Privacy & Recording Policy

Dialtone Events Ltd – Privacy & Recording Policy

Last updated: 21/01/2026

Dialtone Events Ltd (“Dialtone”, “we”, “us”, “our”) values your privacy and is committed to safeguarding your personal data and audio recordings.

This Privacy & Recording Policy explains how we collect, use, store, share, and protect your information and any audio recordings created through our audio guestbook service.

This policy may change from time to time. Please check it periodically for updates.

1) Interpretations & Definitions

Company
Dialtone Events Ltd (“the Company”, “we”, “us”, “our”).

Country
United Kingdom.

Service
The hire and use of Dialtone audio guestbook equipment and related services (including delivery/collection, setup guidance, retrieval of audio, optional editing, and delivery of audio files to the Customer).

Service Provider
Any third party we use to support the Service (for example: website hosting, email providers, file transfer platforms, analytics, payment processors).

Device
Any device used to access our website or communications channels, including computers, mobile phones, tablets, and Dialtone audio guestbook phones.

Usage Data
Information collected automatically when using our website, which may include IP address, browser type/version, pages visited, time and date of visits, time spent on pages, and diagnostic data. On mobile devices, this may also include device type and operating system.

Parties

  • Customer: the person or organisation hiring Dialtone (the person invoiced).
  • Event Guests / End Users: attendees who leave messages using the Dialtone phone.

Personal Data
Any information relating to an identified or identifiable individual. This may include name, email address, phone number, delivery/billing address, and audio recordings where a person’s voice or message could identify them.

2) What We Collect

A) Customer information (booking details)

We may collect:

  • Name
  • Email address
  • Phone number
  • Billing and delivery address
  • Event date and venue details
  • Booking details and communication history

Payment details are handled securely by our third-party payment providers. We do not store full payment card details.

B) Audio recordings (event guests)

When guests use the Dialtone phone, their messages may be recorded. These recordings may contain personal data if someone identifies themselves or another person in the recording.

C) Website usage data

We may collect limited website analytics and diagnostic information to help operate and improve our website.

3) How We Use Personal Data & Recordings

We may use Personal Data and recordings for the following purposes:

  • To provide and operate the Service
    Including supplying the equipment, retrieving recordings, processing audio (including optional editing), and delivering audio files to the Customer.
  • To manage bookings and customer support
    Including contacting you by email or phone about delivery/collection, setup instructions, and any issues relating to your booking.
  • To deliver audio files digitally
    We may deliver audio files using file transfer platforms such as Google Drive, Dropbox, WeTransfer, or similar services.
  • To improve the Service
    Including quality checks, troubleshooting, and improving customer experience.
  • To send updates and relevant information
    Such as booking confirmations, reminders, and service updates.
  • Marketing and promotion (only with opt-in consent)
    Dialtone may use short audio clips for marketing purposes (for example on Instagram, TikTok, Facebook, or our website) only where the Customer has explicitly opted in at checkout (YES/NO).
    If you opt out, we will not use your recordings for marketing.
  • Legal and contractual purposes
    Including complying with legal obligations and enforcing our agreements.

4) Lawful Basis for Processing (UK GDPR)

We process personal data under one or more of the following lawful bases:

  • Contract – where processing is necessary to provide the Service to the Customer
  • Legitimate interests – to operate and improve the Service, prevent misuse, and manage our business
  • Consent – where required (especially for marketing use of recordings)
  • Legal obligation – where we must retain or disclose information under law

5) Audio Recordings – Important Notes for Events

Dialtone audio guestbooks are designed to record guest messages intentionally left by event attendees.

Because the recordings may contain personal information:

  • The Customer is responsible for ensuring event guests understand that messages left on the phone will be recorded (for example, via signage next to the phone).
  • Guests who do not wish to be recorded should not use the phone.
  • Guests should avoid sharing sensitive personal information in recordings.

If a guest requests removal of a message, we will take reasonable steps to assist where the message can be identified and located.

6) Sharing Your Personal Data

We may share personal data only where necessary, including:

  • With Service Providers
    Such as email, hosting, file transfer, analytics, and payment providers who help us deliver the Service.
  • With professional advisers
    Such as accountants, insurers, or legal advisers where necessary.
  • For legal reasons
    Where required by law, court order, or valid legal request.

We do not sell personal data.

7) Retention of Personal Data & Recordings

We keep personal data only as long as necessary for the purposes set out in this policy.

Customer booking information

We may retain booking and invoice records for business, tax, and legal purposes (typically up to 6 years in the UK).

Audio recordings

We will retain audio recordings for a minimum of 90 days after delivery to the Customer, to allow time for download, backup, and support.

If our retention period changes in the future (for example, due to increased volume), we will:

  • retain recordings for a reasonable period, and
  • email the Customer in advance to notify them before recordings are permanently deleted.

Customers may request deletion earlier (see section 10).

8) Transfers & Storage

Your data may be processed at our offices and on systems operated by our Service Providers. Some providers may store data outside the UK.

Where personal data is transferred internationally, we take steps to ensure appropriate safeguards are in place in line with UK GDPR.

9) Law Enforcement & Legal Requirements

We may disclose personal data in good faith where necessary to:

  • comply with a legal obligation
  • protect the rights or property of Dialtone Events Ltd
  • prevent or investigate wrongdoing
  • protect the safety of customers, guests, or the public
  • protect against legal liability

10) Your Data Protection Rights (UK GDPR)

Depending on the circumstances, you may have the right to:

  • request access to your personal data
  • request correction of inaccurate data
  • request deletion of your personal data and/or recordings
  • object to processing
  • request restriction of processing
  • request data portability
  • withdraw consent (where consent is the basis)

To make a request, contact us using the details below.

11) Children’s Privacy

Events may include guests under 18. If a minor leaves a recording, this may still be personal data.

The Customer should ensure parents/guardians are aware minors may leave recordings.

If a parent/guardian contacts us and requests removal of a minor’s identifiable recording, we will take reasonable steps to delete it from our systems as soon as practicable (where we can reasonably identify it).

12) Security of Your Personal Data

We take appropriate steps to protect personal data and recordings using technical and organisational security measures.

However, no method of electronic storage or transmission over the internet can be guaranteed to be 100% secure.

13) Links to Other Websites

Our website may contain links to third-party websites. We do not control those sites and are not responsible for their content or privacy practices. Please review their privacy policies separately.

14) Changes to This Policy

We may update this Privacy & Recording Policy from time to time. Updates will be posted on this page and the “Last updated” date will be updated accordingly.

15) Contact Us

If you have any questions about this policy or wish to exercise your data rights, contact:

Dialtone Events Ltd
Email: [email protected]