Provider Privacy Notice

What Artistover collects about providers, why, who it is shared with, how long it is kept and the rights you have.

Version 2.0 · Effective 28 July 2026

The official legal document is provided in English.

Artistover is operated by Artistover Limited, a company registered in England and Wales with company number 17285593, whose registered office is at 167-169 Great Portland Street, 5th Floor, London, W1W 5PF, United Kingdom.

Artistover Limited is the controller of the personal data described in this notice. This notice covers providers: sole traders, partnerships, company directors, staff added to a listing, and anyone whose personal details appear in a provider account. It sits alongside our main Privacy Policy.

1. What we collect

We collect the following about providers and their people.

Account and contact data: name, email address, telephone number, password credentials, and account settings.
Identity data: the identity document and selfie you submit to verification, the verification result, and the date it was carried out.
Business data: trading name, legal name, company number, business type, business address, tax country and VAT status.
Payout data: the bank or payout account details held by our payment provider, payout status, and a protected one-way reference used to detect duplicate payout accounts.
Listing data: descriptions, packages, pricing, photographs and video, menus, floor plans, capacity, availability, travel radius and category selections.
Credential data: insurance certificates, licences, qualifications, food hygiene ratings and background check evidence, with their expiry dates.
Team data: names, roles, availability and permissions of people you add to a listing.
Transaction data: bookings, quotes, payments, refunds, disputes, payouts and fee records.
Communication data: messages with customers, messages with our support team, and notification preferences.
Usage data: pages viewed, features used, device and browser information, approximate location derived from your IP address, and error diagnostics.

2. Why we use it, and on what basis

Each use has a legal basis under UK data protection law.

To provide the platform and perform our contract with you: account, listing, transaction and communication data. Basis: performance of a contract.
To verify identity, prevent fraud and keep the marketplace safe: identity, payout, credential and usage data. Basis: legitimate interests, and legal obligation where financial regulation requires the check.
To process payments and pay you: transaction and payout data. Basis: performance of a contract and legal obligation.
To meet tax and reporting duties, including platform seller reporting: business, identity and transaction data. Basis: legal obligation.
To handle disputes, complaints and safety reports: transaction, communication and listing data. Basis: legitimate interests and legal claims.
To improve the product and measure how it is used: usage data, in aggregate wherever possible. Basis: legitimate interests, and consent for non-essential analytics.
To send you service messages about your account and bookings. Basis: performance of a contract.
To send you marketing about Artistover. Basis: consent for sole traders, unincorporated partnerships and other individual subscribers; legitimate interests only for incorporated business contacts where electronic marketing law permits. Every message includes a way to opt out.

Where we rely on legitimate interests, we have considered the impact on you and you can object at any time using the contact details below.

3. What customers can see

Your public listing shows what you have chosen to publish: your trading name, description, photographs, packages, pricing, general location, availability and reviews.

Customers with a confirmed booking additionally see the contact and practical details needed to run the booking.

Customers never see your identity documents, your verification result, your payout details, your credential documents, your fee arrangements, or any programme review state.

5. Where your data is held

We host data in the United Kingdom and the European Economic Area wherever we can. Some providers process data in other countries, including the United States.

Where data leaves the UK or the EEA, we rely on an adequacy decision, the UK International Data Transfer Agreement or Addendum, or Standard Contractual Clauses, together with additional safeguards where they are needed.

6. How long we keep it

We keep data only as long as we need it.

Account and listing data: while your account is open, then up to 12 months after closure so it can be restored if the closure was a mistake.
Transaction, payment, payout and invoice records: 7 years from the end of the relevant accounting period, because tax law requires it.
Identity verification results: 5 years after the account relationship ends, in line with anti-money laundering requirements. The document images themselves are retained by our verification provider under their own retention rules.
Credential documents: for the life of the listing plus 2 years, so we can evidence what was in place at the time of a booking.
Messages and dispute records: 6 years, matching the limitation period for a contract claim.
Usage analytics: up to 24 months, and pseudonymised sooner where possible. AI prompt and response content held in PostHog: up to 30 days.
Safety and fraud records: as long as needed to protect the platform and its users, reviewed regularly.

7. Your rights

You have the right to access your data, to have inaccurate data corrected, to have data erased where we no longer need it, to restrict or object to processing, and to receive your data in a portable form. Where we rely on consent, you can withdraw it at any time.

Some data cannot be erased on request because we are legally required to keep it, in particular payment records, tax records and identity verification results. We will tell you when that applies and to what.

To exercise a right, write to privacy@artistover.com. We respond within one month and will tell you if we need longer for a complex request.

If you are not satisfied, you can complain to the Information Commissioner Office at ico.org.uk. We would prefer you came to us first so we can put it right.

8. Automated processing

We use automated processing to rank listings in search, detect fraud and duplicate accounts, flag content for review, and produce AI suggestions.

No decision that has a legal effect on you or something similarly significant is made by automated means alone. Removing a listing, suspending an account and deciding a dispute all involve a person, and you can ask for the decision to be reviewed.

9. Contact

Write to privacy@artistover.com, or by post to Artistover Limited, 167-169 Great Portland Street, 5th Floor, London, W1W 5PF, United Kingdom.