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Updated 11 September 2026. This section explains the information recorded through Lakota Ops and supplements the website information below. It covers authorised staff and contractors, and people identified in venue operational records.
Information recorded. Lakota Ops uses Google sign-in identifiers and verified email addresses, staff names and optional profile photos, account permissions and role assignments. Operational records can include checklist answers, notes, issue discussions, task assignments, resolutions, photographs, audio recordings, timestamps and event-linked reports. Medical assessments, welfare, safeguarding and incident reports may contain health information, details of injuries or assistance, and allegations of unlawful conduct about staff or visitors. Information may be supplied by the person concerned or recorded by authorised colleagues.
Purpose and access. These records support venue operations, safety checks, incident response, handovers and follow-up. Access is controlled through venue membership and assigned permissions. Signing in does not by itself grant access to operational records. Staff should record only information necessary for their work and use the designated medical or incident form for sensitive details, rather than a general issue discussion.
Providers and AI. Google provides sign-in and Google Cloud hosts the app’s server records and media. Lakota Ops does not collect your Google password or request access to your Gmail messages. Where AI-assisted interpretation or transcription is enabled, the relevant submitted content is processed by the configured AI service provider; suggestions are labelled for staff review and are not a medical diagnosis. Availability can differ between testing and production versions.
Device copies and retention. Drafts and pending uploads may be stored on the device before they reach the server. Saving a draft does not mean it has been submitted; signing out does not delete retained records. Retention depends on the record’s purpose, ongoing follow-up and applicable legal or investigation requirements, rather than solely on whether the author still has an account. Medical, safeguarding and criminal-allegation records require specific consideration and are not treated as ordinary marketing records. Contact our privacy contact for the retention and processing grounds applicable to a particular record. This notice does not state that automatic deletion is implemented.
Your questions and rights. To ask about an operational record, request access or correction, or request deletion, contact cassara@lakota.co.uk or info@lakota.co.uk. Requests are assessed individually; deleting an app account does not necessarily erase records that must be retained for a valid reason. The contact and rights sections below also apply.
In Short: We collect personal information that you provide to us.
In Short: Some information — such as your Internet Protocol (IP) address and/or browser and device characteristics — is collected automatically when you visit our Services.
Our use of information received from Google APIs will adhere to Google API Services User Data Policy, including the Limited Use requirements.
In Short: We may collect limited data from public databases, marketing partners, social media platforms, and other outside sources.
In Short: We process your information to provide, improve, and administer our Services, communicate with you, for security and fraud prevention, and to comply with law. We process the personal information for the following purposes listed below. We may also process your information for other purposes only with your prior explicit consent.
In Short: We only process your personal information when we believe it is necessary and we have a valid legal reason (i.e. legal basis) to do so under applicable law, like with your consent, to comply with laws, to provide you with services to enter into or fulfil our contractual obligations, to protect your rights, or to fulfil our legitimate business interests.
In Short: We may share information in specific situations described in this section and/or with the following categories of third parties.
In Short: We may use cookies and other tracking technologies to collect and store your information.
Specific information about how we use such technologies and how you can refuse certain cookies is set out in our Cookie Notice: https://www.iubenda.com/privacy-policy/71020515/cookie-policy.
We may share your information with Google Analytics to track and analyse the use of the Services. To opt out of being tracked by Google Analytics across the Services, visit https://tools.google.com/dlpage/gaoptout. For more information on the privacy practices of Google, please visit the Google Privacy & Terms page.
In Short: We keep your information for as long as necessary to fulfil the purposes outlined in this Privacy Notice unless otherwise required by law.
In Short: We aim to protect your personal information through a system of organisational and technical security measures.
In Short: Depending on your state of residence in the US or in some regions, such as the European Economic Area (EEA), United Kingdom (UK), Switzerland, and Canada, you have rights that allow you greater access to and control over your personal information. You may review, change, or terminate your account at any time, depending on your country, province, or state of residence.
Most web browsers and some mobile operating systems and mobile applications include a Do-Not-Track (‘DNT’) feature or setting you can activate to signal your privacy preference not to have data about your online browsing activities monitored and collected. At this stage, no uniform technology standard for recognising and implementing DNT signals has been finalised. As such, we do not currently respond to DNT browser signals or any other mechanism that automatically communicates your choice not to be tracked online. If a standard for online tracking is adopted that we must follow in the future, we will inform you about that practice in a revised version of this Privacy Notice.
In Short: If you are a resident of California, Colorado, Connecticut, Delaware, Florida, Indiana, Iowa, Kentucky, Maryland, Minnesota, Montana, Nebraska, New Hampshire, New Jersey, Oregon, Rhode Island, Tennessee, Texas, Utah, or Virginia, you may have the right to request access to and receive details about the personal information we maintain about you and how we have processed it, correct inaccuracies, get a copy of, or delete your personal information. You may also have the right to withdraw your consent to our processing of your personal information. These rights may be limited in some circumstances by applicable law. More information is provided below.
The table below shows the categories of personal information we have collected in the past twelve (12) months. The table includes illustrative examples of each category and does not reflect the personal information we collect from you. For a comprehensive inventory of all personal information we process, please refer to the section ‘WHAT INFORMATION DO WE COLLECT?‘
| Category | Examples | Collected |
|---|---|---|
|
A. Identifiers
|
Contact details, such as real name, alias, postal address, telephone or mobile contact number, unique personal identifier, online identifier, Internet Protocol address, email address, and account name
|
May be collected in Lakota Ops; see the operational-records section
|
|
B. Personal information as defined in the California Customer Records statute
|
Name, contact information, education, employment, employment history, and financial information
|
YES
|
|
C. Protected classification characteristics under state or federal law
|
Gender, age, date of birth, race and ethnicity, national origin, marital status, and other demographic data
|
NO
|
|
D. Commercial information
|
Transaction information, purchase history, financial details, and payment information
|
NO
|
|
E. Biometric information
|
Fingerprints and voiceprints
|
NO
|
|
F. Internet or other similar network activity
|
Browsing history, search history, online behaviour, interest data, and interactions with our and other websites, applications, systems, and advertisements
|
NO
|
|
G. Geolocation data
|
Device location
|
NO
|
|
H. Audio, electronic, sensory, or similar information
|
Images and audio, video or call recordings created in connection with our business activities
|
May be collected in Lakota Ops; see the operational-records section
|
|
I. Professional or employment-related information
|
Business contact details in order to provide you our Services at a business level or job title, work history, and professional qualifications if you apply for a job with us
|
May be collected in Lakota Ops; see the operational-records section
|
|
J. Education Information
|
Student records and directory information
|
NO
|
|
K. Inferences drawn from collected personal information
|
Inferences drawn from any of the collected personal information listed above to create a profile or summary about, for example, an individual’s preferences and characteristics
|
NO
|
| L. Sensitive personal Information |
May be collected in Lakota Ops; see the operational-records section
|
Learn more about the sources of personal information we collect in ‘WHAT INFORMATION DO WE COLLECT?‘
Learn more about how we use your personal information in the section, ‘HOW DO WE PROCESS YOUR INFORMATION?‘
You have rights under certain US state data protection laws. However, these rights are not absolute, and in certain cases, we may decline your request as permitted by law. These rights include:
To exercise these rights, you can contact us by submitting a data subject access request, by emailing us at info@lakota.co.uk, or by referring to the contact details at the bottom of this document.
Under certain US state data protection laws, you can designate an authorised agent to make a request on your behalf. We may deny a request from an authorised agent that does not submit proof that they have been validly authorised to act on your behalf in accordance with applicable laws.
Upon receiving your request, we will need to verify your identity to determine you are the same person about whom we have the information in our system. We will only use personal information provided in your request to verify your identity or authority to make the request. However, if we cannot verify your identity from the information already maintained by us, we may request that you provide additional information for the purposes of verifying your identity and for security or fraud-prevention purposes.
If you submit the request through an authorised agent, we may need to collect additional information to verify your identity before processing your request and the agent will need to provide a written and signed permission from you to submit such request on your behalf.
Under certain US state data protection laws, if we decline to take action regarding your request, you may appeal our decision by emailing us at info@lakota.co.uk. We will inform you in writing of any action taken or not taken in response to the appeal, including a written explanation of the reasons for the decisions. If your appeal is denied, you may submit a complaint to your state attorney general.
California Civil Code Section 1798.83, also known as the ‘Shine The Light’ law, permits our users who are California residents to request and obtain from us, once a year and free of charge, information about categories of personal information (if any) we disclosed to third parties for direct marketing purposes and the names and addresses of all third parties with which we shared personal information in the immediately preceding calendar year. If you are a California resident and would like to make such a request, please submit your request in writing to us by using the contact details provided in the section ‘HOW CAN YOU CONTACT US ABOUT THIS NOTICE?‘
In Short: You may have additional rights based on the country you reside in.
If you believe we are unlawfully processing your personal information, you have the right to submit a complaint about a breach of the Australian Privacy Principles to the Office of the Australian Information Commissioner and a breach of New Zealand’s Privacy Principles to the Office of New Zealand Privacy Commissioner.
At any time, you have the right to request access to or correction of your personal information. You can make such a request by contacting us by using the contact details provided in the section ‘HOW CAN YOU REVIEW, UPDATE, OR DELETE THE DATA WE COLLECT FROM YOU?‘
In Short: Yes, we will update this notice as necessary to stay compliant with relevant laws.
If you have questions or comments about this notice, you may contact our Data Protection Officer (DPO) by email at cassara@lakota.co.uk, by phone at +44 7970 841032, or contact us by post at:
Based on the applicable laws of your country or state of residence in the US, you may have the right to request access to the personal information we collect from you, details about how we have processed it, correct inaccuracies, or delete your personal information. You may also have the right to withdraw your consent to our processing of your personal information. These rights may be limited in some circumstances by applicable law. To request to review, update, or delete your personal information, please fill out and submit a data subject access request.
6. HOW DO WE HANDLE YOUR SOCIAL LOGINS?
In Short: If you choose to register or log in to our Services using a social media account, we may have access to certain information about you.