Privacy Notice

How I handle your information.

Gary Cook Organbuilder, Unit 10c Meadow Works, Court Street, Trowbridge, BA14 8BR, 01225 667321, garycookorganbuilder@gmail.com. I am a sole trader and the data controller for the information described here.

What I hold and why

If you are a church or organisation I work for, I keep:

• The name, phone number and email address of the people I deal with: usually the booking contact, the organist and the keyholder, and their role.
• Details of the organ, visits made, work done, and parts fitted.
• Notes needed to do the job, such as access arrangements.
• Invoices and payment records.

I hold this to arrange and carry out tuning, maintenance and repair work, to invoice for it, and to keep a record of the organ’s history. The legal basis is that it is necessary for the contract between us and for my legitimate interest in running the business. Invoices are kept because tax law requires it.

If you contact me through this website or the customer portal, I keep what you send me so I can reply and act on it.

Who sees it

Only me, and anyone working with me on your organ. Records are stored with Google (Google Workspace), which keeps them on its servers under its own security and data protection terms. I do not sell or pass on your details to anyone else, and I do not use them for marketing.

The customer portal

Churches can see and update their own contact details and visit history through the customer portal, using a code I provide. The portal shows a church only its own records. Please keep your code private and tell me if you think someone else has it.

How long I keep it

Contact details for as long as I look after the organ, and for a reasonable time afterwards in case you come back. Organ and visit records are kept long-term, because the history of an instrument is useful to whoever looks after it next. Invoices are kept for six years after the end of the tax year, as HMRC requires.

Your rights

You can ask me what I hold about you, ask me to correct it, or ask me to delete it where I no longer need it. Contact me at garycookorganbuilder@gmail.com and I will reply within a month. If you are unhappy with how I have handled your information, you can complain to the Information Commissioner’s Office at ico.org.uk.

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Last updated 14 October 2026.