Introduction
I am Brian Mole a freelance DJ trading as Brian Mole Wedding DJ.
I am committed to protecting your privacy and only using your personal information in accordance with relevant UK legislation including the UK General Data Protection Regulation (GDPR), the Data Protection Act 2018 and the Privacy and Electronic Communication Regulations.
This Privacy Policy tells you what I do with your personal information including where I collect information from, how I use it and how long I store it for. It also explains your rights in relation to this.
Contact Information
Brian Mole Wedding DJ is the Data Controller for all data collected, stored and used in relation to the business interests and activities of the company.
I can be contacted in relation to the use of personal data using the details below:
Brian Mole
Brian Mole Wedding DJ
5 Woodfield, Southwater, West Sussex RH13 9EN
0794 119 1194
brian@dancemix.co.uk
Your Personal Information
Personal information is data which can be used to identify you. This can include your name, address, email address, telephone number. The information I collect and where it comes from can vary depending on your relationship with the company.
Prospective Clients
When you first make contact with me (via my website, WhatsApp, Email, telephone, social media or in person), I collect or receive information from you to help me to understand your query and provide a quote for products or services, if applicable.
Initially the information I collect and use will be limited to:
- Names and contact details (generally telephone number and email address)
- Type of event, location of event, and date of event
- Occupation and/or type of business (if you are contacting us as a business)
- Records of meetings, conversations and decisions
- Your marketing preferences
- Any other information you chose to share with me
I collect or receive this information from you directly or from publicly available sources such as your website or social media channels.
Clients
When you accept a quote, commission work or purchase a service from the company you will be known by me as a “client”.
I collect and use information about clients and their businesses (if applicable) to enable me to provide you with services.
I will also use the information I collect to:
- improve my services
- manage client accounts
- fulfil my legal obligations such as taxation
- market the business
I will collect and use the following information relating to clients:
- Names
- Contact details such as telephone numbers, address, email address, social media handles
- Occupation and/or type of business
- Records of meetings, conversations and decisions
- Purchase or service history
- Transaction data (including details about payments to and from you and details of products and services you have purchased)
- Information relating to compliments or complaints
- Marketing preferences
- Correspondence
- Images and video stored on a secure platform
I collect or receive this information from you directly or from publicly available sources such as your website or social media channels.
In some situations I could receive this data from:
- Your employer if they have commissioned a service or booked an event with me
- A venue
- A service provider for the event (for example your caterer)
- A contractor or freelancer
Sensitive or Special Category Data
In some situations I may collect or process special category data. This is personal data which needs more protection due to its sensitive nature such as data concerning your health. We collect or process this data in order to:
- Make services accessible and inclusive
I also collect or process special category data about you. This is personal data which needs more protection due to its sensitive nature. I process the following special category data:
- Race or ethnic origin
- Religious or philosophical beliefs
- Information relating to your sex life or sexual orientation
I will normally collect this information direct from you but I may also receive it from your guests if they have attended your event.
Photography and video
I may collect images or video of your event. I use images or video for the purposes of marketing, social media, security, safety and crime prevention. I also store and use images and video captured by the photopod which you and your guests interact with.
Images and video may be geo-tagged with location information and your names on my social media posts.
I will ask you for consent to store, share and use images and video. Consent can be withdrawn by contacting me. Images and video will be recorded and stored securely and access is restricted to authorised people only. I will continue using images and video unless you tell me not to by withdrawing consent.
I ensure that all photo and video use complies with relevant UK legislation and is carried out in a way which respects individuals rights.
Lawful basis
Under UK data protection law, I must have a “lawful basis” for collecting and using your personal data.
Consent – Sometimes I will ask for your consent to process your personal data. Before doing do I will provide you with the necessary information to make an informed decision. Once given, you can withdraw your consent at any time.
I use consent when:
- Collecting health information in order to make events accessible and inclusive
- Using images in which you are identifiable on the company’s social media accounts or website.
Legitimate Interest – At times I will rely on the legitimate interest as the lawful basis for processing your personal data. This can only be used where I believe there is a legitimate interest to either you or the company and it must be balanced with your rights and freedoms in relation to your personal information. I may use legitimate interest when:
- Using your personal data in order to contact you about a new service
Legal Obligation – I may need to collect, process, share or hold personal data in order to meet legal obligations. I use legal obligation:
- For the purposes of tax administration
- If ordered to process your data by a court
Performance of a Contract – If you enter into a contract with the company such as commissioning work or purchasing a service from me, I will need to collect and process some personal data in order to meet the contractual obligations.
Vital Interest – In limited circumstances, I may process your personal data where it is necessary to protect someone’s vital interests. This means processing information in order to protect a person’s life or prevent serious harm.
I will only rely on this lawful basis where the processing is genuinely necessary to protect life or safety and where the individual is incapable of giving consent or it is not possible to obtain consent in time. Such as:
- Sharing information with healthcare professionals or emergency services where someone requires urgent medical treatment
- Sharing health or contact information to ensure appropriate treatment can be provided
- Disclosing information to protect an individual where there is an immediate risk of serious harm or death
- Using stored emergency contact details where someone has been seriously injured or becomes unconscious
Sharing your personal data
The organisation may disclose personal and sensitive information to a variety of recipients including:
- My agents, freelancers and contractors where there is a legitimate reason for them receiving the information
- Government departments and agencies where we have a statutory obligation to provide information (e.g. HMRC, and the Home Office)
- Third parties who provide systems to help us perform business activities
- Internal and external auditors
- Debt collection and tracing agencies
- Courts and tribunals
- Survey organisations
- Training providers
- Review and testimonial organisations
Any disclosures of personal data are always made on case-by-case basis, using the minimum personal data necessary for the specific purpose and circumstances and with the appropriate security controls in place. Information is only shared with those agencies and bodies who have a “need to know” or where you have consented to the disclosure of your personal data to such persons.
Where possible, I will always look to anonymise/pseudonymise your personal information so as to protect confidentiality, unless there is a legal basis that permits us to use it and I will only ever use/share the minimum information necessary.
However, there are occasions where the organisation is required by law to share information provided to me with other bodies responsible for auditing or administering public funds, in order to prevent and detect fraud.
There are a number of circumstances where I must or can share information about you to comply with or manage:
- Disciplinary/investigation processes and serious incident management, including but not limited to referrals to professional bodies, and to seek advice from relevant professions for expert opinions
- Legislative and/or statutory requirements
- Court orders which may have been imposed on us
- Requests for information from the police and other law enforcement agencies for the prevention and detection of crime, and/or fraud if the crime is of a serious nature
Your rights
Under UK data protection legislation you have certain rights in relation to the processing of your personal data.
Your right to be informed – You have the right to be informed about the collection and use of your personal data. This privacy notices aims to fulfil this right supported by information provided by me before I ask for consent to process your personal data (if applicable).
Your right of access – You have the right to ask me for access to or a copy of your personal information. You can request other information such as details about where I get personal information from and who I share personal information with. There are some exemptions which means you may not receive all the information you ask for.
Your right to rectification – You have the right to ask me to correct or delete personal information you think is inaccurate or incomplete. In certain circumstances your request may be refused.
Your right to erasure – You have the right to ask me to delete your personal information also known as the right to be forgotten. There are certain circumstances where this right doesn’t apply such as where legal obligation is the lawful basis for processing the data.
Your right to restriction of processing – You have the right to ask me to limit how I can use your personal information in some situations.
Your right to object to processing – You have the right to object to the processing of your personal data in some cases. For example, you can object to the use of your data for direct marketing.
Your right to data portability – You have the right to ask that I transfer the personal information you gave me to another organisation, or to you.
Your right to withdraw consent – When I use consent as my lawful basis you have the right to withdraw your consent at any time.
If you make a request, I must respond to you without undue delay and in any event within one month.
To make a data protection rights request, please contact me using the contact details at the top of this privacy notice.
How long I keep information
I will only retain your personal data for as long as necessary to fulfil the purposes for which I collected it, including the purposes of satisfying any legal, accounting, or reporting requirements. Retention periods for personal data will vary according to the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which I process your personal data and whether I can achieve those purposes through other means, and the applicable legal requirements.
When you are a potential client I will store your data for 24 months from the date of your most recent contact with me. After 24 months have passed, I will periodically delete the data from my systems unless you have become a client.
When you become a client I will store your data for the lifetime of the business relationship plus 7 years from the date of the contract’s termination or last contact whichever is later.
If you are a delegate on a training event booked or commissioned by your employer or someone else I will store your data for the lifetime of the business relationship with your employer or the person who commissioned or booked the event plus 7 years from the data of the contract’s termination or last contact whichever is later.
If I am able to anonymise your personal data so that you can no longer be identified from it, I may use such information without further notice to you.
Queries, Concerns or Complaints
If you have any queries, concerns or complaints about my use of your personal data, you can contact me using the contact details at the top of this privacy notice.
If you have a complaint and remain unhappy with how I’ve used your data after raising a complaint with me, you can also complain to the ICO.
The ICO’s address:
Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire. SK9 5AF
Helpline number: 0303 123 1113
Website: https://www.ico.org.uk/make-a-complaint
Version and effective date
This is version 2 of my Privacy Policy, dated 13th March 2026