Privacy Policy

Soul Empire is responsible for the personal information described in this policy. You can contact us about your information at hello@fennthefire.com. Our website is https://soulempire.uk.

We may collect your name, email address, telephone number and postal address; ticket purchases and attendance details; workshop bookings; membership waitlist and email preferences; messages, applications and feedback; and records needed to manage payments and refunds. All ticket sales and checkout payments take place through Ticket Tailor, which uses Stripe for payment processing. We do not need your full card number to manage a booking.

If you ask for an accessibility adjustment, we may receive information about your needs, including health information if you choose to share it. Please give us only what we need to make the adjustment. We may collect photographs and video at events. When you visit the site, we may also receive device and browser information, IP address, website activity and cookie or similar technology data, according to your choices.

We collect information from you when you use a website form, subscribe, contact us or attend. For tickets, you enter booking and payment information at Ticket Tailor checkout, and we receive the booking and transaction details needed to administer the event from Ticket Tailor and its payment processor. Review their notices at checkout for their own processing.

Bookings and event service. We use contact, booking, attendance and transaction details because they are necessary to perform our contract with you or take steps you request before booking.

Questions and applications. We use contact details and enquiry content for our legitimate interest in answering enquiries and considering exhibitor or partner applications, or to take steps towards a contract where appropriate.

Newsletter and waitlist emails. We use contact details, preferences and consent records with your consent. You may withdraw it at any time.

Event administration and safety. We use attendance details and practical requests to deliver your contract, or for our legitimate interest in running an organised event. See section 4 for sensitive accessibility information.

Photography and video. We use general event images for our legitimate interest in recording and promoting our events, after assessing the impact on attendees. We seek separate permission for focused portraits, interviews or testimonials where appropriate.

Website operation and improvement. We use technical and usage data for our legitimate interest in keeping the site secure and improving it, with consent for non-essential storage or access where required.

Accounting, security and disputes. We use records of payments, messages and activity to meet legal obligations, or for our legitimate interest in preventing misuse and handling claims.

Where we use legitimate interests, these are the specific interests described above. You can object to that processing as set out in section 10. We will not send marketing simply because you bought a ticket; any marketing permission is handled separately.

An accessibility request may reveal health or disability information, which needs additional protection under data protection law. We use it to consider and provide the adjustment you request, share only what is needed with the relevant organiser or venue and normally ask for your explicit consent where this is our special category condition. You can withdraw consent by emailing us, although that may affect an adjustment we can arrange. We do not use this information to target marketing.

Photography and filming may take place at Soul Empire events. Attendees may appear incidentally in crowd and general event images used to document and promote our events, including on our website, social media, emails and printed materials. We will give clear notice before and at events. If you have a concern, contact us before the event or speak to our team on the day. We will consider reasonable objections and requests to remove identifiable images already under our control. We may not be able to prevent incidental appearances in every crowd shot or retrieve material already published or shared by others.

For a focused portrait, recorded interview or testimonial, we will explain the intended use and seek separate permission where appropriate. If children might appear in an event, we will review photography arrangements separately.

EmailOctopus helps us send Soul Empire news, event announcements and offers. You can unsubscribe from promotional emails using the link in any message or by contacting us. We may still send essential booking information. We use the information you provide for a membership waitlist to send waitlist updates and any marketing you have separately agreed to receive. Joining the waitlist does not create a paid membership.

The site may use essential tools, Google Analytics, Meta Pixel and embedded YouTube or Vimeo videos and Google Maps. These services may collect technical information when enabled. We use a choice mechanism for non-essential tracking and explain the categories in our Cookie Policy. Third-party services may have their own privacy notices.

We share only what is relevant with service providers and event partners: Lovable and website hosting or technical providers; Ticket Tailor, which manages all ticket sales and checkout; Stripe for payments processed through that checkout; EmailOctopus for newsletters and waitlists; Google for analytics or map content; Meta for advertising measurement if enabled; YouTube or Vimeo for embedded video; and venues, workshop leaders or accessibility support providers where needed to deliver your request. Accountants, insurers, professional advisers and authorities may receive information where necessary. Some providers act on our instructions and others determine their own purposes; consult their privacy notices when using their services. We do not sell your personal information.

Some suppliers may process information outside the UK. Where a transfer is restricted by UK law, we use a recognised adequacy arrangement or an appropriate safeguard, such as the UK international data transfer agreement or UK addendum, as applicable. Contact us for more information about a transfer that affects you.

We keep records only while needed for the purposes above and legal requirements. Transaction and accounting records are kept for the applicable tax and accounting period; subscription information is kept while you remain subscribed, with a limited suppression record after you opt out; enquiries are kept while being handled and for a proportionate follow-up period; accessibility details are deleted when no longer needed for the event or a related claim; and event images are reviewed periodically for continued relevance. Exact internal periods will be set in our retention schedule. We delete or anonymise information when it is no longer needed.

Depending on the circumstances, you may ask to access, correct or delete your personal information, restrict its use, object to processing, receive certain information in a portable format, or withdraw consent. You may also have rights relating to significant decisions made solely by automated means; we do not currently use such decisions to determine event eligibility. Rights are subject to legal exceptions. Email hello@fennthefire.com to make a request. We may need to verify your identity.

If you are unhappy with our response, you may complain to the Information Commissioner’s Office at https://ico.org.uk/make-a-complaint/. You can contact us first if you would like us to put things right.

We use appropriate access controls and security measures for the information we handle. Soul Empire’s website, bookings and activities are intended for adults aged 18 or over. We may update this policy as our website and services change. The current version will show its updated date.