Who this notice is for
This notice is for people who visit the CastleHaus website, contact CastleHaus, ask about talent or projects, submit portfolio material, or take part in an event or editorial conversation.
Legal
Privacy Policy
Here we explain how CastleHaus expects to handle personal information from website visitors, enquiries and creative submissions.
Last Update: 15 October 2026
Introduction
CastleHaus (“we”, “us” or “our”) respects your privacy and is committed to protecting your personal information. This Privacy Policy explains how we collect, use, store and protect personal information when you visit our website, contact us, submit a creative portfolio or talent application, enquire about a project, or engage with our events, partnerships and editorial activities. We process personal information in accordance with applicable data protection laws, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
Who we are
CastleHaus is responsible for determining how and why your personal information is processed through this website. Data controller: CastleHaus Ltd. Registered address: 2nd Floor De Burgh House, Market Road, Wickford, Essex, United Kingdom, SS12 OFD. Email: contact@castlehaus.co.uk For any questions about this Privacy Policy or the handling of your personal information, please contact us using the email address above.
Personal information the site may collect
Depending on how you interact with CastleHaus, we may collect the following categories of personal information: Contact information: your name, email address, telephone number, company and professional position. Professional and creative information: your biography, portfolio, CV, website links, social media profiles, creative statement, areas of expertise and professional experience. Application and project information: the type of enquiry, project description, proposed budget, timeframe, collaboration preferences and other information you choose to provide. Correspondence: messages, enquiries, feedback and other communications exchanged with us. Technical information: information such as your IP address, browser type, device information and website usage data, where collected through hosting infrastructure, server logs or technologies enabled on the website. Please do not submit sensitive personal information unless it is specifically necessary and requested for a legitimate purpose. Providing information is generally voluntary. However, if you do not provide the information necessary to respond to your enquiry or assess your submission, we may be unable to assist you.
How information may be used
We may use your personal information for the following purposes: To respond to enquiries and requests for information. To review talent applications, portfolios and creative submissions. To assess potential collaborations, partnerships and professional opportunities. To communicate with artists, creatives, industry professionals, partners and event participants. To organise and manage events, projects and related professional activities. To maintain records of correspondence and manage our business relationships. To operate, maintain, secure and improve our website. To comply with applicable legal obligations and establish, exercise or defend legal claims where necessary. We will not use your personal information for purposes that are incompatible with those described in this Policy without providing further information where required by law.
Service providers
The website is built with Astro and is expected to use managed services including Netlify for hosting/forms and Sanity for website content management. If live forms are enabled, those providers may process submitted information for CastleHaus. Add any email, analytics, newsletter, file-storage or CRM provider before launch.
Sharing your information
We do not sell your personal information. We may share personal information with the following categories of recipients, where necessary and lawful: Website hosting and infrastructure providers, including Netlify, to host and operate the website and any enabled forms. Website content management providers, including Sanity, where relevant to the management of website content. Professional advisers and service providers, such as legal, accounting, IT and communications providers, where necessary. Business partners and project collaborators, where sharing is necessary for a specific opportunity and there is an appropriate legal basis. Public authorities and legal bodies, where disclosure is required by law or necessary to protect our legal rights. We require service providers processing personal information on our behalf to comply with applicable data protection requirements. We do not share personal information with third parties for their independent marketing purposes without an appropriate legal basis.
Talent Applications and Creative Submissions
If you submit a portfolio, biography, application or project proposal, we will use the information provided to review your submission and assess potential professional opportunities or collaborations. Access will be limited to individuals who need the information for these purposes and to relevant service providers where necessary. Submitting an application does not guarantee a response, representation, collaboration or professional engagement. We will not use your private application materials for unrelated public promotional purposes without an appropriate legal basis. If we wish to publish your portfolio, biography, photograph or other identifiable material on the CastleHaus website or in promotional communications, we will ensure that the necessary rights and permissions have been obtained. You may contact us to request the correction or deletion of your submitted information, subject to any legal obligations or other lawful grounds for retention.
Data retention
We retain personal information only for as long as reasonably necessary for the purposes for which it was collected, taking into account the nature of the information, the purpose of processing, applicable legal requirements and the need to establish or defend legal claims. In particular: General enquiries and correspondence are retained for as long as necessary to respond to the enquiry and manage the resulting relationship. Talent applications and creative submissions are retained for as long as necessary to assess the submission and manage relevant professional opportunities. Contractual, financial and legal records are retained for the periods required by applicable law or necessary to protect our legal interests. Technical and security logs are retained for the period necessary for security, troubleshooting and operational purposes. When personal information is no longer required, it will be securely deleted or anonymised, unless a lawful reason requires us to retain it for longer.
Your choices and rights
We process personal information only where an appropriate legal basis applies. Depending on the circumstances, this may include: Legitimate interests: responding to professional enquiries, assessing relevant submissions, developing business relationships, maintaining correspondence records and ensuring website security, where our interests do not override your rights and freedoms. Consent: where you have expressly agreed to a particular use of your information, such as certain forms of direct marketing or non-essential cookies where consent is required. Contractual necessity: where processing is necessary to take steps at your request before entering into a contract or to perform a contract with you. Legal obligation: where processing is necessary to comply with applicable laws or regulatory requirements. Where we rely on consent, you may withdraw it at any time. Withdrawal does not affect the lawfulness of processing carried out before consent was withdrawn.
Cookies and similar technologies
Our website may use cookies or similar technologies that are necessary for its operation, security and performance. If analytics, advertising, embedded media or other non-essential technologies are introduced, we will provide appropriate information and obtain consent where required by applicable law. You can manage cookies through your browser settings. Please note that disabling certain cookies may affect the functionality of the website. The cookies and technologies actually used on the website may change as the site develops. We will update this Policy and any applicable cookie preferences accordingly.
International data transfers
Some of our service providers or professional collaborators may process personal information outside the United Kingdom. Where personal information is transferred internationally, we will ensure that the transfer complies with applicable data protection law. Depending on the circumstances, this may involve an adequacy decision, appropriate safeguards such as an applicable international data transfer agreement, or another lawful transfer mechanism. You may contact us for further information about relevant safeguards where applicable.
Data security
We take reasonable technical and organisational measures to protect personal information against unauthorised access, loss, misuse, alteration or disclosure. Access to personal information is restricted to those who need it for legitimate business purposes. However, no method of transmitting or storing information electronically can be guaranteed to be completely secure.
Website analytics
We use GoatCounter to understand how people use our website and to help us improve it. This provides general information such as page visits and broad browser, device and location information. We also count successful responses to our Contact and Apply forms, but do not send the information entered in those forms to GoatCounter. GoatCounter’s website analytics do not use cookies to identify visitors. You can turn analytics off or back on using the preference on our Cookie Policy page. Your choice is stored in this browser on this device; if you clear your browser storage, you may need to set it again.
Questions or updates
For privacy questions, corrections or requests, contact CastleHaus using the published contact email. The final notice should name the responsible owner or organisation before launch. contact@castlehaus.co.uk