MZK4U Sounds
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Privacy Policy

Last updated: September 2026

Who we are

MZK4U Sounds is an events entertainment company based in Coventry, West Midlands, providing DJ, sound and lighting, host and MC, live artist, and flower wall hire services for weddings, corporate events, private parties and other celebrations. In this policy, 'we', 'us' and 'our' refer to MZK4U Sounds.

MZK4U Sounds is not currently registered with the Information Commissioner's Office (ICO). We are reviewing our registration obligations under UK GDPR and will update this policy once registration is confirmed.

We are committed to protecting your personal information and being transparent about how we use it. This policy explains what data we collect, why we collect it, the lawful basis for processing it, and your rights under UK data protection law (UK GDPR and the Data Protection Act 2018).

Information we collect

Enquiry and quote forms: When you submit an enquiry or quote request through our website, we collect the information you provide — your name, email address, telephone number, event type, event date, venue postcode, estimated guest count, preferred services, and any additional details you include in your message.

AI Event Concierge: When you use our AI chat assistant, your messages are processed to respond to your event enquiry. The chat collects only non-identifying event information (event type, approximate date, venue postcode, guest count, event times, and service preferences) until you choose to request a quotation. At that point, you are asked to provide your name, email address, telephone number, and preferred contact method through a separate consent-gated form. We do not ask for full venue addresses, payment details, or other sensitive information through the chat.

Technical data: We may collect technical information automatically when you visit our website, such as your IP address, browser type, device type, and pages visited. This is used solely to maintain and improve the website and to apply security controls such as rate limiting.

Cookies: Our website uses essential cookies required for the site to function. We do not currently set non-essential analytics or advertising cookies. If this changes, we will update this policy and seek your consent before setting any non-essential cookies.

How we use your information and our lawful basis

Responding to enquiries and preparing quotations — Lawful basis: Legitimate interests (taking steps at your request prior to entering a contract). We use the information you provide to respond to your enquiry, prepare a personalised quotation, and communicate with you about your event.

AI chat processing — Lawful basis: Legitimate interests. Your chat messages are processed by an AI language model to generate responses to your event enquiry. The AI does not make automated decisions that have legal or similarly significant effects on you. A human member of the MZK4U team reviews all enquiries before any booking is confirmed.

WhatsApp notifications — Lawful basis: Legitimate interests. When you submit an enquiry or request a quotation, we send an internal notification to the MZK4U team via WhatsApp so they can follow up promptly. This notification contains your contact details and event summary.

Website security and fraud prevention — Lawful basis: Legitimate interests. We use IP addresses and request metadata to apply rate limiting and detect abusive or automated traffic. IP addresses are used only as security keys and are not written to persistent storage.

We will not use your information for unrelated marketing without your explicit consent. We do not sell, rent, or share your personal information with third parties for their own marketing purposes.

AI services and external processors

Our AI Event Concierge is powered by OpenAI (OpenAI, LLC, 3180 18th Street, San Francisco, CA 94110, USA). When you use the chat, your messages are transmitted to OpenAI's API for processing. OpenAI acts as a data processor on our behalf.

International transfers: OpenAI is based in the United States. Transferring personal data to the USA constitutes a transfer to a third country under UK GDPR. We rely on OpenAI's standard contractual clauses and their participation in appropriate data transfer frameworks as the safeguard for this transfer. You can review OpenAI's privacy practices at openai.com/privacy.

Data minimisation: Before your messages are sent to OpenAI, our server automatically removes email addresses and telephone numbers that you may have entered in the chat. The AI is instructed not to ask for personal contact details; those are collected only through the separate consent form after you choose to request a quotation.

Notification service: We use CallMeBot (callmebot.com) to send internal WhatsApp notifications to the MZK4U team when an enquiry is submitted. Your name, contact details, and event summary are included in these notifications. CallMeBot acts as a data processor on our behalf.

Website hosting and infrastructure: Our website is hosted on GoDaddy's Airo platform (GoDaddy.com, LLC). GoDaddy processes data on our behalf as a data processor. GoDaddy's privacy policy is available at godaddy.com/legal/agreements/privacy-policy.

Inbox and messaging: Enquiry form submissions are processed through GoDaddy's Airo Inbox service, which stores your messages and contact details so the MZK4U team can respond to you.

How long we keep your data

Enquiry and contact data: We retain personal information submitted through our enquiry forms and AI concierge for up to 2 years from the date of submission, or for the duration of any resulting contract plus 6 years (to comply with standard contractual limitation periods), whichever is longer.

Chat messages: Chat conversations are not stored in our own database. Messages are transmitted to OpenAI for processing and are subject to OpenAI's data retention policies. OpenAI's API data usage policy states that API inputs and outputs are not used to train models by default and are retained for a limited period for abuse monitoring. Please refer to OpenAI's privacy policy for current retention periods.

Technical and security data: IP addresses used for rate limiting are held only in server memory and are cleared automatically when the server restarts or when the rate-limit window expires (typically within 60 seconds to 5 minutes). They are not written to persistent storage or logs.

If you would like your data deleted before the end of the applicable retention period, please contact us using the details in the 'Contact us' section below.

Your rights

Under UK data protection law, you have the following rights in relation to your personal data:

  • Right of access: You can request a copy of the personal data we hold about you.

  • Right to rectification: You can ask us to correct inaccurate or incomplete data.

  • Right to erasure ('right to be forgotten'): You can ask us to delete your personal data where there is no compelling reason for us to continue processing it.

  • Right to restriction: You can ask us to restrict how we process your data in certain circumstances.

  • Right to data portability: You can ask us to provide your data in a structured, commonly used, machine-readable format.

  • Right to object: You can object to processing based on legitimate interests. We will stop processing unless we can demonstrate compelling legitimate grounds.

  • Rights related to automated decision-making: You have the right not to be subject to a decision based solely on automated processing that produces legal or similarly significant effects. Our AI chat does not make such decisions — all bookings and quotations are reviewed and confirmed by a human.

  • To exercise any of these rights, please contact us using the details in the 'Contact us' section below. We will respond within one calendar month. You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk or by calling 0303 123 1113.

Cookies

Our website uses essential cookies that are strictly necessary for the site to function correctly. These cookies do not track you across other websites and do not require your consent under UK law.

We do not currently set non-essential analytics or advertising cookies. If we introduce any non-essential cookies in the future, we will display a cookie consent notice and obtain your consent before setting them.

You can control or disable cookies through your browser settings. Disabling essential cookies may affect the functionality of the site.

Changes to this policy

We may update this privacy policy from time to time to reflect changes in our practices or legal requirements. The 'Last updated' date at the top of this page will be revised when we make material changes. We encourage you to review this policy periodically.

Contact us

If you have any questions about this privacy policy, wish to exercise your data protection rights, or have a concern about how we handle your personal data, please contact us:

By telephone: +44 7854 724 691

By WhatsApp: +44 7854 724 691

Through our website: mzk4u.com/contact

By email: [email protected]

By post: MZK4U Sounds, 10 Flashman Road, CV23 9GE