Privacy Policy & Booking Terms
On this page, you will find the Privacy Policy and Booking Terms for Mobile Beats, both of which are fundamental to ensuring a transparent and trusting relationship with our clients. Our Privacy Policy outlines how we manage and protect your personal information, reflecting our commitment to your privacy and compliance with data protection laws. The Booking Terms provide clear guidelines on the agreement between Mobile Beats and our clients, ensuring a smooth and enjoyable experience from booking to the day of your event. We encourage you to read these documents carefully to understand how we operate and to ensure your expectations are fully met.
Privacy Policy
1. Introduction
Mobile Beats is committed to protecting your personal data and handling it in a lawful, fair, and transparent manner.
This Privacy Policy explains how we collect, use, store, and protect your information when you enquire about or book our services.
2. Information We Collect
We may collect and process the following personal data:
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Name and contact details (such as email address and telephone number)
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Event details (including date, venue, and preferences)
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Booking and payment information
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Communications between you and Mobile Beats
3. How We Use Your Information
We use your personal data to:
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Respond to enquiries and provide quotations
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Manage and fulfil bookings
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Communicate with you regarding your event
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Improve our services
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Comply with legal and regulatory obligations
Where appropriate, we may also send relevant updates or promotional information where you have consented or where permitted by law.
4. Legal Basis for Processing
We process your personal data under the following legal bases:
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Contractual necessity – to deliver the services you have booked
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Legitimate interests – to operate and improve our business
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Legal obligation – to comply with applicable laws
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Consent – where required, including for certain marketing and media use
5. Sharing of Information
We do not sell or rent your personal data.
Your information may be shared only where necessary, including:
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With venues or suppliers where required to deliver services
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With payment providers
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Where required by law or legal process
6. Data Retention
We retain personal data only for as long as necessary:
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Booking and financial records are typically retained for up to 6 years to comply with legal and tax obligations
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Enquiry data is retained only as long as reasonably required
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Event photographs provided via private galleries are stored for up to 6 months unless otherwise agreed
Data is securely deleted when no longer required.
7. Photography and Video
During events, photographs and video may be captured.
These may be used for marketing and promotional purposes, including on websites and social media, in line with the agreement set out in the booking terms.
Clients provide initial consent through acceptance of the booking terms.
Published images and video may be retained and used on an ongoing basis for marketing purposes. Any request to restrict, delay, or withdraw consent must be made in writing. Upon receipt of such a request, Mobile Beats will take reasonable steps to cease future use and, where practicable, remove relevant content within 28 days. Where removal within this timeframe is not reasonably practicable (for example due to third-party platforms or archived content), it will be completed as soon as reasonably possible thereafter.
Where a private online gallery is provided:
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It is not publicly indexed
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Access is via a direct link only
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Images are typically available for up to 6 months
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Clients are advised to download any images they wish to retain within this period
As the event organiser, the Client should make guests aware that photography and video may take place. Mobile Beats will always act reasonably and respectfully in the use of such material.
8. Your Rights
Under UK data protection law, you have the right to:
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Access the personal data we hold about you
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Request correction of inaccurate data
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Request deletion of your data where applicable
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Object to or restrict certain types of processing
To exercise your rights, contact:
dj@mobilebeats.co.uk
9. Data Security
We take appropriate technical and organisational measures to protect personal data against unauthorised access, loss, or misuse.
10. Changes to This Policy
This Privacy Policy may be updated from time to time to reflect legal or operational changes. The latest version will always apply.
11. Contact
If you have any questions about this Privacy Policy or how your data is handled, please contact:
dj@mobilebeats.co.uk
Booking Terms
1. Formation of Contract
A contract is formed between you (“the Client”) and Mobile Beats once the agreed booking fee (deposit) is received and written confirmation is issued by Mobile Beats.
The deposit is required to secure the event date, is non-refundable, and confirms acceptance of these terms and conditions.
All prior communications (including email, messaging, and video calls) form part of the agreement where they clearly set out agreed services or requirements.
2. Booking Details and Changes
All event details must be accurate at the time of booking.
Any changes requested by the Client must be agreed in writing. Mobile Beats reserves the right to adjust the fee where changes materially affect time, travel, logistics, or scope of service.
Significant changes (including date, venue, or event type) may be treated as a cancellation and rebooking.
3. Payment Terms
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A non-refundable deposit is required to secure the booking
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The remaining balance must be paid no later than 28 days before the event
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Failure to pay the balance on time may result in cancellation of services
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PayPal payments may incur an additional processing charge
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All prices include VAT where applicable
Mobile Beats reserves the right to recover reasonable costs incurred in collecting overdue payments, in line with applicable UK law.
4. Cancellation and Refunds
Cancellation by the Client:
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More than 9 months before the event: deposit retained
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Between 6 and 9 months: 25% of the total fee payable
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Between 3 and 6 months: 50% of the total fee payable
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Between 1 and 3 months: 75% of the total fee payable
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Less than 1 month: 100% of the total fee payable
These charges reflect the loss of earnings due to the inability to rebook the date.
If Mobile Beats is able to rebook the date, reasonable efforts will be made to reduce the amount owed.
All cancellation charges are subject to a duty to mitigate loss and will not exceed the actual loss suffered.
Cancellation by Mobile Beats:
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A full refund of all payments will be provided
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Reasonable efforts will be made to source a suitable replacement DJ
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Liability is limited to the total amount paid by the Client
5. Venue Access, Conditions and Electrical Supply
The Client must ensure that the venue provides safe, suitable, and practical conditions for the setup and operation of DJ equipment. This includes:
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Safe and reasonable access to the performance area (including stairs, lifts, distance, and load-in conditions)
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A stable, level, and dry performance area capable of supporting equipment (including marquees or temporary structures)
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Adequate protection from weather, including rain, wind, leaks, and moisture
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A reliable and sufficient electrical supply suitable for professional audio equipment
The Client must disclose in advance any factors that may affect access, setup, or safe operation.
If Mobile Beats reasonably determines that conditions are unsafe, unsuitable, or materially different from what was disclosed, including but not limited to unsafe access, unstable flooring, risk of water ingress, or inadequate electrical supply, Mobile Beats reserves the right to:
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require reasonable adjustments before proceeding
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adapt the setup where possible
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refuse or cease performance where necessary for safety or compliance
Where services cannot proceed due to material issues not disclosed in advance, this may be treated as a cancellation by the Client and the cancellation terms will apply.
Where issues arise outside the Client’s control, Mobile Beats will act reasonably and seek to proceed where safe and practical.
6. Setup, Access and Timing
The Client must ensure access to the venue is available at least the agreed setup time before the performance start.
Suitable parking within reasonable distance must be available.
Where access is significantly restricted or more difficult than disclosed, Mobile Beats reserves the right to adjust performance time or apply additional charges.
7. Performance Area and Obstructions
The Client must ensure that the agreed performance area remains clear, accessible, and free from obstruction for the duration of the event. This includes maintaining a suitable space directly in front of and around the DJ setup to allow for safe operation, visibility, and effective performance.
Items that may obstruct or interfere with the performance area include, but are not limited to:
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Balloons, balloon arches, or decorative installations
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Flower arrangements or arches
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LED letters, numbers, or illuminated signage
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Furniture, props, or staging elements
Such items must not be positioned in front of, directly beside, or within the immediate working area of the DJ setup unless agreed in advance.
If obstructions are present and prevent safe or effective performance, Mobile Beats reserves the right to request their removal or repositioning.
Where this is not possible, Mobile Beats may adjust the setup or performance accordingly and accepts no liability for any resulting impact on sound, lighting, or overall presentation.
8. Delays and Overtime
Where the event is delayed for reasons outside the control of Mobile Beats, performance time may be reduced accordingly.
Additional performance time requested on the day is subject to availability and may be charged at an agreed rate.
9. Equipment Safety and Damage
The Client is responsible for ensuring that guests do not interfere with equipment.
Mobile Beats reserves the right to pause or stop the performance if equipment is at risk.
Any damage caused by guests or third parties may result in charges for repair or replacement.
10. Sound Limiter and Venue Restrictions
Mobile Beats will comply with venue-imposed sound restrictions.
Performance quality may be affected by such limitations.
No liability is accepted for interruptions caused by venue systems outside our control.
11. Behaviour and Safety
Abusive, threatening, or unsafe behaviour will not be tolerated.
Mobile Beats reserves the right to suspend or terminate services where safety is at risk.
Where termination is reasonable, no refund will be due.
12. Equipment and Power
A continuous and suitable power supply must be provided.
Mobile Beats is not responsible for interruptions caused by power failure or venue-side electrical issues.
13. Insurance
Mobile Beats holds valid public liability insurance and ensures equipment is maintained to appropriate safety standards. Documentation is available upon request.
14. Substitution
In the event of illness, emergency, or circumstances beyond control, Mobile Beats reserves the right to provide a suitable replacement DJ of similar professional standard.
15. Force Majeure
Neither party shall be liable for failure to perform where such failure is due to events beyond reasonable control, including illness, accidents, severe weather, or government restrictions.
Where possible, both parties will seek to reschedule. If not possible, liability is limited to a refund of payments made.
16. Photography and Media
Any photography or video captured is provided on a goodwill basis and is not part of the contracted service.
No guarantee is given regarding delivery, quality, or quantity.
Images or video may only be used for marketing purposes with the Client’s consent, which may be withdrawn at any time.
All data is handled in accordance with UK data protection law.
17. Complaints and Dispute Resolution
Any concerns must be raised within 14 days of the event.
Both parties agree to attempt to resolve disputes informally in the first instance. Independent mediation may be considered where necessary.
18. Limitation of Liability
Mobile Beats’ total liability shall not exceed the total fee paid by the Client.
Nothing in this agreement limits or excludes liability for death or personal injury caused by negligence, or for fraud or fraudulent misrepresentation.
19. Jurisdiction
This agreement is governed by the laws of Scotland and subject to the exclusive jurisdiction of the Scottish courts.