Hurst Festival
15th - 30th September 2018

Hurst Festival Privacy Policy

Hurst Festival Privacy Policy – Your Personal Data

This Privacy Policy was last updated in May 2018.

Hurst Festival takes your privacy seriously and will only use your personal information to provide the services you have requested from us.

Who are we?

We are Hurst Festival (Incorporated in England and Wales No 06565917). We are a registered charity number 1127445.  Our registered address is 112a High Street, Hurstpierpoint, West Sussex, BN6 9PU, United Kingdom

Hurst Festival ("us", "we", or "our") operates www.hurstfestival.org.

Information we collect from you on our website

We use your personal information only for providing a service, information or improving our website. 

While using our website, we may ask you to provide us with certain personal information that can be used to contact or identify you and to process ticket purchases. Personal information may include, but is not limited to, your name, email address, postal address, phone number and payment details.

If you provide us with your personal information when filling out a form on our site, we will ask you if you would like to receive further information from us. This information includes but is not limited to updates on the Festival programme, volunteer information and other Festival news.  

This information will be sent by email to the address you’ve provided. You will be able to opt-out of these emails at any time by clicking the link at the bottom of the email.

Other types of data we hold and why

We maintain a Hurst Festival mailing list, which contains names and e-mail addresses and in some cases telephone numbers and addresses. 

We hold this list in order to provide you with information about the Festival programme, with your consent.  

We do not share these contact details with third parties. Your details will be stored on password protected databases with access limited to members of the committee or their IT support staff, where necessary in order to fulfill the above objectives.

Volunteers, Hurst Festival Friends, Performers and Advertisers

We hold specific lists of personal information for operational reasons connected with the running of Hurst Festival. Examples of this are when you have volunteered to help, have chosen to become a Festival Friend or have entered into a contract with us e.g. as a performer or an advertiser in our brochure.

We do not share these contact details with third parties. Your details will be stored on password protected databases with access limited to members of the Hurst Festival Committee or their IT support staff, where necessary in order to fulfill the above objectives.

Name and address of Hurst Festival Friends opting for Gift Aid

We use this personal information to underpin Gift Aid claims where you have indicated that you wish the Festival to claim Gift Aid on your behalf.

This data is stored in password-protected files and where standing order forms have been completed they are archived and held by the Treasurer in paper form. 

This information is shared with HMRC as legally required in order to substantiate our annual Gift Aid claim.

Performer Event sheets 

These are internal documents only and contain a minimum of personal information in order to fulfill their purpose.

Events sheets are stored securely on a password protected space managed by the Festival Administrator, with access given to committee members who need access in order to fulfill their role

Performer and Advertiser Contracts 

These are documents used by the Festival committee and by the performer or advertiser concerned. They will inevitably contain a minimum of personal information in order to fulfill their purpose including sometimes bank payment details and VAT details.

Contracts are stored securely on a password protected space managed by the Festival Administrator, with access given to Hurst Festival Committee members who need access in order to fulfill their role.

They may occasionally be shared confidentially with the Company Secretary or Independent Examiner of Accounts where necessary to support an accounting entry

Invoices and accounting information

These are held securely by the Treasurer in password protected files or in paper form as required.

They are shared with the Company Secretary and Independent Examiner of Accounts on a confidential basis in order to allow the Festival to comply with its Legal obligations to Companies House and the Charity Commission.

Your bank account details will also be uploaded to our bank’s site in order to be able to process payment to you if you have a contract with us. Our bank is currently Santander and their data protection policy and practices will apply to this data.

 

Credit Card information

The Festival does not hold any Credit Card data, the data protection procedures and policies of our card-processing provider, currently WorldPay, apply.

How is your Personal Information used?

We may use your information to:

  • Process a transaction;
  • To carry out our obligations arising from any contracts entered into by you and us;
  • Contact you about your booking
  • Contact you about volunteering
  • Seek your views or comments on the services we provide;
  • Notify you of changes to our services;
  • Send you communications, which you have requested and that may be of interest to you. 

 

Who has access to your information?

All the personal information we use is stored and processed by our team, the Hurst Festival Committee, in the UK.

 

We will not sell or rent your information to any third parties and we will not share your information with third parties for marketing purposes.

Our website may contain links to other sites that are not operated by us. If you click on a third party link, you will be directed to that third party's site. We strongly advise you to review the Privacy Policy of every site you visit.

Hurst Festival has no control over, and assumes no responsibility for, the content, privacy policies, or practices of any third party sites or services.

Where is your data held?

 

Where possible your data is held in the UK using secure systems.

As part of the services offered to you by Hurst Festival, the information which you provide to us may be transferred to countries outside the European Union (“EU”). 

By submitting your personal data, you’re agreeing to this transfer, storing or processing. If we transfer your information outside of the EU in this way, we will take steps to ensure that appropriate security measures are taken with the aim of ensuring that your privacy rights continue to be protected as outlined in this Policy. 

Services we use to store and process data include Mailchimp and Dropbox, both of which are registered in the United States of America.

If you use our services while you are outside the EU, your information may be transferred outside the EU in order to provide you with those services.

For the purposes of IT hosting and maintenance your personal information may be located on servers within the European Union. No third parties have access to your personal data unless the law allows them to do so. 

 

How long we keep your data

 

We will hold your personal information on our systems for as long as is necessary for the relevant activity, or as long as is set out in any relevant contract you hold with us.

 

We are required under UK tax and accounting law to keep your basic personal data (name, address, contact details) for a minimum of 7 years, after which time it will be destroyed. 

The personal information we use for marketing purposes will be kept with us until you notify us that you no longer wish to receive this information. 

Browser data and its use –‘Cookies”

Like many website operators, we collect information that your browser sends whenever you visit our website ("Log Data"). This Log Data may include information such as your computer's Internet Protocol ("IP") address, browser type, browser version, the pages of our website that you visit, the time and date of your visit, the time spent on those pages and other statistics. This data is shared anonymously with Google to monitor the performance of our Site using Google Analytics.  

Cookies are files with small amount of data, which may include an anonymous unique identifier. Cookies are sent to your browser from a web site and stored on your computer's hard drive.

Like many sites, we use "cookies" to collect information. You can instruct your browser to refuse all cookies or to indicate when a cookie is being sent. However, if you do not accept cookies, you may not be able to use some portions of our Site.

Your choices

You have a choice about whether or not you wish to receive information from us. If you do not want to receive marketing communications from us, you can select your choices by ticking the relevant boxes situated on the form on which we collect your information.

We will not contact you for marketing purposes by email unless you have given your prior consent. 

You can change your marketing preferences at any time by contacting us by email: admin@hurstfestival.org.

16 or Under

We are concerned to protect the privacy of children aged 16 or under. If you are aged 16 or under‚ please get your parent/guardian's permission beforehand whenever you provide us with personal information.

 

How you can access and update your information

The accuracy of your personal information is important to us.  If you want to know what information we hold about you or wish to update any inaccurate or out of date information, please email admin@hurstfestival.orgor write to us at Hurst Festival, 112a High Street, Hurstpierpoint, West Sussex, BN6 9PU, United Kingdom. You can also use these contact details if you would like your personal information to be deleted from our system, to the extent allowed by the law.

Security precautions in place to protect the loss, misuse or alteration of your information

When you give us personal information, we take steps to ensure that it’s treated securely. 

Our website is SSL encrypted. When you are on a secure page, a padlock icon will appear in the address bar of your web browser.

Non-sensitive details (your email address etc.) are transmitted normally over the Internet, and this can never be guaranteed to be 100% secure. As a result, while we strive to protect your personal information, we cannot guarantee the security of any information you transmit to us, and you do so at your own risk. Once we receive your information, we make our best effort to ensure its security on our systems. 

Review of this Policy

We keep this Policy under regular review and the latest policy is accessible from every page on our website. This Policy was last updated in May 2018.

Contact Us

If you have any questions about this Privacy Policy, please contact us atadmin@hurstfestival.org.