Privacy & Cookie Policy

Account email, display name, the terms version and timestamp you accepted, and the event details you enter — including charity information and payout details. Payout details are visible only to you and are never shown on a public event page.

Song requests, the optional display name you attach to them, donation amounts, fee breakdowns, and an optional email for a confirmation. Guests do not need an account. Names attached to requests are shown publicly on the event page.

Card details are handled by the payment processor and are never stored by Gala Groove. We retain only the amount, fee breakdown, status, and a processor reference.

Donation and song data for an event is shared with that event's organiser and, in the end-of-event report, may be provided by the organiser to the charity, the venue, or a performing rights organisation for reporting purposes. We do not sell personal data.

Event records are retained while the account is active and for as long as needed for financial and licensing reporting. You may request access, correction, or deletion of your data; deletion requests cannot remove records required for completed financial transactions. To exercise these rights, email help@galagroove.com.

We use a small number of cookies and similar browser storage. Essential ones keep sign-in, security, and donations working and cannot be switched off — we rely on our legitimate interest in operating a secure service for these. Analytics cookies (Google Analytics, measurement ID G-BG5LWDQ09S) are only set if you agree in the cookie banner; IP addresses are anonymised, advertising and personalisation signals stay off, and withdrawing consent stops further measurement immediately. Our payment processor may also set essential cookies on its own checkout to detect fraud and complete a transaction.

You can change or withdraw your cookie choice at any time:

Cookie settings

Full detail is in the Cookie Policy.

We rely on: performance of a contract, to run your account, your event, and your donation; legitimate interests, to keep the service secure and to give organisers their event report; consent, for analytics cookies and optional marketing email; and legal obligation, to keep financial records. Gala Groove is the controller for account and site data; for an event's guest data the organiser and Gala Groove act as joint controllers.

You have the right to access, correct, erase, restrict, or object to our use of your personal data, to data portability, and to withdraw consent at any time without affecting earlier processing. Email help@galagroove.com and we will respond within one month. You may also complain to your local data protection authority.

Our hosting, database, email, payment, and analytics providers may process data outside your country, including in the United States, under Standard Contractual Clauses or an equivalent transfer mechanism.

Data is stored with row-level access controls so organisers can only reach their own events, donations, and payout details. No system is perfectly secure; do not submit sensitive personal information through song requests.