Fill My Slot – Privacy Policy
Last updated: 30 April 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, 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
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
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.
Examples of providers we may use include Apple, Google, Stripe, RevenueCat, Supabase, Vercel, Firebase, and similar service providers.
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
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, associated personal data will 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.
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: