Website Privacy notice
By submitting data to the Festival of Tomorrow you consent to us processing your personal data in accordance with our Privacy and Data Protection Policy below.
The Festival of Tomorrow is delivered by RGH New Elements Ltd. We’re a company registered in England and Wales with company number 12140993 whose registered address is at 9 The Broadway, Swindon, United Kingdom, SN25 3BN In this privacy notice we will refer to ourselves as ‘we’, ‘us’ or ‘our’.
You can get hold of us in any of the following ways:
(a) by e-mailing us at firstname.lastname@example.org or
(b) by writing to us at RGH New Elements, The Workshed, Unit, Workshed Carriage Works, London Street, Swindon, SN1 5DG
We take the privacy, including the security, of personal information we hold about you seriously. This privacy notice is designed to inform you about how we collect personal information about you and how we use that personal information. You should read this privacy notice carefully so that you know and can understand why and how we use the personal information we collect and hold about you.
We have appointed Rod Hedben as our Data Protection Officer. You can contact them using the details set out above.
We may issue you with other privacy notices from time to time, including when we collect personal information from you. This privacy notice is intended to supplement these and does not override them.
We may update this privacy notice from time to time. This version was last updated on 19 December 2022
The key terms that we use throughout this privacy notice are defined below, for ease:
Data Controller: under UK data protection law, this is the organisation or person responsible for deciding how personal information is collected and stored and how it is used.
Data Processor: a Data Controller may appoint another organisation or person to carry out certain tasks in relation to the personal information on behalf of, and on the written instructions of, the Data Controller. (This might be the hosting of a site containing personal data, for example, or providing an email marketing service that facilitates mass distribution of marketing material to a Data Controller’s customer-base.)
Personal Information: in this privacy notice we refer to your personal data as ‘personal information’. ‘Personal information’ means any information from which a living individual can be identified. It does not apply to information which has been anonymised.
Special Information – certain very sensitive personal information requires extra protection under data protection law. Sensitive data includes information relating to health, racial and ethnic origin, political opinions, religious and similar beliefs, trade union membership, sex life and sexual orientation and also includes genetic information and biometric information.
RGH New Elements does not capture or store personal information about individuals who access the Festival of Tomorrow website unless you voluntarily choose to give us your personal details.
We collect personal information when you:
· Register on our website
· Sign up to receive updates on the Festival of Tomorrow by email
· Complete an application form for volunteer work
· Register interest for events
· Give consent on photo permission forms for events as part of the Festival of Tomorrow
· Purchase tickets for events
· Complete surveys or questionnaires
· Make a donation
· Complete a contact form or send an enquiry to members of the Festival of Tomorrow team
Personal information may include but is not limited to your name, gender, postal address, email address and a contact phone number. We only collect the personal information that is necessary to meet our business needs and to provide you with the services you have requested.
We collect personal data from you where there is a valid legal basis for doing so, such as to fulfil a contract with you or because you have given your consent.
- To send you newsletters and information about the Festival of Tomorrow that you have opted into.
- To ask for feedback regarding a certain event
- For correspondence regarding a query about the Festival of Tomorrow
- To send you tickets and process transactions for events held as part of the Festival of Tomorrow
- To notify you in case of cancellation, postponement or relocation of any events/shows/workshops
- To contact you regarding future Festival of Tomorrow events and activities
- To record consent for photo permissions given to use by The Festival of Tomorrow
- To contact you regarding volunteer work you either signed up to take part in
Sometimes we may anonymise personal information so that you can no longer be identified from it and use this for our own purposes. In addition, sometimes we may use some of your personal information together with other people’s personal information to give us statistical information for our own purposes. Because this is grouped together wither other personal information and you are not identifiable from that combined data we are able to use this.
Under data protection laws we can only use your personal information for the purposes we have told you about, unless we consider that the new purpose is compatible with the purpose(s) which we told you about. If we want to use your personal information for a different purpose which we do not think is compatible with the purpose(s) which we told you about then we will contact you to explain this and what legal reason is in place to allow us to do this.
Use of photographs
When a photographer commissioned by RGH New Elements Ltd is present at any of our events, we may use the resulting images on this website and in publicity materials. You can request the removal of your image at any time by contacting email@example.com, in which case we will endeavour to remove the image where possible. Instances where this might not be possible are on social media if the image has already been shared, or in marketing materials that have already been printed.
Data security and storage
Data will only be stored for as long as is deemed necessary by RGH New Elements, and as is necessary to comply with our statutory and contractual obligations. If you are ever concerned about personal data we may have stored, please email firstname.lastname@example.org
We will use reasonable endeavours to ensure that your personal data is maintained and up to date, however, you are under a duty to inform us of any and all changes to your personal data to ensure that it is up to date, we will then update this accordingly.
Your personal data will be held and processed on RGH New Elements Ltd systems. Our Websites and our computer systems have security measures in place with the aim of protecting the loss, misuse or alteration of the information Users provide to us.
Sharing data with third parties
There may be certain times we need to pass your data on to third party companies, these include the following cases:
To fulfil transactions for ticketed events held at or organised by The Festival of Tomorrow. Our ticket suppliers include Eventbrite.
To manage and fulfil delivery of e-newsletters. Our e-newsletter supplier is Mailchimp.
To gather and process data from survey and feedback forms for events and activities held as part of the Festival of Tomorrow.
To any third party where you’ve given your consent
Your information will only be passed onto a third party when you have specifically given consent. We may need to disclose your details if required to the police, regulatory bodies or legal advisors.
We also ensure that any third party we use has confirmed that they have adequate security measures in place, and that they comply with the GDPR regulations.
Safeguarding and sensitive information
We are committed to safeguarding children, young people and vulnerable adults and do all we can to ensure that all are safe.
When we require details of children under 16, we will ask for the consent of a parent/guardian to provide such information. As with all the personal information we hold, sensitive information is held securely and restricted to those who need to use it. We will delete information when we no longer need it.
your rights under data protection law
Under data protection laws you have certain rights in relation to your personal information, as follows:
(a) Right to request access: (this is often called ‘subject access’). This is the right to obtain from us a copy of the personal information which we hold about you. We must also provide you with certain other information in response to these requests to help you understand how your personal information is being used.
(b) Right to correction: this is the right to request that any incorrect personal data is corrected and that any incomplete personal data is completed.
(c) Right to erasure: (this is often called the “right to be forgotten”). This right only applies in certain circumstances. Where it does apply, you have the right to request us to erase all of your personal information.
(d) Right to restrict processing: this right only applies in certain circumstances. Where it does apply, you have the right to request us to restrict the processing of your personal information.
(e) Right to data portability: this right allows you to request us to transfer your personal information to someone else.
(f) Right to object: you have the right to object to us processing your personal information for direct marketing purposes. In certain circumstances you have the right to object to processing where such processing consists of profiling (including profiling for direct marketing).
If you want to exercise any of the above rights in relation to your personal information, please contact us using the details set out at the beginning of this notice.
You may receive marketing from us about similar goods and services, where either you have consented to this, or we have another legal reason by which we can contact you for marketing purposes.
However, we will give you the opportunity to manage how or if we market to you. In any e-mail which we send to you, we provide a link to either unsubscribe or opt-out, or to change your marketing preferences. To change your marketing preferences, and/or to request that we stop processing your personal information for marketing purposes, you can always contact us on the details set out at the beginning of this notice.
If you do request that we stop marketing to you, this will not prevent us from sending communications to you which are not to do with marketing (for example in relation to tickets or services which you have purchased from us).
We do not pass your personal information on to any third parties for marketing purposes.
There are three types of cookies, session, analytical and share. Session cookies provide our online booking service, allowing us to link you to the website if you are logged in. These are created temporarily and once you log-out and close the browser – ending the session – the cookies are deleted. You can choose whether or not to allow cookies using the privacy settings of your browser. However, session cookies must be enabled in order for our online service to process your bookings.
We do use tools to monitor the effectiveness of our communications, including website and email tracking. Analytical cookies allow us to record page visits and sources so that we can measure the performance of our site. We use a service called Google Analytics and more details can be found at www.google.com/intl/en/policies/privacy.
We also analyse when an e-newsletter is opened and what links contained in that email are clicked. All of this data is used in an aggregated and anonymised form to monitor, for example, opening rates (as a percentage) or the number of visitors to the website.
Third Party Websites
Our website may contain links to third party websites. If you click and follow those links then these will take you to the third party website. Those third party websites may collect personal information from you and you will need to check their privacy notices to understand how your personal information is collected and used by them.
If you are unhappy about the way that we have handled or used your personal information, you have the right to complain to the UK supervisory authority for data protection, which is the Information Commissioner’s Office (ICO). Please do contact us in the first instance if you wish to raise any queries or make a complaint in respect of our handling or use of your personal information, so that we have the opportunity to discuss this with you and to take steps to resolve the position. You can contact us using the details set out at the beginning of this privacy notice.