Who is responsible
Once Upon a Beat (OUAB) is the data controller for this booking platform. For anything about your data, contact the booking manager: booking@onceuponabeat.art.
What we collect and why
- Booking requests: your name, email address, phone (optional), company, event details, venue, market data (lineup, ticket sales, attendance) and proposed fee. These are needed to review and handle your booking request.
- Booking execution: when a booking proceeds, we keep the contract, payment tracking, uploaded travel documents and payment proofs. These are needed to perform the agreement.
- Guestlist: when guestlist spots are agreed for the artist, the first and last names and, when the artist provides them, the email addresses of the guests who get free entry. The artist supplies these; we use them only for the door list of that event and to send the list to the promoter by email.
- Signing and confirmations: when you sign a contract or acknowledge an amendment, we record your typed name, email, IP address, browser type and timestamp as part of the legally binding signature process.
- Portal activity: when you open your booking portal or download a document from it (contract, riders, invoice, signed copy or your own uploads), we record the page or file, your IP address, browser type and the time. We use this only to confirm that what we sent reached you and to follow up on your booking; these records are visible to the booking manager only, never in your portal.
- Technical data: server logs and rate-limit counters protect the platform against abuse. We use no tracking cookies, no analytics and no advertising scripts.
Legal basis
We process your data to take steps before entering a contract and to perform the contract (AVG article 6(1)(b)), and on our legitimate interest in operating a booking platform securely and preventing spam (article 6(1)(f)). The signing records are part of the contract itself. We do not use your data for automated decision-making or profiling, and we never sell it.
How long we keep it
- Booking requests that do not lead to a booking: deleted after 12 months.
- Requests declined by the promoter or the manager: deleted after 12 months.
- Bookings cancelled before a contract existed: deleted after 12 months.
- Bookings with a signed or sent contract (including the contract, revisions, payment records and uploads): kept for 7 years after the event, as required by Dutch fiscal record-keeping rules.
- Portal access and download records (page opens, document downloads): kept with the booking and deleted when the booking itself is deleted under the rules above.
Who sees your data
Only the booking manager and the artists involved in your event. Your data stays on our own infrastructure in the European Union; we use no third-party processors, and email is sent through our own mail server.
Your rights
You have the right to:
- Access, correct, delete or receive a copy of your data.
- Object to or restrict processing.
- Withdraw a given consent.
Contract records are kept where the law requires it. To exercise any right, email booking@onceuponabeat.art; we answer within 30 days. You can also lodge a complaint with the Dutch data protection authority (Autoriteit Persoonsgegevens).
Security
All pages run over HTTPS. Booking portals are protected by unguessable private links, contract signing requires your email address to match the booking, and files are served only after permission checks. Details are described in our security documentation.
Version 2, last updated September 2026.