Fill My Slot – Privacy Policy

Last updated: 11 August 2026

Fill My Slot is operated by Phoenix Umbrella Commerce Ltd, a company registered in Scotland, United Kingdom (Company No. SC800625) (“Fill My Slot”, “we”, “our”, or “us”).

Phoenix Umbrella Commerce Ltd is the data controller responsible for your personal data.

This Privacy Policy explains what information we collect, how we use it, who we share it with, and your rights when using Fill My Slot (the “Service”).

By using the Service, you agree to this policy.

1. Information We Collect

Information you provide directly

When you create an account or use Fill My Slot, you may provide:

  • name, stage name, business name, or venue name
  • email address
  • password (stored securely using hashing and never visible to us)
  • profile information, biographies, images, media, and promotional content
  • show pages, show descriptions, categories, tags, posters, mastheads, and related public content
  • diary entries, availability, unavailable periods, private gigs, verification status, and booking-related dates/times
  • messages, booking enquiries, proposals, and replies
  • location and travel information such as base town, postcode, postcode-derived latitude/longitude, and travel radius
  • support messages and communications with us
  • subscription, plan, entitlement, and billing status information

Information collected automatically

We may automatically collect limited technical, device, usage, and security information necessary to operate and protect the Service, such as:

  • IP address
  • device and browser type
  • app platform and operating system
  • log, diagnostic, and security information
  • session data and authentication events
  • essential cookies and similar technologies
  • push notification device tokens, where you enable push notifications
  • a random first-party identifier used to understand anonymous journeys before sign-up
  • product journey events (for example, creating or publishing a show, opening availability, sending an enquiry, or accepting a booking), linked to a random first-party journey identifier and, after sign-in, your account identifier
  • page performance measurements such as loading, responsiveness, and layout stability scores
  • error, crash, and diagnostic information needed to identify and repair faults

Product analytics are deliberately limited to named actions, the page pathname without query-string values, and technical performance. We do not record search parameters, form contents, message text, diary notes, passwords, or payment details as analytics properties.

Error monitoring is configured not to send default personally identifiable information. We do not use session replay, advertising analytics, or performance tracing through our error-monitoring provider.

Payment and subscription information

Subscriptions and paid features may be processed by third-party providers, including Apple, Google, Stripe, RevenueCat, or similar providers.

We do not store or have access to your full card details.

We may receive and store limited billing and entitlement information, such as:

  • whether you have an active subscription or premium entitlement
  • subscription source, plan, product, renewal, cancellation, or expiry status
  • payment provider customer or subscription identifiers
  • app-store or payment-provider event information needed to keep your account access in sync
  • purchase history associated with your account, as processed by the relevant store and RevenueCat

2. How We Use Your Information

We use your information to:

  • create, authenticate, and manage your account
  • display your public profile and show pages
  • provide diary, availability, search, and booking-enquiry features
  • help bookers find acts based on verified availability, location, category, and diary conflicts
  • prevent users appearing available when they have a conflicting diary entry
  • support private gigs by hiding them from public listings while still using them for availability checks
  • show or hide public availability widgets based on your settings
  • send and organise messages, enquiries, proposals, and booking updates
  • send service-related emails, push notifications, reminders, and account notices
  • process subscriptions, purchases, entitlements, cancellations, and billing status
  • provide customer support
  • maintain security, prevent fraud, and protect against abuse
  • comply with legal, accounting, tax, and regulatory obligations
  • improve and develop the Service based on user feedback, operational needs, and service performance

We do not sell or rent your personal data.

3. Public Information

Some information you add to Fill My Slot is intended to be public, including public profiles, show pages, promotional images, descriptions, categories, tags, and public-facing availability features.

Diary entries marked as private are intended to be hidden from public areas such as Upcoming Gigs sections, but they may still be processed internally to block availability, detect conflicts, and keep search results accurate.

If you turn off the public availability widget, the widget may be hidden from your public profile and show pages. However, your diary and availability information may still be used internally where needed for availability, conflict checks, booking tools, account features, or service reliability.

You are responsible for choosing what information you publish and for making sure you have permission to upload or display any content, images, branding, or media you provide.

4. Legal Basis for Processing (UK GDPR)

We process your personal data under the following lawful bases:

  • Contract – to provide the Service you signed up for, including accounts, profiles, diaries, messaging, subscriptions, and booking tools
  • Legitimate interests – to operate, secure, improve, and promote the platform, prevent abuse, support availability accuracy, and provide service notifications
  • Consent – for optional marketing communications and optional device permissions such as push notifications where required
  • Legal obligations – accounting, tax, regulatory compliance, fraud prevention, and legal record keeping

5. How Your Information Is Shared

We only share data where necessary to operate, protect, or improve the Service, including with:

  • hosting, infrastructure, and database providers
  • authentication and storage providers
  • payment and subscription processors
  • app-store and entitlement-management providers
  • push notification and messaging infrastructure providers
  • email delivery services
  • analytics, logging, monitoring, or security providers where used
  • professional advisers, regulators, or authorities where required by law

These providers process data on our behalf or as independent controllers under their own applicable terms and safeguards.

Material providers currently used to operate the Service include Apple, Google, Stripe, RevenueCat, Supabase, Vercel, Firebase, Sentry, Resend, Mapbox, and postcodes.io. Their role depends on the feature you use; for example, Sentry provides error monitoring, Resend provides email delivery, and Mapbox or postcodes.io may process a location search in order to convert a town or postcode into matching coordinates.

We never sell your information to third parties.

6. Push Notifications and Service Messages

If you enable push notifications, we may store device push tokens so we can send notifications to your device.

Push notifications may include:

  • new messages
  • booking proposals or booking updates
  • diary verification reminders
  • account, billing, security, or service notices

You can disable push notifications through your device settings. Disabling push notifications may mean you miss time-sensitive service updates, but it will not stop us sending important account, billing, legal, or security notices through other appropriate channels where necessary.

7. Data Storage & Security

Your data is stored using reputable cloud infrastructure and protected with reasonable technical and organisational safeguards, including:

  • encryption where appropriate
  • secure authentication
  • access controls
  • monitoring and logging
  • limited access for operational purposes

While we take reasonable steps to protect your information, no online service can guarantee absolute security.

8. International Transfers

Some of our service providers may process data outside the United Kingdom. Where this happens, we use appropriate safeguards designed to protect your personal data, such as standard contractual clauses or equivalent mechanisms.

9. Data Retention

We keep your information only as long as necessary to:

  • provide the Service
  • maintain your account and subscription access
  • operate diary, messaging, availability, and booking-related features
  • comply with legal, tax, accounting, and regulatory obligations
  • resolve disputes
  • enforce our agreements
  • maintain security and prevent abuse

Our current retention approach is:

  • account, profile, show, diary, availability, booking, message, and uploaded-media data is normally kept while your account remains active and is removed through the account-deletion process
  • first-party product analytics events are retained for no longer than 24 months, after which they are automatically deleted
  • error and diagnostic events are held within the short rolling retention window configured with our monitoring provider and no longer than 90 days
  • security, request, email-delivery, and infrastructure logs are retained for the provider's limited operational window or longer only where needed to investigate abuse, security incidents, delivery problems, or legal claims
  • billing, transaction, tax, and accounting records may be retained by us or the relevant payment or app-store provider for the period required by law

You may delete your account at any time directly within the Service, for example via your account settings where available.

When you delete your account, our deletion workflow removes your uploaded files, application data, authentication record, and the customer record linked to your account in RevenueCat. Stripe subscriptions are cancelled by the deletion workflow where applicable. Apple and Google subscriptions must be cancelled through the relevant store and are not cancelled merely by deleting your Fill My Slot account.

Associated personal data will otherwise be permanently removed or anonymised within a reasonable period. Some information may be retained where required to comply with legal obligations, resolve disputes, prevent abuse, maintain security, or enforce our agreements. Apple, Google, Stripe, and other independent payment providers may retain transaction records under their own legal obligations and policies.

Public content, cached content, backups, logs, or information already shared with other users may take additional time to disappear or may be retained where we have a lawful reason to do so.

10. Your Rights

Under UK data protection law, you have the right to:

  • access your data
  • correct inaccurate data
  • request deletion
  • restrict or object to processing
  • receive a portable copy of your data
  • withdraw consent for marketing communications
  • complain to a supervisory authority

To exercise any of these rights, contact us at support@fillmyslot.com.

You also have the right to lodge a complaint with the UK Information Commissioner’s Office (ICO) if you believe your data has been handled improperly.

11. Cookies and Similar Technologies

We use essential cookies and similar technologies necessary to operate the Service.

These may be required to:

  • keep you logged in
  • maintain secure sessions
  • remember basic preferences
  • protect against abuse and fraud
  • support app, account, and subscription functionality

We do not use advertising cookies or sell tracking data to advertisers.

You can control cookies through your browser settings, but disabling essential cookies may prevent the Service from functioning properly.

12. Third-Party Links

The Service may contain links to external websites or services. We are not responsible for their privacy practices, policies, or content.

13. Children

Fill My Slot is not intended for anyone under 18 years old. We do not knowingly collect personal data from children.

14. Changes to This Policy

We may update this Privacy Policy occasionally. If we make significant changes, we will notify users where appropriate.

Continued use of the Service means you accept the updated policy.

15. Contact

If you have questions about this Privacy Policy or your personal data, contact:

support@fillmyslot.com