Privacy notice
This notice explains how OutLoud Entertainment Ltd collects, uses and protects your personal data when you visit our website, join our waitlist, book with us, visit our venue, or appear in our photographs and videos. It is written to meet the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
1. Who we are
Controller: OutLoud Entertainment Ltd
Company number: SC905310 (registered in Scotland)
Registered office: 110 Izatt Avenue, Dunfermline KY11 3BJ
Trading address: The Dugg House, 6 Guildhall Street, Dunfermline KY12 7NS
Contact for privacy matters: hello@outloudkaraoke.com
Data protection lead: Attila Juhasz, Director
ICO registration: Registered with the Information Commissioner's Office on 24 October 2026. The registration number is shown on the ICO register under OutLoud Entertainment Ltd
2. What data we collect
Waitlist and newsletter form (website) · Data: Email address (required); reason for joining (news or venue hire); birthday month (optional); company or group name (optional) · Notes: Birthday month only is collected, not the full date of birth. We use it to send a birthday message.
Enquiries and bookings · Data: Name, email, phone, event details, group size, ages of children attending (where relevant), dietary and access needs, payment records, correspondence
Card payments · Data: We do not see or store full card numbers. Our payment provider processes card details. We receive confirmation, the last four digits, amount and transaction reference.
Photographs and video · Data: Images, video and audio of people at the venue on filming nights, and any name you give us · Notes: See section 8
Takedown requests · Data: Name, email, optional phone, the clip or post, the date and night, your relationship to the clip, and any proof you upload · Notes: See section 8
CCTV · Data: Images of people in and around the premises · Notes: See section 5
Incident and refusal records · Data: Names (where known), descriptions, details of incidents, refusals of service or entry, accident records, ID checks where an incident occurs · Notes: Kept in the incident log and accident book
Complaints and feedback · Data: Name, contact, details of complaint and our response
Website and cookies · Data: IP address, device and browser data, pages viewed
Staff and applicants · Data: See our separate staff notice · Notes: Not covered by this notice
We do not knowingly collect personal data from children without a parent or guardian. See section 9.
3. Why we use your data and our lawful basis
Add you to the waitlist, send news about opening and events · Data: Email, reason, birthday month, company or group · Lawful basis: Consent (you can withdraw at any time)
Send a birthday message or offer · Data: Email, birthday month · Lawful basis: Consent
Respond to enquiries and manage bookings, deposits and events · Data: Name, contact, event details, payments · Lawful basis: Contract (steps before and under a contract)
Take card payments and prevent fraud · Data: Payment data · Lawful basis: Contract and legitimate interests
Keep accounting records and meet tax obligations · Data: Booking and payment records · Lawful basis: Legal obligation
Photographs and video of nights at the venue, shared on our social media and website · Data: Images, video, audio · Lawful basis: Legitimate interests, with your right to opt out as a safeguard (see section 8)
Handle takedown requests · Data: Request details · Lawful basis: Legal obligation (responding to your data protection rights) and legitimate interests
CCTV: prevent and detect crime, protect staff and customers, meet licensing conditions · Data: CCTV images · Lawful basis: Legitimate interests and legal obligation (licensing conditions)
Record incidents, refusals, accidents and licensing matters · Data: Incident details · Lawful basis: Legal obligation and legitimate interests
Handle complaints · Data: Complaint details · Lawful basis: Legitimate interests
Respond to rights requests, defend legal claims · Data: Relevant records · Lawful basis: Legal obligation, legitimate interests
Marketing by email to existing customers with similar products · Data: Email · Lawful basis: Soft opt-in under PECR (with an opt-out in every message)
Keep the website secure and working · Data: Essential cookies, IP address · Lawful basis: Legitimate interests
Where we rely on legitimate interests, we have balanced our interests against your rights and freedoms. You can ask us for details.
4. Who we share your data with
We do not sell your data. We share it only with the following, where needed:
Star Pubs' nominated EPOS provider (which also provides our card terminals) · Role: Processor or independent controller · Purpose: Take payments and prevent fraud
Our bank · Role: Independent controller · Purpose: Business banking, including deposits we receive from you
Roslyn's Accounting Company Limited (our accountants) · Role: Processor · Purpose: Accounts, VAT and tax
Google Workspace (our mailbox) and Twilio SendGrid (website email): Processors · Receive your messages and send booking, waitlist and reply emails
Zynthio platform (a related company system run by one of our directors) · Role: Processor · Purpose: Cashup, stock, compliance, HR, rota and document records, and platform bookings
Our website host · Role: Processor · Purpose: Operate the website and store enquiries and takedown requests
Instagram, Facebook and TikTok · Role: Independent controllers · Purpose: Where we post photographs and video
Star Pubs Trading Limited (our licensor) · Role: Independent controller · Purpose: Where required under our agreement, for example for inspections, incident reports, compliance or audits, and for insurance purposes
Police Scotland, Fife Licensing Board, local authority, HMRC, insurers, HSE · Role: Independent controllers · Purpose: Where required by law or to deal with claims
Professional advisers (lawyers, auditors) · Role: Processors or independent controllers · Purpose: Advice
Spotify: Independent controller · Plays character theme songs on our homepage, only after you tap to play
Some of our providers, including Spotify and Twilio SendGrid, may process data outside the UK. Where they do, we rely on an adequacy decision or require safeguards such as the UK International Data Transfer Agreement or the UK Addendum, and we record this before the provider is used.
5. How long we keep your data
Waitlist, newsletter and marketing data: Until you unsubscribe or withdraw consent. We check lists at least every 24 months and remove inactive contacts
Birthday month: Until you unsubscribe or ask us to delete it
Booking and payment records: 7 years (for tax and accounting)
CCTV: 28 days, unless needed for an incident or investigation
Raw photographs and video: Deleted after 30 days
Published photographs and video: Until you ask us to remove them, or until we take them down in our annual review
Takedown requests: 12 months after we confirm the removal
Incident logs and refusal records: At least 12 months. Longer if there is an ongoing investigation or claim
Accident book entries: 3 years from the date of entry (longer for injuries to children until they are 21 or as advised)
Complaints: 2 years
After these periods, we delete or anonymise the data securely.
6. Your rights
You have the right to:
• be informed about how we use your data (this notice);
• access your personal data (subject access request);
• have inaccurate data corrected;
• have your data erased in certain circumstances;
• restrict our use of your data in certain circumstances;
• data portability for data you gave us and which we process by consent or contract;
• object to processing based on legitimate interests and to direct marketing;
• withdraw consent at any time (this does not affect past lawful use);
• not be subject to solely automated decisions with legal effect (we do not make these).
To use these rights, email hello@outloudkaraoke.com. We may ask you to prove your identity. We will respond within one month. We do not charge, unless a request is manifestly unfounded or excessive.
To unsubscribe from marketing, use the link in any email or contact us.
7. Complaints
If you are unhappy with how we use your data, please contact us first. You also have the right to complain to the Information Commissioner's Office (ICO):
• Website: ico.org.uk
• Telephone: 0303 123 1113
• Address: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF
8. Filming and photographs at the venue
We film and photograph some nights to share on our social media and website.
• Signs at both entrances and at the stage tell you when we are filming. The host announces it at the start of each session. There are no-photo stickers at the bar.
• If you do not want to appear, tell any member of the team or take a sticker. We will not film or post you.
• If you sing, we ask you again before we post a clip of you.
• We never post people who are visibly intoxicated, anyone who looks under 18, or anyone who has opted out. At family sessions, children appear only if a parent or guardian says so.
• Raw footage is deleted after 30 days. Staff never post on personal accounts.
• You can ask us to remove a photograph or clip at any time, even after you agreed. Use outloudkaraoke.com/contact or email hello@outloudkaraoke.com. We remove it within 48 hours, confirm to you, and keep a record of your request for 12 months.
• Our lawful basis is legitimate interests. Your right to opt out, and to ask for removal, is the safeguard. You may also object under section 6.
9. Children and family sessions
If the board confirms Sunday afternoon family sessions, they may involve children. Private functions may too. We do not market to children. We collect children's data only from a parent or guardian when needed, for example age or dietary requirements for a booking. Please do not provide information for a child unless you are their parent or guardian. Children's images captured by CCTV are handled as above. Children appear in our photographs and video only if a parent or guardian says so.
10. Cookies and similar technologies
We do not use analytics or advertising cookies, and our own pages set no cookies.
Our homepage lets you play a short theme song for each karaoke character. The Spotify player only loads after you tap a character. Once it loads, Spotify may set its own cookies and process your device data under its own privacy policy (spotify.com/legal/privacy-policy).
If we ever add analytics or advertising tools, we will ask for your consent first and update this notice.
11. Security
We use access controls, passwords, encryption in transit, restricted staff access, and secure storage. Staff are trained in data protection. If there is a personal data breach that is likely to harm you, we will tell you and the ICO as required by law.
12. Changes to this notice
We may update this notice. The current version is on outloudkaraoke.com. Material changes will be notified where required.
--- OutLoud Entertainment Ltd · Private & Confidential