Privacy Policy

Thank you for checking out our privacy policy. We take your privacy seriously and are committed to protecting your information while you use our website and engage with our festival.

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Who's in charge of your data?

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The controller of your data is Haslemere Festival (charity no. 1104757). We can be contacted by email at info@haslemerefringe.co.uk. Our ICO registration number is ZC037518.

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Not happy with something? Let's chat and try to fix it. You've also got the right to talk to the Information Commissioner's Office (ICO) at www.ico.gov.uk, but we hope to resolve any issues directly.

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What data do we collect and how?

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Ticket purchasers:

Data: Name, title, contact details, purchase history, payment information

How: Via Little Box Office (our ticketing provider) when you buy tickets; directly when you contact us or sign up to our newsletter

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Performers and talent

Data: Name, contact details, biography, promotional photos/videos, technical requirements

How: Application forms, contracts, direct correspondence

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Volunteers

Data: Name, date of birth, next of kin, contact details, availability, skills/CV (optional)

How: Volunteer application forms, direct correspondence

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Stall holders

Data: Name, business name, contact details, business/insurance information, payment details

How: Stall booking forms, direct correspondence

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All website visitors

Data: Technical information (IP address, browser type, device), usage information (pages visited, time on site), marketing preferences

How: Automatically via Wix (our website platform) and Google Analytics

We may also receive data from Little Box Office (booking information), Wix (website analytics and form submissions), and Google Analytics (anonymised website traffic data).

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Why do we use your data?

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Ticket purchasers: To process your order, send booking confirmations, communicate about events, and send marketing (where you've signed up)

Performers and talent. To manage your participation, promote the festival, and process any fees

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Volunteers: To manage your volunteering activities, contact you about opportunities, and contact your next of kin in emergencies

Stall holders: To manage your booking, process payments, and contact you about future opportunities

All visitors: To maintain our website, analyse usage, and improve your experience

We also use your data to notify you of policy changes, respond to queries, and comply with legal obligations.

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What is our legal basis?

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We process your data based on one or more of the following:

• Contract: To fulfil ticket purchases, stall bookings, or performance agreements.

• Legitimate interests: To send you information about future festivals and improve our services.

• Legal obligation: To maintain financial records and respond to lawful requests.

• Consent: For marketing communications (you can withdraw anytime by clicking 'unsubscribe' or contacting us).

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Do we use cookies?

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Yes. Cookies help our website work better by remembering your preferences. You can control cookie settings in your browser. Please refer to our Cookie Policy banner.

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Third-party links

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Our website links to Little Box Office for ticket purchases. When you buy tickets, Little Box Office collects your data on our behalf. We recommend reading their privacy policy: www.littleboxoffice.com/privacy.

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We may also link to other third-party websites (such as social media). We don't control these sites and encourage you to read their privacy policies.

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Who do we share your data with?

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Little Box Office: Processes ticket sales and payments on our behalf

Wix: Hosts our website and facilitates our email newsletter

Google Analytics: Provides anonymised website usage data

Professional advisers: Lawyers, auditors, insurers providing professional services

HMRC and regulators: Where required by law

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All third parties must respect the security of your data and can only process it for specified purposes in line with our instructions.

International transfers

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Our website is hosted by Wix, whose servers may be located outside the UK/EEA. Wix has appropriate safeguards in place to protect your data. For more information, see Wix's privacy policy: www.wix.com/about/privacy.

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We ensure any international transfers are protected through adequacy decisions or approved contracts.

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How secure is your data?

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We have strong security measures in place. Only authorised individuals with a need to know can access your data. If there's ever a data breach, we have procedures to notify you and any applicable regulator where legally required.

How long do we keep your data?

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We retain your personal data for up to 4 years from the date of collection, allowing us to maintain contact between festivals (which take place every 2 years).

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We will delete your data after 4 years unless:

• We have a legal obligation to keep it longer (e.g., financial records for 6 years for tax purposes); or

• You have engaged with us more recently, restarting the 4-year period.

You can ask us to delete your data at any time by contacting us.

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What are your rights?

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You have the right to:

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- Request a copy of the data we hold about you

- Ask us to correct incomplete or incorrect data

- Ask us to delete your data (subject to legal requirements)

- Object to processing in certain situations

- Request we restrict processing in certain circumstances

- Request transfer of your data to you or a third party

- Withdraw consent at any time (where we rely on consent)

To exercise your rights, please contact us. We respond to requests within one month (longer if complex). We won't charge a fee unless requests are unjustified, repetitive or excessive.

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Changes and contact

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We regularly review this policy. If you have any questions or need to exercise your rights, please contact us at info@haslemerefringe.co.uk.

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Thank you for reading our privacy policy!