YOUR INFORMATION AT SONA
Contractor privacy notice.
Effective 30 September 2026 · Version 1
Your details help us welcome you to the studio, manage your teaching agreement and pay you for your work. This notice explains how we use them.
Who is responsible
Paradise Lanes Studios Ltd, trading as SONA, is responsible for the contractor information covered by this notice. Company number: 16364550. Studio address: 173 Upper Street, London N1 1RG. Contact: admin@sonalondon.com.
This notice covers people applying to teach or provide freelance services at SONA, current contractors and former contractors.
Information we collect
We collect your name, contact and business details; teaching disciplines, qualifications and experience; availability; headshot and biography; insurance cover and expiry; bank payment details and VAT status; agreed fees and contract terms; signatures and the times they were recorded; class records, statements, payment references and queries; and onboarding and offboarding records.
The portal also processes account identifiers and security information needed to sign you in and control access. Most information comes from you. The studio adds review decisions, agreed rates, teaching and payment records, and administrative notes. Class records may come from Momence or studio records.
Please do not upload passports, National Insurance numbers, health records or other unrelated sensitive documents into this portal.
How and why we use it
We use information necessary to consider your proposed engagement, agree and manage your contract, communicate with you and pay for your services. Where you contract personally with SONA, our legal basis for these uses is taking steps at your request before a contract and performing that contract.
For business contacts acting through a limited company, and for checking professional qualifications, insurance, access and records, our basis is our legitimate interests in running a safe and accountable teaching business, managing suppliers and protecting our records. We consider these interests alongside your rights and reasonable expectations.
We use accounting and tax information to meet applicable legal obligations. We may retain relevant records to establish, exercise or defend legal claims.
Headshots and biographies are collected for the studio’s teaching records. Public use on a website, timetable or promotional material is explained and agreed separately. A required headshot upload does not itself mean consent to every marketing use.
If you do not provide the information needed to assess or administer the engagement, we may be unable to complete onboarding, issue an agreement or process payment. Staff review qualifications, fees and approval; this portal does not make those decisions solely by automated means.
Who can see it
Authorised SONA administrators can access contractor records. Contractors can access their own records. Hosting, authentication and file storage are provided through Netlify. When connected, Google Workspace sends invitations and contract copies. A final signed agreement is sent to the contractor’s agreed address and copied to the studio’s designated recipients; the default studio copy is admin@sonalondon.com.
Relevant information may also be shared with Momence for teaching administration, banks and accounting providers for payments, and professional advisers or authorities where necessary. Contact us for information about the providers involved in your engagement. The portal currently uses manual class imports and does not initiate bank transfers.
International processing
Our service providers may process information outside the UK. Where a transfer is subject to UK data protection restrictions, we require an applicable adequacy decision or appropriate safeguards, such as approved contractual protections. A selected storage region alone does not determine where every provider processes information.
Contact admin@sonalondon.com for information about the arrangements relevant to your data and how to obtain a copy of applicable safeguards.
How long we keep it
- Incomplete or unsuccessful onboarding records: six months after the last contact.
- Core agreements, relevant supporting evidence and payment records: during the engagement and normally six years after it ends or the relevant financial period, depending on the record and applicable requirement.
- Routine access and security records: up to twelve months where needed.
Public teaching profiles are removed or updated when the engagement ends, unless a separate continuing use is agreed. We may retain specific records longer where a legal requirement or a live dispute requires it, and restrict access to what is needed.
SONA administers this schedule, including exports, email attachments and provider backups where appropriate, and arranges deletion or anonymisation. Closing portal access does not itself delete records; the portal does not currently delete records automatically.
Your rights and questions
Depending on the circumstances, you may ask to access, correct, erase, restrict or receive a portable copy of your personal information, and object to processing based on legitimate interests. Where we rely on consent, you may withdraw it without affecting earlier lawful processing. These rights have limits; SONA will explain any applicable exception.
Contact admin@sonalondon.com to raise a concern or request. You can also complain to the Information Commissioner’s Office at ico.org.uk/make-a-complaint.
We make this notice available before collecting contractor information and communicate material changes.