Privacy Policy

we are committed to protecting your personal information when you use our services. here we explain how we ensure that your privacy is respected and protected.


Who are we and What do we do

At Okedia we sometimes to collect data to allow us to fulfil our contractual obligations, or to allow us to provide more tailored services to our clients and customers. Here, we outline our obligations and your rights under the data protection legislation, which regulates the use of personal information.

why we handle your data

Under data protection legislation, we are only allowed to use personal information if we have a proper reason or ‘legal basis’ to do so. Given the diversity of our services we justify use of personal data under a number of these, each is outlined in the relevant privacy policy for each of these below.

data we handle

website data, mailing list and cookies

Our website privacy statement and Cookies page explains what information we may collect about you online, how we will use the information collect, how we protect the information you give us and the use of cookies and how to manage them.

data for accounting purposes

Okedia holds the personal information of clients, suppliers, and customers for invoicing and billing purposes (Name, Email, Address, and Contact Phone). As we are obligated to produce taxation reporting and keep financial records we need to keep this data to allow us to fulfil these obligations. For more information on this please see our gdpr policy.

client, company, and supplier data.

For our production clients and freelancers, eStage manages a custom built database on Ninox called ePM, this is used by our freelancers to help make production management easier. On this database we store contact information (limited to email, phone, and name) for a number of freelancers, and staff from venues, production companies, and suppliers in the industry who we have worked with. This data is held beyond our contractual obligations, so we can contact these freelancers in the future regarding new work. We will, in some circumstances pass this data to external parties purely in the interest of offers of new work. For production companies, venues, and suppliers it is held to save double data entry, to allow us to ensure the most efficient delivery of our services, and to offer and discuss the provision of new services of relevance. Individual freelancers are able to submit themselves to this database using our online form and agree for their data to be used for the purposes outlined above.

For digital clients, when you register an account or have one registered as part of the process of submitting an order for services you agree to our terms of service and opt-in to us and our Service Providers handling your personal data in order to deliver the services we are contracted to provide you.

For more information on these elements please view our gdpr policy.

your rights

At any point whilst Okedia holds personal information on you, you have a number of rights to control and manage how we process your data.

In particular, you have the right to do the following:

  • Withdraw your consent at any time.  You have the right to withdraw consent where they have previously given your consent to the processing of their Personal Data.

  • Object to processing of your Data. You have the right to object to the processing of their Data if the processing is carried out on a legal basis other than consent. More details on this are below.

  • Access your Data. You have the right to learn if Data is being processed by the Owner, obtain disclosure regarding certain aspects of the processing and obtain a copy of the Data undergoing processing.

  • Verify and seek rectification. You have the right to verify the accuracy of your Data and ask for it to be updated or corrected.

  • Restrict the processing of your Data. You have the right, under certain circumstances, to restrict the processing of their Data. In this case, the Owner will not process your Data for any purpose other than storing it.

  • Have you Personal Data deleted or otherwise removed. You have the right, under certain circumstances, to obtain the erasure of your Data from the Owner.

  • Receive your Data and have it transferred to another controller. You have the right to receive their Data in a structured, commonly used and machine readable format and, if technically feasible, to have it transmitted to another controller without any hindrance. This provision is applicable provided that the Data is processed by automated means and that the processing is based on your consent, on a contract which the you are part of or on pre-contractual obligations thereof.

  • Lodge a complaint. You have the right to bring a claim before their competent data protection authority.

details about the right to object to processing

Where Personal Data is processed for a public interest, in the exercise of an official authority vested in the Owner or for the purposes of the legitimate interests pursued by the Owner, you may object to such processing by providing a ground related to their particular situation to justify the objection.

Should your Personal Data be processed for direct marketing purposes, you can object to that processing at any time without providing any justification. To learn, whether the Owner is processing Personal Data for direct marketing purposes, You may refer to the relevant sections of this document.

how long we hold your data

Personal Data shall be processed and stored for as long as required by the purpose they have been collected for.

Personal Data collected for purposes related to the performance of a contract between the Owner and the User shall be retained until such contract has been fully performed.

Personal Data collected for the purposes of the Owner’s legitimate interests shall be retained as long as needed to fulfill such purposes. Users may find specific information regarding the legitimate interests in our GDPR policy.

We may be allowed to retain Personal Data for a longer period whenever the User has given consent to such processing, as long as such consent is not withdrawn.

Furthermore, we may be obliged to retain Personal Data for a longer period whenever required to do so for the performance of a legal obligation or upon order of an authority.

Once the retention period expires, Personal Data shall be deleted. Therefore, the right to access, the right to erasure, the right to rectification and the right to data portability cannot be enforced after expiration of the retention period.

sharing personal information

We do not sell your personal information to anyone. We don’t share your personal information with any third parties unless they are providing services to us under contract or disclosure is permitted by, or required by, law.