1. Scope and responsibilities
This notice explains personal information used by Venue True and Advance True. The operator named on this page is responsible for account administration, platform security and its own communications. A venue or other organisation that uploads contacts, riders or show records also has responsibilities for the information it chooses to collect and share.
Where we handle an organisation’s show data solely on its instructions, that organisation may be the controller and we may be its processor. Appropriate processing terms and supplier arrangements must be finalised before production use. Ask the relevant venue about its own use of information, as well as contacting us about the platform.
2. Information we collect and its sources
- Accounts: name, email, organisation, role, login credentials in protected form, account status, access claims and acceptance of the Terms.
- Venue and artist records: names, locations, addresses, business contact details, capacities, technical specifications and the history of section checks.
- Show collaboration: dates and times, participant roles, invitations, contacts, riders, technical documents, notes and advancing decisions. Other users may supply your work contact details or invite you to a show.
- Finance and reporting: show costs, settlements, ticket-count summaries, setlists, songwriter information, membership declarations and PRS-related records. Uploaded files may contain additional information chosen by the uploader.
- Availability requests: your name, email, organisation, requested room/date, proposed show, preferred doors time and message; the venue’s decision is also recorded.
- Technical records: session identifiers, IP address and browser/device information available to the application or server for authentication, security and troubleshooting.
Information comes from you, authorised collaborators, imported calendar or spreadsheet files, and your use of the service. Avoid uploading health information or other sensitive personal information unless it is necessary and you have an appropriate legal basis. The platform does not require ticket purchasers’ individual customer lists for ticket-count reporting.
Fields marked required are needed to create the requested account or handle the request. You can choose not to provide them, but we may be unable to provide that function. Optional fields can be left blank.
3. Why we use information
| Purpose | Basis where we act as controller |
|---|---|
| Create accounts and deliver requested tools | Performance of our agreement with you; legitimate interests in delivering services to an organisation where you act as its representative. |
| Manage claims, permissions, invitations and pencil requests | Legitimate interests in connecting authorised collaborators and helping venues handle genuine enquiries. |
| Secure, maintain and troubleshoot the service | Legitimate interests in preventing misuse and operating a reliable platform. |
| Handle legal requirements and genuine disputes | Applicable legal obligations, and legitimate interests in establishing or defending legal claims. |
| Optional marketing or non-essential tracking, if introduced | Consent where required. Separate choices will be provided; accepting the Terms is not marketing consent. |
For legitimate-interest activities we consider the purpose, whether the use is necessary, and its effect on individuals. You can object to processing based on legitimate interests. Where consent is used, you can withdraw it without affecting the lawfulness of earlier processing.
4. What other people can see
Venue and artist names and towns can appear in the shared directory. A venue can opt to share a room summary, including capacity, sound-console and access information. Private specification contacts are not included in directory results.
Show information and uploaded documents are available to authorised show participants. Finance functions are limited to authorised venue management. Site administrators may access information where necessary for administration, support or security.
A calendar link exposes only the fields selected by the venue: availability, and optionally titles and public doors times. Requester messages and contact details remain with the venue team. A link can be forwarded; optional passwords are shared secrets rather than identity checks.
Exports and downloads create copies outside our access controls. Removing a participant or revoking a link cannot recall those copies. We do not sell personal information or make private contact lists available to advertisers.
5. Suppliers and external services
The current version uses local application/database and file storage in development. Production hosting, email delivery, backup suppliers, processing locations and contractual safeguards are not yet finalised; this notice will be updated before public launch.
The interface currently loads Manrope and DM Sans through Google Fonts. Your browser connects to Google to request these assets and may disclose technical connection information such as IP address and browser details. See Google Fonts’ privacy information. This is separate from the application’s own cookies.
Stripe has been chosen for future subscription billing but is not connected to checkout in the current version. No Stripe payment form or payment tracking script is loaded by the True pricing page. Billing-data categories and relevant Stripe information will be added before checkout opens.
Calendar import currently processes an uploaded file; it does not sign in to your Google, Apple or Microsoft account. Automatic ticketing integrations are planned, not currently connected. Third-party websites you choose to visit have their own privacy policies.
6. International processing
The location of future production suppliers and any international transfers must be confirmed before launch. Where restricted transfers are necessary, we will identify an applicable adequacy arrangement or suitable safeguards and explain how to obtain information about them. We do not promise that every external font request is processed only in the UK.
7. How long information is kept
Account and workspace information is held while needed to provide the requested service, manage collaboration and handle legitimate support or dispute needs. Closing an account does not necessarily remove records controlled by a venue or copies held by collaborators. Release of a pencil or expiry of Premium access does not itself delete the underlying show records.
For deletion requests, we consider whether information is still needed, whether it belongs to another controller, and any legal requirement to retain it. We will explain any reason for retaining information. Backup, server-log, financial-record and closed-account retention periods are still to be agreed for production; automated deletion to fixed time limits is not yet implemented.
Cookie lifetimes and session expiry are set out in the Cookie policy. A cookie’s expiry is not the same as deleting the related workspace records.
8. Your rights and choices
Depending on the circumstances, you can ask for access, correction, deletion, restriction or portability of your personal information, and object to certain uses. These rights have conditions and exemptions. Contact the operator identified on this page; we may need proportionate information to verify your identity. Requests concerning a venue’s own purposes may also need to go to that venue.
You can complain to the UK Information Commissioner’s Office through the ICO complaints service. You do not have to complain to us first, though we welcome the opportunity to resolve an issue.
We do not use the current True tools to make solely automated decisions producing legal or similarly significant effects about individuals. Automated calculations and matching suggestions support users; venues make their own booking and approval decisions.
9. Security and changes
Access permissions restrict workspace functions and private documents. Account passwords and calendar-link passwords are hashed. These measures do not eliminate every risk; choose strong passwords and check recipients before sharing files or links.
This notice will change as the service and suppliers change. Its version date appears above. Material new uses of information will be explained, and consent requested where required, before those uses begin.