Your data.

Who we are

Knight Out Entertainment Ltd ("Knight Out", "we", "us") is the controller of the personal information described in this notice when you apply to join or participate in the Knight Out rep programme, or when you act as a committee contact for a society, club or other partner organisation.

If you have a question about your information or want to exercise a data-protection right, contact us at legal@knightout.co.uk.

What we collect

Depending on how you work with Knight Out, we may hold:

• your name and email address;
• your operating city and rep status;
• your Knight Out rep slug and permanent rep URL;
• the Skiddle rep number (skrep) that you provide to us;
• account identifiers and authentication information generated by our login service;
• application, account, security and system timestamps or logs; and
• communications between you and Knight Out relating to the rep programme;
• where you are a society or club contact, your organisation, university, committee role, contact telephone number, social-media handle and approximate membership where supplied;
• society partnership interests such as sponsorship, performances, VIP allocations or event collaborations; and
• society application, review and approval records.

We do not need your Skiddle password and you should never send it to us.

Why we use your information

We use this information to:

• review and administer your application to the Knight Out rep programme or a Knight Out society partnership;
• create and maintain your permanent Knight Out rep link and rep account;
• attribute referrals using the Skiddle rep number you give us;
• send account, security, operational, rep-programme and society-partnership communications;
• manage access to our systems and prevent misuse; and
• keep records where reasonably necessary for contractual, legal, accounting or dispute purposes.

Our lawful bases

Where processing is necessary to set up or administer a rep relationship with you, we may rely on contract, including taking steps at your request before that relationship is established. For society and club committee contacts, and for operating our partner network more generally, we rely on our legitimate interests in assessing partnership opportunities, communicating with relevant committee contacts, operating our ticket-attribution arrangements and managing Knight Out's rep and society networks, where those interests are not overridden by your rights and interests.

Where we must keep or use information to comply with law, we rely on legal obligation. If we ever use your email address for optional direct marketing that requires consent, we will ask for that consent separately. Account and operational rep emails are not treated as marketing consent.

Who we share information with

We use service providers to operate the rep programme, including:

• Supabase for the rep database, authentication and account infrastructure;
• Netlify for website hosting, server functions and rep application forms;
• Google Workspace for business email and delivery of authentication emails; and
• Skiddle as the external ticketing and rep platform. Skiddle operates its own service and privacy terms.

We only share information where it is necessary for the relevant service, our legitimate business operations, or where we are legally required to do so. We do not sell rep personal information.

International processing

Our primary Supabase database region is London. Some of our technology providers or their subprocessors may nevertheless process information outside the UK. Where UK data-protection law requires safeguards for an international transfer, we expect the relevant provider arrangements to use an applicable adequacy mechanism or approved contractual safeguards.

How long we keep it

While you are an active rep or current society/club contact, we keep the information needed to operate the relevant relationship. We normally retain rep profile, account-administration and society-contact information for up to 24 months after the relevant relationship or contact role ends, after which it will be deleted or anonymised unless there is a reason to keep particular records for longer.

Records needed for legal, accounting, contractual or dispute purposes may be retained for a longer period where required or reasonably necessary. Unsuccessful or abandoned rep or society applications may be deleted sooner.

Your rights

Depending on the circumstances, you may have rights to:

• ask for a copy of your personal information;
• have inaccurate information corrected;
• ask for information to be erased or its use restricted;
• object to processing based on legitimate interests;
• receive certain information in a portable format; and
• withdraw consent where we rely on consent for a particular purpose.

These rights are not absolute in every situation. Contact legal@knightout.co.uk to make a request.

You also have the right to complain to the UK Information Commissioner's Office if you are unhappy with how we handle your personal information.

Authentication storage

The rep portal uses essential browser storage to maintain a secure signed-in session. We do not currently use the rep portal for behavioural advertising or third-party advertising tracking.

Changes to this notice

We may update this notice as the rep programme or our systems change. The latest version will be published at this address with an updated date above.