they have permission to share their media. Future customer emails about Aidy Smith DJ services are sent only where permitted by applicable electronic-marketing rules, with an opt-out offered during the booking process and an unsubscribe option included in promotional emails.

Sharing and service providers

Your personal information is not sold. It may be processed by service providers needed to operate the website and booking process, including website hosting and email providers, Square for DJ booking payments and Postcodes.io for postcode verification. If online ticket sales are activated, the payment provider shown during that checkout may also process the information necessary to complete the ticket payment. Information may also be disclosed where required by law.

Retention

Unsuccessful enquiries should be deleted when no longer reasonably needed. Expired postcode and travel lookup cache entries are removed after approximately 28 days. Confirmed booking and payment records may be retained for accounting, contractual or legal purposes; unpaid payment attempts may also leave limited records needed for payment reconciliation and preventing double-booking. Cancelled booking records may be retained where necessary to preserve payment, refund or administrative history. Where you unsubscribe from future rebooking emails, a record of that preference may be retained so the opt-out can continue to be respected.

SoundCloud player and external links

The Mixes & Music page offers an optional SoundCloud player. The player is not loaded automatically. If you choose to load it, your browser connects to SoundCloud and SoundCloud may receive technical information or use cookies and similar technologies under its own privacy terms. External SoundCloud links are also available.

Your rights and media removal

Depending on the circumstances, you may ask for access, correction or deletion of your personal information, or object to or restrict certain processing. If you appear in an event photo or video, or have uploaded media you want removed, contact the email address above with enough information to identify the event and the item. We may need to verify the request before acting. Requests relating to files on this website cannot guarantee deletion of copies another guest has already saved or shared outside the site.

Live chat

The website uses Tawk.to to provide live chat. When the widget loads, your browser connects to Tawk.to and technical information such as your IP address, browser details and pages visited may be processed to operate the service. If you start a chat, the information you enter and the conversation may also be stored by Tawk.to and made available to Aidy Smith for responding to your enquiry.

Analytics

No separate website analytics or advertising service is currently included.