Soundworks Privacy Policy

Last updated: September 2026

This Privacy Policy explains what personal information Soundworks collects, why it is used, who it may be shared with, and how it is looked after.

Soundworks is a small sole-trader business, and this policy is intended to explain our approach in straightforward terms.

1. Who is responsible for your information?

Soundworks is responsible for the personal information described in this Privacy Policy.

Contact:
hello@welcometosoundworks.com

2. What information do we collect?

The information Soundworks collects depends on how you interact with us.

When you book a session or lesson

Bookings are primarily made through Acuity Scheduling. We may receive:
• Your name
• Email address
• Phone number
• Booking details
• Payment-related information associated with your booking

Payments are processed through Stripe or PayPal. Soundworks does not receive or store your full payment card details.

Some collaborative venues use Momence to manage their own bookings and payment arrangements. Where this happens, the venue manages the booking through its own Momence account. Soundworks does not manage or independently operate your Momence account or booking information.

When you contact Soundworks

If you contact us by email or through the website contact form, we may receive information such as your name, email address, phone number and the contents of your message.

We use this information to respond to your enquiry and manage our communication with you.

Corporate and bespoke bookings

For corporate, private or bespoke bookings, we may hold information such as:
• Company or organisation name
• Contact person’s name
• Email address
• Phone number
• Billing address
• Event address
• Invoice or purchase order information
• Details needed to organise and deliver the booking

Newsletter and marketing

If you choose to join the Soundworks mailing list, we collect your name and email address through Mailchimp.

You will only be added to the mailing list where you have actively opted in, either through the newsletter sign-up form or an appropriate marketing option during booking.

We do not routinely add previous customers to the mailing list without their consent.

Photography

Soundworks may take photographs at sessions or events for marketing and promotional purposes. Where an identifiable person is to be used in marketing material, we will seek their specific permission.

3. How do we use your information?

We use personal information where necessary to:
• Process and manage bookings
• Provide sound meditation, sound therapy, handpan lessons and other services
• Communicate with you about a booking or enquiry
• Organise corporate, private and bespoke events
• Process payments and maintain financial records
• Send newsletters and marketing communications where you have opted in
• Improve and understand how people use our website
• Promote Soundworks, where appropriate permission has been given
• Meet legal, accounting and administrative requirements
• Protect the security and proper operation of our website and services

We do not sell or rent your personal information to other organisations.

4. Our legal basis for using your information

Data protection law requires us to have a lawful basis for using personal information.

Depending on the circumstances, Soundworks may rely on:
• Contract — where information is needed to provide a service you have booked.
• Legal obligation — where we need to keep information to meet legal, accounting or tax requirements.
• Legitimate interests — where we have a reasonable business reason to use information, while taking into account your rights and expectations.
• Consent — for things such as marketing communications and certain cookies or tracking technologies where consent is required.

5. Marketing and newsletters

If you have opted in to receive Soundworks newsletters, you can unsubscribe at any time using the unsubscribe link included in our emails.

Unsubscribing will stop future marketing emails from Soundworks, although we may still contact you where necessary about a booking, payment or other service you are using.

6. Cookies, analytics and advertising

The Soundworks website uses cookies and similar technologies.

These may include technologies associated with:
• Google Analytics — to understand how visitors use the website.
• Google Search Console — to understand website performance in Google search.
• Google Ads — where advertising and related measurement is used.
• Meta/Facebook Pixel — to help measure and understand advertising and website activity.
• WordPress and the website hosting infrastructure — for the operation and security of the website.
• Google Reviews / Trustindex — to display reviews and related content on the website.

Some of these technologies may collect information such as your device, browser, approximate location, pages visited and interactions with the website.

When you first visit the website, a cookie consent banner gives you the choice to accept or deny non-essential cookies and tracking technologies.

Essential cookies required for the website to function may still be used.

Your cookie preferences may affect which analytics, advertising or embedded content technologies are active during your visit.

7. Who do we share information with?

Soundworks uses a small number of third-party services to operate the business. These may process personal information on our behalf or as part of providing their service.

These include:
• Acuity Scheduling — booking management
• Stripe — payment processing
• PayPal — payment processing
• Mailchimp — newsletter and email marketing
• Google services — analytics, search and advertising-related services
• Meta — advertising and measurement services
• WordPress and the website hosting infrastructure — website operation
• Trustindex / Google Reviews — displaying reviews on the website

Some collaborative venues may use their own booking systems, such as Momence, for bookings they manage directly.

Soundworks only shares information where reasonably necessary to provide a service, operate the business, process payments, manage bookings, meet legal obligations or carry out the purposes described in this policy.

8. Special category information and health information

Soundworks does not routinely collect or request special category personal data, including health information, as part of its normal booking process.

If you voluntarily provide special category information — for example, by asking whether a session is suitable because of a health condition, pregnancy or an implanted medical device — Soundworks will use that information only to respond to your enquiry and, where appropriate, discuss whether participation is suitable.

This may include offering a telephone conversation where that is easier or more appropriate.

Soundworks does not maintain health records or retain special category information as part of normal customer records.

Any special category information provided voluntarily will be deleted as soon as reasonably practicable once the enquiry or immediate purpose has been dealt with, unless there is a legal reason why it needs to be retained.

Please avoid including medical or other sensitive information in general forms or communications unless it is necessary for your enquiry.

9. How long do we keep your information?

Soundworks does not apply one fixed retention period to all personal information. We keep information for as long as it is reasonably needed for the purpose for which it was collected, including any legal, accounting or business requirements.