Privacy & cookies

Who is responsible

CultureServe Limited is the controller of the personal information we use for these purposes. We are registered in England and Wales, company number 15543206, with our registered office at 2 Mellwood, Kirkby Stephen, CA17 4SD.

For questions, requests or complaints about your information, email info@cultureserve.com or write to our registered office. A member of our team monitors the mailbox.

When you contact us

We receive the information you choose to send, such as your name, work email address, organisation, role, telephone number and message. Our email links open your own email application; these company website pages have no enquiry form.

We use this information to answer you, arrange conversations and manage our relationship with you. Our lawful basis is our legitimate interest in responding to relevant enquiries and developing working relationships in the performing arts. If you ask us to take steps towards a contract with you personally, we may instead rely on taking steps at your request before entering that contract.

You choose whether to contact us. There is no obligation to supply information, but we may be unable to respond without suitable contact details. Please do not send sensitive personal information that is unnecessary for your enquiry.

When we meet at events

If you complete a CultureServe contact form at an event, HubSpot processes the details you submit for us. These may include your name, work email address, organisation, role, enquiry and any communication preferences you choose. We may also record the event and relevant notes from our conversation.

We use those details to respond to your enquiry, send information you request and arrange agreed follow-up. Our lawful basis for this is our legitimate interest in responding to relevant enquiries and developing working relationships. Joining our marketing mailing list is a separate, optional choice, as explained below. You can speak with us at an event without joining a mailing list.

The form will identify any information needed to respond and provide a link to this notice. A form hosted by HubSpot is separate from these company website pages and may process technical information or use cookies; its privacy information and any required cookie choices should be available where you complete it.

Contact records and email updates

We use Microsoft 365 for email and HubSpot to manage contact records and mailing lists. Relevant enquiry details and follow-up notes may be added to our contact records so our team can continue the conversation.

Sending an enquiry or completing an event contact form does not automatically subscribe you to marketing emails. We will ask you to opt in before adding you to a mailing list for CultureServe news or promotional updates. We rely on consent for those emails and record your subscription preferences.

You can withdraw that consent at any time by using the unsubscribe link in an email or contacting us. Withdrawal does not affect the lawfulness of earlier use. We may keep a minimal suppression record to respect your choice not to receive marketing.

Website hosting and cookies

This website is hosted using OpenAI’s ChatGPT Sites, with Cloudflare infrastructure. Hosting services process technical information such as IP addresses, browser details and requests to deliver pages, protect the service and investigate faults. Where we use that information, our lawful basis is our legitimate interest in running a reliable and secure website.

CultureServe has not added advertising trackers, analytics tools, HubSpot tracking code or embedded social media to these pages. Images and fonts are served locally by the site. Using HubSpot for contact records does not itself put HubSpot tracking on this website.

The hosting platform may use cookies for security and essential service operation; these are separate from our enquiry records. See OpenAI’s privacy information and Cloudflare’s privacy information for their processing. External websites you choose to visit have their own cookie settings.

We will update this notice and provide any required choices before introducing optional tracking or additional collection features.

Who can access information

Relevant members of the CultureServe team can access enquiries and contact records. Our email, contact-management, mailing-list and hosting providers process information as needed to provide their services. Professional advisers or public authorities may receive information where necessary to obtain advice, protect legal rights or comply with a legal obligation. We do not sell your contact information.

Our website hosting uses international infrastructure and does not provide a UK-only data-residency guarantee. Our email and HubSpot providers also operate internationally, so information may be processed outside the UK, including in the United States. UK data-protection rules require an appropriate transfer mechanism, such as an applicable adequacy arrangement or approved contractual safeguards. You can contact us to ask about the arrangements relevant to your information and how to obtain a copy of any applicable safeguards.

How long we keep information

We keep enquiry and contact records for as long as they are needed to deal with the enquiry and any continuing working relationship. When deciding whether to retain a record, we consider whether follow-up is still expected, when we last had meaningful contact, and whether a legal, accounting or dispute-related requirement applies. Records that no longer have a valid purpose should be deleted or anonymised.

Mailing-list records are retained while you remain subscribed, with limited preference records retained afterwards where needed to honour an unsubscribe request. Technical logs are subject to the hosting providers’ retention arrangements.

Your choices and rights

Depending on the circumstances, you may ask to access your information, correct inaccuracies, erase it or restrict its use. Where the legal conditions apply, you may also request a portable copy. We do not use these enquiries or event contact records to make solely automated decisions with legal or similarly significant effects.

Your right to object: you can object to processing based on legitimate interests for reasons relating to your situation. You can object to direct marketing at any time, and we will stop using your information for that purpose.

Contact info@cultureserve.com to exercise your rights. You can also complain to the Information Commissioner’s Office (ICO). We would welcome the opportunity to resolve a concern first.

Keeping this notice current

We will update this notice if our website or use of personal information changes. The date at the top shows the latest revision. We will bring significant changes to affected people’s attention where appropriate.