Croakheads FLINTA* Directories Privacy Policy

Croakheads maintains voluntary public directories to help people discover and connect with artists and producers who identify within the FLINTA* community.

FLINTA* includes women, lesbians, intersex people, non-binary people, trans people and agender people, including people whose experiences may not fit neatly into these categories. We respect self-identification.

This notice covers the FLINTA* DJ & Artist Directory and FLINTA* Producers Directory. Producers may appear in the latter where their role and their permission for additional directory publication support inclusion.

Participation is optional. Choosing not to join, declining additional listings or withdrawing consent will not affect your eligibility for Croakheads opportunities. Inclusion does not guarantee bookings. We also work with people who are not listed and artists of all genders.

Listings are discovery resources. Inclusion does not imply endorsement, partnership or affiliation with Croakheads unless explicitly stated.

The submission form collects professional profile information such as:

• DJ, artist or project name
• Primary genre
• UK region or regions
• Public music and social links, including SoundCloud, Mixcloud, Bandcamp and Instagram
• Artistic roles or practices, such as DJ, producer, vocalist, rapper, songwriter, MC or spoken word artist, where collected

We also hold the submission timestamp, consent choices, administrative email address where collected, and correspondence needed to manage your listing. Administrative email addresses and private correspondence are not public directory fields.

These directories do not request biographies or photographs. Any separate collection of event, resident or Ambassador photographs is covered by the main Croakheads Privacy Policy.

We do not ask you to disclose which part of FLINTA* applies to you, explain your personal history or provide medical information.

Participation is based on voluntary self-identification. A public listing associates you with the FLINTA* community without identifying which part of FLINTA* applies to you.

Gender identity and FLINTA* participation are not automatically special-category personal data. However, information revealing sexual orientation, health or another category protected by Article 9 UK GDPR may require additional protection, depending on the information and context.

Please do not submit unnecessary sensitive information. If we need to process special-category information, we must establish an Article 6 lawful basis and an Article 9 condition before doing so. Where we rely on explicit consent, we obtain a specific express agreement covering that information, its use and any publication. General directory consent is not blanket consent for unrelated sensitive processing.

We do not routinely ask people to prove their FLINTA* identity or provide identity documents.

We collect only information needed to create and administer your listing and the publication choices you make.

Joining is optional, but some form fields are required to create a valid listing. Public fields are identified in the form. You choose what to supply in optional fields; required public fields are published as explained before submission.

There is no statutory obligation to join. Without the required listing information and publication consent, we cannot publish your listing.

We use your submission to create, publish, maintain and correct your directory listing. Members of the public, including artists, promoters, collectives and venues, can use the directory to discover your work for potential opportunities.

We use private administrative information to manage submissions, record your consent choices and when they were given, handle requests and clarify errors. We keep a record of the consent wording associated with those choices. We do not sell personal information.

Listings may be added automatically after submission and are not routinely reviewed or approved before publication. Additional publication is limited to your consent choices described below.

Submitting a directory entry does not itself authorise unrelated marketing, sending applications on your behalf or sharing private contact details with other collectives.

Optional automatic inclusion in named directories

Where your artistic role and the directory criteria are relevant, you may choose automatic inclusion in:

• FLINTA* Producers Directory, for producers who have self-identified within the FLINTA* community
• All Artists Directory
• UK Grassroots Producers Directory, for producers

The FLINTA* submission form asks separately whether you consent to automatic publication of your relevant public profile information in the three additional directories named above. This choice is separate from consent to your original FLINTA* DJ & Artist listing.

If you choose Yes, we may automatically publish your DJ or artist name, primary genre, artistic roles, region and public music or social links in those directories where your roles meet their criteria, without contacting you again. Your administrative email address remains private.

If you choose No, we publish your submission only in the FLINTA* DJ & Artist Directory. This choice does not affect your eligibility for Croakheads opportunities.

This permission does not cover other future directories or unrelated uses. Publication in a different directory or for a purpose outside this agreement requires further permission.

You may withdraw this additional consent independently of your original listing by emailing croakheads@gmail.com.

We rely on consent under Article 6(1)(a) UK GDPR to create and maintain your optional public listing and any additional publication you actively authorise. You can withdraw each publication choice at any time.

We may separately retain minimal administrative records on the basis of legitimate interests in demonstrating consent, handling requests and preventing unwanted republication. We consider whether those interests are necessary and balanced against your rights. This does not authorise continued consent-based publication after withdrawal.

If a specific law requires processing, we rely on that legal obligation. Any processing needed to enter into or carry out an agreed booking or other contract is a separate activity, covered by our main Croakheads Privacy Policy; a directory submission does not itself create that contract.

Special-category processing also requires an Article 9 condition, as explained in Section 03.

You can request a correction, remove a listing or withdraw publication consent at any time by emailing croakheads@gmail.com. You do not need to give a reason.

Tell us whether your request concerns one directory, several directories or all listings. We remove affected consent-based public listings without undue delay and update the active public feed so that they are not automatically republished.

We may request proportionate information to check that a request comes from the person concerned. This is separate from asking someone to prove their FLINTA* identity.

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 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.

The public fields described in the form appear on the Croakheads website. Listings can be viewed worldwide, indexed by search engines, copied or shared by others.

Public music and social links take visitors to third-party platforms, whose own privacy arrangements apply.

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

We use Google Forms, Google Sheets and Google Apps Script to collect and administer submissions and provide selected public fields to our Squarespace website. We use the Google services associated with our free Google account, rather than claiming a Google Workspace business agreement.

Google processes form and spreadsheet information under the applicable account terms. Squarespace hosts the website and public directory content. Private administrative fields must be excluded from the public feed.

Links to Instagram, SoundCloud, Mixcloud or Bandcamp do not themselves authorise us to supply those platforms with your private submission records. WhatsApp community participation, radio projects and promotional artwork are separate activities covered where relevant by the main Croakheads Privacy Policy.

Where we use Canva or other digital tools for a separate activity involving personal information, we must assess the information shared, the lawful basis, security and applicable provider arrangements. We do not assume that a tool never stores information simply because it is used for drafting or formatting.

Google and Squarespace may process information outside the UK. The applicable countries, provider roles and safeguards depend on the services and account terms used.

Read the international-transfer section of our main Croakheads Privacy Policy for the applicable provider arrangements, including any relevant adequacy arrangements or contractual safeguards. You can request further information about the safeguards and how to obtain a copy or reference by emailing croakheads@gmail.com. We must ensure that the arrangements used meet the applicable UK transfer requirements.

We retain your public listing while it remains active and your publication consent applies. On withdrawal, we stop the affected consent-based publication without undue delay.

Private submission records are retained only while needed to administer the listing, handle requests and demonstrate the publication choices given. After removal, we may keep a minimal consent or removal record where necessary to prevent unwanted republication or handle a complaint or legal claim.

Retention is assessed by whether the listing is active, outstanding requests or complaints, relevant legal obligations and the need to establish or defend legal claims. Information no longer needed is deleted or anonymised.

Backup deletion depends on the relevant provider’s arrangements. Removed information must not be restored to active publication contrary to your request.

Private submission records are restricted to authorised access. We use account-security controls, including two-factor authentication, and limit the information included in the public feed.

Public listing information is intentionally accessible and may be copied by others. Security controls for private records do not make a public listing private.

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.

You can withdraw consent at any time by emailing croakheads@gmail.com. You do not need to give a reason. Tell us which directory listings or optional automatic-enrolment choice your request covers.

We stop processing based on the withdrawn consent and remove affected public listings without undue delay. Withdrawing additional-directory consent does not itself remove your original FLINTA* listing unless you ask us to remove that too.

Withdrawal does not affect the lawfulness of processing before withdrawal. We may retain minimal records for a separate lawful purpose as explained in Section 14, but this does not permit continued public publication.

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).