Privacy notice

You do not need an account to browse markets, market dates or trader profiles. Public pages show only information organisers and traders have chosen to publish. Private business contact numbers, documents, applications, bookings and payment records are never shown on public pages.

When someone creates an account we hold their name, email address and sign-in credentials, handled by our authentication provider. We use this to let them sign in, to identify them inside their business or organisation, and to send them notices about their own activity.

Trading businesses and market organisers give us business details: names, descriptions, categories, locations, photographs, web links and public contact wording. Most of this is intended to be public and is shown on market and trader pages.

A trading business gives a business contact number before applying to a market date. A market organiser gives an organiser contact number before making an offer. These numbers are never shown publicly, and they are never included in the emails we send.

A number is released only to the other side of a genuine relationship about a specific market date — an organiser who has your application, or a trader you have made an offer to — and only while that relationship is live. Access continues while a booking is confirmed, for a short period after a cancellation, and for a limited period after the trading days finish, after which it stops.

When a trader applies to a market date we record the application, the days requested, the prices as they stood, the answers given and the documents shared. Offers and bookings are recorded the same way. These records are visible to the trading business concerned and to the organiser of that market date.

We keep these records because they are the evidence of what was agreed, what was charged and what was refunded.

Documents a trader uploads — insurance, food hygiene records, licences and similar — are private to that trading business until the trader chooses to share one. Uploading a document does not share it, and the public can never see these documents.

When a trader shares a document, the exact version shared is kept with the relevant application, offer or booking. The organiser managing it can download that version through DOKOKO while their access is open.

An organiser may need to provide a shared document to a venue, local council, licensing authority or relevant regulator where reasonably necessary for the Event. DOKOKO records each download made through DOKOKO and shows the trader that history, but cannot control a copy once it has been downloaded.

Card payments are processed by Stripe. Card numbers are entered with Stripe and are not held by DOKOKO. We record what a booking was for, the amount, the currency, whether the payment succeeded, and refunds or payment failures, so organisers and traders can see the financial history of a booking.

Organisers taking payment complete Stripe’s own onboarding, which includes identity and business checks carried out by Stripe.

We send emails and in-app notices about your own activity: a new application, an offer, a payment becoming due, a payment received, a cancellation, a refund or a change to a market date. Notices about money, bookings and account security are part of the service. Less essential activity emails can be turned off in your account settings, and in-app notices remain.

When an organiser claims a market listing we hold the claim, the evidence given in support of it, and the decision. Competing claimants are told the outcome of their own claim, and are not told who else claimed the listing.

We keep technical records needed to run the service safely and to investigate problems: error reports, records of important actions taken in an account, and records of notification delivery. These are used for security, support and fixing faults.

We share information with the service providers we need to operate: our hosting and database provider, our authentication provider, Stripe for payments and our email delivery provider. We also share information where the law requires it. We do not sell personal information, and we do not share it for third-party advertising.

We keep account and business information while the account is in use. Records of applications, offers, bookings, payments and refunds are kept as the financial and commercial history of those transactions. If you want an account closed, contact us and we will explain what can be removed and what has to be kept for accounting purposes.

Under UK data protection law you can ask for a copy of the personal information we hold about you, ask for inaccurate information to be corrected, ask for information to be deleted where we do not need to keep it, and object to certain uses. You can also complain to the Information Commissioner’s Office.

To exercise any of these rights, please contact us.

We will update this notice as DOKOKO develops. The date at the top shows when it last changed.