Privacy Policy

This policy explains what personal information OnInFive (we, us, our) collects when you use oninfive.live, why, who we share it with, and your rights. It covers people who book tickets, join waiting lists, organise events or contact us.

1. Who we are

OnInFive is an online ticketing service for community groups such as bands, choirs and drama societies. Our legal details are in section A1 of our Terms and Conditions. You can contact us about privacy at hello@oninfive.live.

When you book tickets, you are buying from the group putting on the event (the organiser); we sell them on its behalf. That means:

• The organiser is responsible (the “data controller”) for how it uses your details to run its event and contact you about it. We handle those details on its behalf.
• We are responsible for the information we need to run OnInFive itself: payments and financial records, organiser accounts, security, and enquiries sent to us.

2. Information we collect

If you book tickets

• Your name and email address
• Your phone number, if you choose to give one, so the organiser can reach you about the event
• What you booked: the event, ticket types, seats, prices and booking fees
• Whether you agreed to hear from the organiser about its other events
• A Stripe payment reference. Card details are entered on Stripe's secure page; we never see or store them.
• Whether and when each ticket was scanned at the door

If you join a waiting list

• Your name, email address, phone number (if you give one) and how many tickets you want
• Whether you were sent a booking link and whether you booked with it

If you organise events

• Your login email and your group's name and contact details
• Bank details for payouts (account name, sort code and account number)
• Your events, including descriptions and any photos you upload
• Bookings you add yourself (cash, bank transfer or free tickets) and messages you send through OnInFive

Everyone

• Anything you send us, such as an enquiry about using OnInFive
• Your IP address, kept briefly (no more than a day) to stop the site being misused, for example by repeated automated bookings

3. How we use it

• To take bookings, email your e-tickets and let you resend or correct them
• To give organisers what they need to run their event: booking lists, reports, door scanning, and emails to ticket holders about the event (such as a time change)
• To show each organiser a list of its contacts: the people who have booked or joined a waiting list for its events, with the details given and whether they agreed to hear about its other events. Our staff can see these lists for every organiser, to support organisers and run the service; we don't use them to contact you about other organisers' events
• To run waiting lists: confirming you've joined and, if the organiser releases tickets, emailing you a personal booking link
• To pay organisers their ticket money and send them statements
• To give organisers support: with an organiser's account, our staff may see and change its events, layouts and bookings to sort out a problem (each time is recorded)
• To keep the site secure and prevent fraud and misuse
• To keep financial records and meet our legal obligations
• To reply to enquiries

Marketing. An organiser may only email you about its other events if you agreed: by ticking the box when booking, or by telling the organiser directly (they record how and when). Every such email sent through OnInFive has an unsubscribe link, and you can also change your mind by replying to one of its emails or contacting us. We don't send buyers marketing of our own, we don't use your information for advertising, and we never sell it.

4. Our legal reasons

• Contract: to provide the tickets you book, the waiting list you join, or the service an organiser signs up for (including payouts)
• Consent: for an organiser to tell you about its other events, if you agreed
• Legitimate interests: keeping the site secure, preventing misuse, and keeping records to resolve questions or disputes
• Legal obligation: keeping financial records as tax law requires

5. Who we share it with

• The organiser of the event you booked or whose waiting list you joined: your name, email, phone number (if given), booking or waiting list details, and whether you agreed to hear about its other events
• Stripe, which processes card payments
• Resend, which delivers our emails
• Supabase and Vercel, which host our database, files and website
• Professional advisers, or authorities where the law requires it

These providers only use your information to provide their service to us. Some of them may process it outside the UK; where they do, it is protected by safeguards approved under UK data protection law.

Event details and any photos organisers add are public, because they are there to advertise the event.

6. How long we keep it

• Booking and payment records: six years after the end of the tax year they relate to, as tax law requires
• Waiting list details: with the event's records; ask us and we'll remove yours sooner
• Organiser accounts and bank details: while the account is open, then as long as needed for financial records
• IP addresses used for security: no more than a day

7. Your rights

Under UK data protection law you can ask to:

• See the personal information we hold about you
• Have it corrected
• Have it deleted, unless we must keep it by law (for example financial records)
• Object to or restrict how we use it
• Receive it in a portable format
• Withdraw your agreement to hear from an organiser about its other events

Email hello@oninfive.live. We'll reply within one month. If your request is about how an organiser uses your details, we'll pass it on and help them respond.

8. Cookies

We only use cookies that are essential to keep organisers logged in. We don't use advertising or analytics cookies, or any third-party tracking.

Event pages show a map of the venue from OpenStreetMap. When the map loads, your browser fetches it from OpenStreetMap's servers, which receive your IP address as any website does; OpenStreetMap doesn't set advertising cookies. The “Directions” links open Google Maps or Apple Maps only if you choose to use them.

9. Keeping it safe

Card payments are handled entirely by Stripe. Access to bookings, waiting lists and bank details is limited to the organiser concerned and to us, and organiser accounts are protected by a login. Photos are resized before upload, which removes hidden details such as location.

10. Changes to this policy

We'll update this policy when our service changes, and change the date at the top. Significant changes will be highlighted on the site or emailed to organisers.

11. Contact and complaints

Questions or requests: hello@oninfive.live.

If you're unhappy with how we've handled your information, you can complain to the Information Commissioner's Office at ico.org.uk. We'd appreciate the chance to put things right first.