Cookies & Privacy Policy
Last updated: 7 September 2026
1. Who we are
This website is operated by Nick Gill, trading as Oxford Classic Jazz.
For the purposes of UK data protection law, Nick Gill is the data controller responsible for the personal information described in this policy.
Website: www.classicjazz.co.uk
Email: nickgill@classicjazz.co.uk
Telephone: 07932 748379
If you have any questions about this policy or how your information is used, please contact us using the details above.
2. About this policy
This policy explains:
- what personal information we collect;
- how and why we use it;
- who we may share it with;
- how long we keep it;
- your data protection rights; and
- how cookies and similar technologies are used on this website.
This policy applies when you visit our website, contact us about a performance or booking, or otherwise communicate with Oxford Classic Jazz.
3. Information we collect
Information you provide
When you use our contact form, email us or contact us by telephone, we may collect:
- your name;
- your email address;
- your telephone number, if provided;
- the contents of your message;
- details of your event, including its date, location and type;
- your musical or performance requirements;
- details needed to prepare a quotation or confirm a booking; and
- subsequent correspondence relating to your enquiry or booking.
If a booking is agreed, we may also hold relevant contractual, invoicing and payment records. We do not collect payment card details through this website.
Please do not include confidential or sensitive personal information in the website contact form unless it is genuinely necessary.
Information collected automatically
When you visit the website, our website systems and service providers may collect technical information including:
- your IP address;
- browser and device type;
- operating system;
- pages visited;
- the date and time of your visit;
- the website or search engine that referred you to us;
- interactions with website content; and
- information required to maintain the security and operation of the website.
Where you allow analytics cookies, Google Analytics also collects information about how visitors use the website. This helps us understand which pages are useful and how the website can be improved.
Information from other people
Occasionally, an event organiser, venue or another person may contact us on your behalf. In these circumstances, we may receive your name and relevant information about the proposed event or booking from that person.
4. How and why we use your information
We only use personal information where we have a lawful reason to do so.
| How we use your information | Lawful basis |
|---|---|
| Responding to enquiries and preparing quotations | Taking steps at your request before entering into a contract |
| Confirming, administering and fulfilling a booking | Performance of a contract |
| Communicating with you about an event or performance | Performance of a contract or our legitimate interests in administering the booking |
| Coordinating musicians, venues and other suppliers | Performance of a contract and our legitimate business interests |
| Producing invoices and maintaining financial records | Legal obligation and legitimate interests |
| Responding to general questions and correspondence | Our legitimate interests in communicating with potential customers and members of the public |
| Protecting the website, preventing misuse and resolving technical problems | Our legitimate interests in maintaining a secure and reliable website |
| Understanding and improving use of the website through optional analytics | Your consent |
| Displaying embedded YouTube videos and associated services | Your consent |
| Establishing, exercising or defending legal claims | Our legitimate interests and legal obligations |
Where we rely on legitimate interests, those interests include operating and protecting Oxford Classic Jazz, responding to enquiries, administering bookings and maintaining appropriate business records. We consider these interests against your privacy rights before using your information.
We do not use personal information collected through the website to make automated decisions about you.
5. Cookies and similar technologies
What are cookies?
Cookies are small text files placed on your computer, tablet or mobile device when you visit a website. They can help a website function, remember preferences and provide information about how the website is used.
Similar technologies, including scripts, tags and local browser storage, can perform comparable functions.
Cookies may be:
- session cookies, which are deleted when you close your browser; or
- persistent cookies, which remain on your device for a defined period or until you delete them.
They may also be:
- first-party cookies, set by this website; or
- third-party cookies, set by another organisation whose services appear on the website.
Your cookie choices
Strictly necessary cookies may be used without consent because they are required for the website or its requested features to work properly.
Analytics and embedded-media technologies are optional. They should not be activated unless you choose to allow the relevant category through our cookie controls.
You can accept, reject or change your choices using the Cookie Settings control on the website. You can also delete or block cookies through your browser settings, although blocking strictly necessary cookies may affect how some website features work.
Cookies and services used on this website
| Category and provider | Cookies or technologies | Purpose | Typical duration |
|---|---|---|---|
| Strictly necessary – Oxford Classic Jazz | Cookie-preference record | Remembers whether you accepted or rejected optional cookies so that you are not asked on every page | Up to 12 months |
| Analytics – Google Analytics | _ga |
Distinguishes one visitor from another and helps produce website usage statistics | Up to 2 years |
| Analytics – Google Analytics | _ga_QKB4F39D7J |
Maintains information about a visitor’s website session | Up to 2 years |
| Embedded media – YouTube/Google | YSC |
Supports video security and helps ensure requests are made by the visitor | Browser session |
| Embedded media – YouTube/Google | __Secure-YNID or VISITOR_INFO1_LIVE |
Supports YouTube functionality, analytics and, depending on the visitor’s Google settings, personalisation | Up to 6 months |
| Embedded media – YouTube/Google | PREF |
Remembers YouTube playback and display preferences | Up to 8 months |
| Embedded media – YouTube/Google | __Secure-YENID, __Secure-YEC and similar technologies |
Supports security, fraud prevention and YouTube services | Up to 13 months |
| Embedded media – YouTube/Google | __Secure-ROLLOUT_TOKEN |
Helps YouTube introduce and measure new features | Up to 6 months |
The exact YouTube cookies used may depend on your browser, whether you are signed into a Google account and the choices saved in your Google privacy settings. Google may change the names or duration of its technologies from time to time.
Oxford Classic Jazz does not use its own advertising cookies. However, YouTube may process information for analytics, personalisation or advertising purposes depending on your Google settings.
Further information is available in:
If you do not allow embedded-media technologies, YouTube videos may not appear directly on the website. Where available, you can instead follow an external link to watch the video on YouTube.
Google Fonts
The website may retrieve fonts from Google Fonts. When this happens, Google may receive technical information such as your IP address and browser details in order to provide the font files.
Google Fonts does not normally need to place a cookie for this purpose. Where practical, we may host font files locally to reduce information being sent to an external provider.
6. Who we share information with
Where necessary, personal information may be shared with:
- website hosting and maintenance providers;
- providers used to operate and deliver website enquiries;
- our email and communications providers;
- Google, in connection with Google Analytics, Google Fonts and YouTube;
- musicians, performers, venues and other suppliers involved in fulfilling a booking;
- accountants, insurers, legal advisers and other professional advisers;
- law enforcement bodies, regulators, courts or public authorities where disclosure is required or permitted by law; and
- a purchaser or successor if the business or its assets are transferred.
We only share booking information with musicians, venues or suppliers where it is reasonably necessary to arrange or provide the agreed service.
We do not sell or rent your personal information.
7. International transfers
Some service providers, including Google, may process information outside the United Kingdom.
Where personal information is transferred internationally, we take reasonable steps to ensure that an appropriate safeguard is available. Depending on the destination, this may include UK adequacy regulations, approved contractual clauses or the UK International Data Transfer Addendum.
8. How long we keep information
We only retain personal information for as long as it is reasonably needed.
Our usual retention periods are:
- general enquiries that do not result in a booking: up to 24 months after the last communication;
- booking correspondence, contracts, invoices and related financial records: normally up to seven years after the booking or end of the business relationship;
- website security and technical logs: normally up to 12 months;
- identifiable Google Analytics event data: up to 14 months, subject to the settings used in our Google Analytics account;
- cookie preference records: up to 12 months; and
- analytics cookies: for the periods shown in the cookie table above.
We may retain information for longer if this is required by law or reasonably necessary in connection with a complaint, dispute or legal claim. Information that is no longer required will be deleted or securely anonymised.
9. Keeping your information secure
We use reasonable technical and organisational measures to protect personal information from loss, misuse, unauthorised access, alteration or disclosure.
However, no website or method of electronic communication can be guaranteed to be completely secure. Please take care when deciding what information to send by email or through the contact form.
10. Your data protection rights
Depending on the circumstances, you may have the right to:
- ask for a copy of the personal information we hold about you;
- ask us to correct information that is inaccurate or incomplete;
- ask us to delete your information;
- ask us to restrict how your information is used;
- object to processing based on legitimate interests;
- receive certain information in a portable format;
- withdraw consent at any time where we rely on consent; and
- complain about the way your information has been handled.
These rights are subject to certain legal conditions and exemptions.
To exercise a right, please email nickgill@classicjazz.co.uk. We may need to ask for information to confirm your identity before responding.
Withdrawing consent does not affect the lawfulness of anything done before consent was withdrawn.
11. Complaints
Please contact us first if you have concerns about how your information has been used. We will try to resolve the matter promptly.
You also have the right to complain to the Information Commissioner’s Office, the UK regulator for data protection:
Information Commissioner’s Office
Website: www.ico.org.uk/make-a-complaint
Telephone: 0303 123 1113
12. External websites
The website may contain links to YouTube, venues and other external websites. We are not responsible for the privacy practices or content of websites operated by other organisations.
When you follow an external link, the other organisation’s privacy and cookie policies will apply.
13. Changes to this policy
We may update this policy if the website, our services or legal requirements change. The latest version will always be published on this page with its most recent update date.
