DL Entertainments Privacy Notice
This notice explains how DL Entertainments collects, uses and protects personal information when you enquire about, book or work with us. Last updated: 20 October 2026.
1. Who we are
DL Entertainments Limited ("DLE", "we", "us") is a company registered in England and Wales, company number 14812535. We supply live bands, musicians and sound services for public and private events. We are the controller of the personal information described in this notice.
Registered office :94 Downhouse Road, Catherington, Hampshire, UK
ICO registration Not required: We are exempt from the ICO data protection fee
Data protection contact: Mathew Lake - Email: info@dlentertainments.com
We have not appointed a Data Protection Officer, as we are not required to. Please send any privacy question or request to the email above.
2. Information we collect
We collect information you give us by email, phone, our website or in person, and information created as we manage your booking.
Who you are
Information we hold
Clients and people enquiring about a booking
Name, email address, phone number, postal or billing address, event date, venue, guest numbers, act and services requested, quotes, booking and payment status, and the content of our emails with you
Venues, promoters and agencies
Contact names, job titles, business contact details, event and booking details, and our correspondence
Musicians, sound engineers and other performers
Name, contact details, the instruments or roles you play, availability, gigs booked, fees, invoices and bank details for payment, and our correspondence
Anyone named in an email to us
Name and any details included in the message, such as an event host or venue contact
We do not ask for, and do not want to receive, sensitive information such as health or religious details. Please do not include it in emails unless it is essential to your event, for example an accessibility requirement. If you do, we will use it only to plan your event, with your agreement.
3. How we use your information
The law requires us to have a lawful basis for each use. Ours are set out below.
What we do / Lawful Basis
Answer enquiries, prepare quotes and take bookings
Contract, or steps you ask us to take before entering one
Book musicians, arrange line-ups and send gig information
Contract with our clients and performers
Keep accurate records of deals, emails and bookings, and organise our admin
Legitimate interests in running our business efficiently
Pay musicians and keep financial and VAT records
Legal obligation
Deal with complaints, disputes and legal claims
Legitimate interests in protecting our business
Your consent, or our legitimate interests where you are an existing client. You can opt out at any time
Where we rely on legitimate interests, we have checked that our interests are not outweighed by your rights. You can ask us for details of that assessment.
4. How we use AI tools
We use AI tools to help organise our admin. Our business email and customer records are held in HubSpot. We use Claude, an AI assistant provided by Anthropic, to read these emails and records so it can link messages to the right booking, track musician availability and create internal to-do lists for our team.
A member of our team checks this work. The AI does not contact you, does not make decisions about you, and does not handle payments. All replies to you are written and sent by a person. Prices may be worked out with an AI calculator, but every quote is checked and issued by a person.
We use Claude under Anthropic's business terms, which do not allow Anthropic to use our data to train its AI models.
5. Who we share it with
We never sell your information. We share it only where needed to deliver our services or meet the law.
Recipient / Why
Musicians, sound engineers and performers booked for your event
To deliver the gig: event date, venue, timings and on-the-day contact details
HubSpot
Our customer records and business email system
Anthropic (Claude)
AI assistant that helps organise our admin (see section 4)
Google Workspace
Our email, calendar and document provider
Zapier
Automation that sends gig information emails and diary entries to our performers
Xero Accounting Software
Invoicing and bookkeeping
Our accountants, HMRC and other authorities
Where the law requires it
☐ Our service providers act on our instructions and are bound by data processing agreements.
International transfers
Some of our providers, including Anthropic, Google and Zapier, are based in the USA, and HubSpot may access data from there. When information is transferred outside the UK, we make sure it is protected by safeguards approved under UK law, such as the UK International Data Transfer Addendum or the UK Extension to the EU-US Data Privacy Framework. You can ask us for details.
6. How long we keep it
We keep information only as long as we need it, and review our records every September.
Information
How long
Client booking records and emails
6 years after the end of the financial year of your last booking
Musician and performer records
6 years after your last gig with us
Enquiries that did not lead to a booking
2 years after our last contact
Internal to-do lists created by our AI tools
Deleted within 90 days of the task or gig being completed
After these periods, we delete your information or make it anonymous.
7. Your rights
Under UK data protection law you have the right to:
ask for a copy of the information we hold about you
ask us to correct information that is wrong or incomplete
ask us to delete your information
ask us to limit how we use your information
object to our use of your information where we rely on legitimate interests, and to any direct marketing at any time
ask us to transfer information you gave us to another organisation
withdraw your consent at any time, where we rely on consent
To use any of these rights, email info@dlentertainments.com. We will respond within one month. There is normally no charge. We may ask you to confirm your identity first.
8. How to complain
If you are unhappy with how we have handled your information, please tell us first by emailing info@dlentertainments.com with "Data protection complaint" in the subject line. We will acknowledge your complaint within 30 days, investigate it and let you know the outcome without undue delay.
You also have the right to complain to the Information Commissioner's Office (ICO), the UK data protection regulator:
Website: ico.org.uk/make-a-complaint
Helpline: 0303 123 1113
Post: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF
9. Keeping your information safe
Access to our systems is limited to the DLE team and protected by two-factor authentication. Our providers encrypt information in transit and in storage. If a data breach happens that puts your rights at risk, we will tell you and, where required, the ICO.
10. Our website
Enquiry and contact forms. When you fill in a form on our website, we collect the details you enter, such as your name, email address, phone number, event date, venue and message. These go into our customer records in HubSpot so we can reply and, if you go ahead, manage your booking. We use them as described in sections 3 to 6.
Cookies. Cookies are small files stored on your device when you visit a website.
Type
What it does
Do we ask first?
Essential
Makes the website and its forms work, and remembers your cookie choices
No: the site cannot work without them
Analytics
Tells us how many people visit and which pages they view, so we can improve the site
Yes: only set if you click "Accept"
Embedded media
Videos and music players from sites such as YouTube or Spotify, which may set their own cookies
Yes: only loaded if you accept, or when you choose to play them
You can change your cookie choices at any time using the cookie settings link at the bottom of each page, or by clearing cookies in your browser settings. Blocking cookies may stop parts of the site from working.
11. Changes to this notice
We review this notice regularly and will post any updates on this page with a new "last updated" date.
DL Entertainments Limited · Company number 14812535 · info@dlentertainments.com