Privacy Policy

We collect different types of information depending on how you interact with Croakheads. This may include:

• Name or artist name
• Contact details such as email
• Social media or public profile links
• Region or location
• Creative role, genre or interests
• Information about creative work or projects
• Booking, performance or collaboration details
• Directory or community list submissions
• Editorial contributions
• Volunteer or ambassador information
• Event attendance, ticketing or guest‑list details
• Access needs you choose to provide
• Photographs, video or other media featuring you
• Information you provide when contacting us
• Press packs, biographies, promotional images, logos, artwork or music

We collect only information needed for the relevant Croakheads activity. Participation in optional directories is voluntary, but some form fields are required to create a listing. Public and private fields are identified before submission.

We do not ask directory applicants to explain or prove their FLINTA* identity or provide medical details. Gender identity or a protected characteristic is not automatically special-category data. Where information reveals health, sexual orientation or another Article 9 category, additional legal conditions apply.

Voluntarily supplying sensitive information does not itself authorise every use of it. We establish an Article 6 lawful basis and, where applicable, an Article 9 condition before processing. If relying on explicit consent, we obtain a specific express agreement.

For bookings, editorial work and other creative projects, we may receive biographies, photographs, artwork, logos, music, mixes or public profile links. These separate activities can involve different information from directory submissions.

We may store materials using Google Drive and the Google services associated with our free account. We use them only for the purposes explained when collected and supported by an appropriate lawful basis.

The FLINTA* directories do not request biographies or photographs. We do not treat directory consent as permission to use separate creative materials for unrelated projects.

We may use your information to:

• Organise Croakheads events
• Manage bookings and collaborations
• Consider artists for opportunities
• Create and manage public directories
• Organise residents and ambassadors
• Run volunteer and community projects
• Publish editorial work
• Run creative challenges
• Produce radio and SoundCloud projects
• Promote Croakheads events
• Collaborate with other organisations
• Respond to enquiries
• Maintain organisational records

We do not sell personal information.

Our lawful basis depends on the activity:

• Consent: optional directory publication, agreed additional-directory publication and other uses for which we request consent.
• Contract: processing necessary to enter into or perform an agreement with you, such as an agreed booking.
• Legitimate interests: necessary and proportionate administration, responding to enquiries, professional artist research and managing events, where balanced against your rights. The relevant interests include running community activities, preventing misuse and keeping accurate organisational records.
• Legal obligation: processing required by a specific applicable law.

Public directory publication based on consent stops when that consent is withdrawn. We may separately retain minimal administrative records to demonstrate consent, handle requests or prevent unwanted republication, where supported by a separate lawful basis. This does not permit continued consent-based publication.

Special-category information also requires an Article 9 condition. Criminal-offence information requires the applicable additional legal authority or condition. We do not assume that an ordinary publication checkbox covers these separate requirements.

Our public directories help people discover artists, producers, creatives and grassroots organisations. Joining is optional and does not guarantee a booking or imply endorsement, partnership or affiliation with Croakheads unless explicitly stated.

We publish the fields clearly identified as public and covered by your publication choice. Administrative emails, consent records and private correspondence are not public listing fields. Listings may be added automatically and are not routinely reviewed or approved before publication.

Listings can be viewed worldwide, indexed, copied or shared. We do not independently verify every listed role, genre or profile detail. Report an error, unauthorised submission or other concern to croakheads@gmail.com; we may seek clarification, correct or temporarily hide a listing while reviewing it.

You may request corrections, removal or withdraw consent at any time. We remain responsible for our own data processing; this disclaimer does not exclude responsibilities imposed by law.

All Artists Directory
Collectives, Labels & Promoters Directory
All directories and community lists

The FLINTA* DJ & Artist Directory supports artists who self-identify within the FLINTA* community. It publishes artist names, primary genres, roles, regions and public music or social links as explained in the submission form. Administrative email addresses remain private. These directories do not request biographies or photographs.

The form offers a separate Yes/No consent choice for automatic inclusion in the FLINTA* Producers Directory, All Artists Directory and UK Grassroots Producers Directory, where the artist’s roles meet the criteria. The FLINTA* Producers Directory is for producers who have self-identified within FLINTA* and authorised the additional publication.

With the relevant agreement, appropriate public fields can be reused in these named directories without further contact. Choosing No means the submission is published only in the original FLINTA* DJ & Artist Directory. This consent does not cover unspecified future directories or unrelated uses.

Consent to additional listings can be withdrawn independently of the original listing. Choosing not to join or withdrawing consent does not affect eligibility for Croakheads opportunities.

Read the FLINTA* Directories Privacy Policy for the specific collection, publication and withdrawal arrangements.

Community lists may help people discover artists, creatives, venues and organisations. Private professional research may use publicly available information where there is an appropriate lawful basis; public availability does not itself constitute consent to directory publication.

We obtain the publication permission described for consent-based lists. We do not use a broad expression of interest as blanket permission for unspecified future public directories. You can request corrections or removal by emailing croakheads@gmail.com.

Tickets may be sold through third‑party platforms such as Skiddle, Headfirst or Resident Advisor. These platforms process your information under their own policies.

Croakheads may receive information needed to organise the event, such as your name or booking details.

View Croakheads events

Events may be photographed or filmed for documentation, editorial or promotional purposes. We will take reasonable steps to make attendees aware.

We may use some of this photography and video content on social media, reels, our website and other online platforms.

If you have concerns about an image or recording, contact us.

We may collect information relevant to organising bookings, coordinating ambassador activities and managing opportunities.

We have a residents and ambassadors directory list used for bookings.

We collaborate with other grassroots collectives, promoters and creative organisations. We may share relevant information where necessary to organise the event or opportunity.

If you contribute to editorial work, we may use your name, biography, photographs, interview responses or writing.

We sometimes also have articles published on Fleckies.com, which we make clear to the people we interview.

If you take part in creative projects, we may use the information and creative work you provide for the purposes explained at the time.

If you contribute to radio or SoundCloud projects, we may use your artist name, music, voice recordings or other information you provide.

If you interact with Croakheads on social media, the relevant platform processes your information under its own policy.

We may post videos and photos of people from events.

We may share publicly available content where relevant.

If you volunteer or join community projects, we may collect information relevant to your role.

We may use third‑party communication platforms such as WhatsApp.

We may use publicly available information from professional websites, social media or artist platforms for relevant Croakheads purposes.

If we receive a report of an inaccurate, impersonated, harmful or unauthorised listing, we may temporarily hide or remove it while reviewing the concern.

We may contact the submitter or person concerned and request proportionate information about the submission or their authority to make it. We do not routinely require identity documents or proof of FLINTA* identity.

We may decline or remove content that is abusive, harassing, misleading or outside the directory’s purpose. We handle concerns proportionately and respectfully.

We may receive complaints or concerns about a listing or Croakheads activity and use the minimum relevant information to assess and respond to them. Ordinary personal information may be processed on the basis of legitimate interests in preventing misuse and protecting people, where necessary and balanced against their rights, or a specific legal obligation where one applies.

We do not rely on general directory consent as authority to process health information, sexual-orientation information or criminal allegations for safeguarding purposes. Such information requires additional applicable legal conditions before processing; we seek advice where needed.

We restrict access to complaint information. Sharing takes place only where necessary and supported by an appropriate lawful basis, including disclosure required by law. Any special-category or criminal-offence information also needs the applicable additional legal conditions.

Listings are based on information provided by submitters and may be published automatically. We do not independently verify every genre, role, profile link or organisational detail, and inclusion does not guarantee the accuracy of a listing.

We may review a submission or ask for clarification where there is a genuine concern about accuracy, impersonation, authority to submit or directory eligibility.

You can request corrections at any time by emailing croakheads@gmail.com.

Providers depend on the activity. We use Google Forms, Sheets, Drive, Gmail and Apps Script associated with our free Google account, and Squarespace for our website. This is not a claim that a Google Workspace business data-processing agreement applies.

Other providers may include ticketing platforms such as Skiddle, Headfirst or Resident Advisor; Square for payments; Instagram and other social platforms; WhatsApp for community communication; SoundCloud; and Subtle Radio for contributed projects.

Providers may act as processors for particular services or as independent controllers for their own activities, under their applicable terms. We share only information necessary and supported by the relevant lawful basis. Their own privacy policies apply to activity on their platforms.

Canva may process artwork, promotional images or other materials used for an agreed project. Before placing personal information in Canva or other digital or automated tools, we assess necessity, lawful basis, provider arrangements, access and security. We do not assume these tools never process or store information.

Directory feeds must include only authorised public fields. Private administrative information is excluded.

Some providers process information outside the UK, including in the United States and other countries where they or their service providers operate. The applicable safeguards depend on the service, recipient and transfer.

Google

Google states that it operates servers worldwide. Its published transfer framework describes reliance on applicable adequacy arrangements, including Google LLC’s participation in the UK Extension to the EU-US Data Privacy Framework for covered transfers. It also describes standard contractual clauses where required for transfers not covered by adequacy.

We use free Google account services. We do not assume that Google Workspace business contractual terms apply. Further information is available in Google’s Privacy Policy and its transfer-framework information.

Squarespace

For processing covered by Squarespace’s Data Processing Addendum, Squarespace describes processing in the US and other locations. Its addendum provides for the UK Extension to the Data Privacy Framework for covered transfers to Squarespace, Inc., and contractual safeguards, including the UK Addendum to standard contractual clauses, where applicable if that framework does not cover a transfer.

See Squarespace’s Data Processing Addendum and Privacy Policy. The addendum applies only within its stated scope.

These descriptions do not establish the safeguards for every other provider or transfer. We must assess the applicable arrangements before making a restricted transfer. To ask about a relevant country, recipient or safeguard, or how to obtain a copy or reference, contact croakheads@gmail.com.

Retention depends on the activity and the following criteria:

• Whether a listing, project, booking or relationship remains active
• Whether the relevant consent still applies
• Outstanding requests, complaints or disputes
• Applicable legal or accounting obligations
• The need to establish, exercise or defend legal claims

Consent-based public listings are removed without undue delay after withdrawal. Private submissions are retained only while needed to administer the listing and demonstrate publication choices.

After removal, we may retain a minimal consent or removal record for a separate lawful purpose, such as preventing unwanted republication or handling a complaint. This does not authorise continued public listing. We review information and delete or anonymise it when no longer needed.

Backups are subject to provider deletion arrangements and must not be restored to active publication contrary to a removal request.

We use reasonable security measures and trusted third‑party services. Publicly shared information may be copied by others.

Contact details may be used to respond to enquiries.

Consent is obtained for direct marketing. Opt‑out is available.

Squarespace may use cookies and similar technologies. Non-essential cookies require consent.

You can manage cookie preferences through our banner.

Depending on the processing and applicable legal conditions, you may have rights to access your information, correct it, request deletion, restrict processing and receive certain information in a portable format.

Your right to object: You may object to processing based on legitimate interests for reasons relating to your particular situation. We must stop unless we demonstrate compelling legitimate grounds overriding your interests, rights and freedoms, or processing is needed for legal claims. You have an absolute right to object to direct marketing, including related profiling.

Where processing relies on consent, you can withdraw that consent at any time. Contact croakheads@gmail.com to exercise your rights.

We respond without undue delay and normally within one month. If a lawful extension or necessary verification applies, we explain this. We request only information reasonably necessary to identify you and handle your request.

Where we rely on consent, you can withdraw it at any time by emailing croakheads@gmail.com. You do not need to give a reason. Tell us which use or directory listing your request concerns.

We stop the affected consent-based processing without undue delay. Withdrawal does not affect the lawfulness of processing before withdrawal, and we may retain minimal information for a separate lawful purpose as explained in Section 24.

We remove content within our control and take any further steps required by law. We cannot guarantee deletion of independent copies or search-engine caches; this does not remove our own legal obligations.

To raise a privacy concern or complaint, email croakheads@gmail.com. No particular form is required. We acknowledge data-protection complaints within 30 days, investigate appropriately, keep you informed and communicate the outcome without undue delay.

You also have the right to complain to the Information Commissioner’s Office (ICO).