Privacy Policy

PodLot Studios LTD is the controller for personal information collected through this free studio session booking app.

Company number: 11590492. Contact: info@podlot.co.uk. Location: Chelmsford, Essex, United Kingdom.

When you book a free session or studio space, we collect the details you submit, including your name, email address, phone number, selected session time, and confirmation that you accepted our terms and conditions.

We may also receive basic technical information from our website and hosting providers, such as IP address, browser type, device information, pages visited, and timestamps, where this is needed to operate, protect, and troubleshoot the site.

We use your information to check availability, create and manage your Google Calendar booking, contact you about your session, administer the studio visit, keep a record of terms acceptance, protect the studio and its equipment, and respond to support, legal, or security issues.

We do not use this booking form to add you to marketing lists unless you separately opt in to receive marketing from us.

We process booking details because it is necessary to take steps at your request before providing a studio session and to manage the booking relationship.

We also rely on legitimate interests to operate and secure the booking app, manage studio availability, keep appropriate business records, and protect PodLot Studios, staff, equipment, clients, and guests. Where we are legally required to keep or disclose information, we rely on legal obligation.

We share limited booking information with service providers that help us run the app, including Google Calendar for session scheduling, Resend for booking notification emails, and Vercel for website hosting and logs.

We may also share information with professional advisers, insurers, authorities, or courts where reasonably necessary for legal, security, insurance, or dispute purposes.

Some providers may process information outside the United Kingdom. Where this happens, we expect those providers to use appropriate safeguards for international transfers, such as recognised contractual protections or equivalent measures.

We keep booking and studio session records only for as long as reasonably needed for booking administration, business records, insurance, legal, tax, security, and dispute purposes. In many cases this may be up to six years after the relevant booking or studio relationship.

Website logs and operational records may be kept for shorter periods by our hosting and service providers according to their normal retention settings.

You may ask us for access to your personal information, correction of inaccurate information, deletion, restriction, objection to processing, or a copy of information you provided in a portable format. These rights may be limited in some cases, for example where we need to keep records for legal or dispute purposes.

To make a request, email info@podlot.co.uk. You also have the right to complain to the Information Commissioner's Office at ico.org.uk.

This booking app currently uses only essential functionality needed to operate the site and booking flow. If we add analytics, Meta Pixel, Google Ads tracking, or other advertising cookies later, we will update this policy and add any required cookie controls before using them.

We may update this policy when our services, providers, booking process, or legal requirements change. The latest version will be published on this page.