There are three bases under which we may process your data:
When you make a purchase from us or make a donation you are entering into a contract with us. In order to perform this contract, we need to process and store your data. For example, we may need to contact you by phone or email in the case of cancellation of an event, or in case of problems with your payment.
Legitimate Business Interests:
In certain situations, we collect and process your personal information for purposes that are in our legitimate organisation interests. However, we only do this if there is no overriding prejudice to you by using your personal information in this way. We describe below all the situations where we may use this basis for processing.
With your explicit consent:
For any situations where the two bases above are not appropriate, we will instead ask you for your explicit consent before using your personal information in that specific situation.
We aim to communicate with you about the work that we do in ways that you find relevant, timely and respectful. To do this we use data that we have stored about you, such as what events you have booked for in the past, as well as any preferences you may have told us about.
We use consent as the legal basis for communications by post and email. We may use legitimate interest guided by your previous booking history to guide our communications; ensuring that we provide you with the information about events that interest you the most.
In case of postal mailings, we will give you the opportunity to opt in to receive them during the process of registering your account with us or during your first purchase with us. You may object to receiving these at any time by using the contact details at the end of this policy.
In the case of email, we will give you an opportunity to opt out of receiving them during your first purchase with us. If you do not opt out, we will provide you with an option to unsubscribe in every email that we subsequently send you, or you can alternatively use the contact details at the end of this policy.
Harrogate International Festivals is a registered charity.
Under our legitimate organisational interest, we may contact you by post or as part of a wider marketing email to seek your support for our philanthropic priorities. You are able to opt out at any time by using the contact details at the end of this policy or by updating your contact preferences in your online account with us.
At certain events we may have Press Photographers or Official Festival Photographers taking photos or filming elements of the event, including audience reactions. As part of our legitimate organisational interest these images of your likeness may be used for marketing purposes including social media, printing in marketing brochures or the press. All events where photography is taking place will have signage displayed.
As part of our terms and conditions of purchase online we ask you to agree to the taking and use of images of you and your party, you are able to opt out at any time by using the contact details at the end of this policy, contacting the Box Office, or making yourself known to us at an event where photography is taking place. These images will be held indefinitely.
Other Processing Activities
In addition to marketing communications, we also process personal information in the following ways that are within our legitimate organisational interests:
In order to fulfil our contractual obligation to you as the ticket purchaser we may use your data to deliver tickets or to contact you about any changes to a booked event.
We may analyse data we hold about you to ensure that the content and timing of communications that we send you are as relevant to you as possible.
We may analyse data we hold about you in order to identify and prevent fraud.
To analyse and evaluate in order to improve and develop our service and sales performance, we may analyse data taken from customer bookings.
In order to improve our website, we may analyse information about how you use it and the content and ads that you interact with.
We may use profiling techniques or third-party wealth screening and insight companies to provide us with information about you that will help us to communicate in a relevant way with you, in particular when we are approaching you about potential philanthropic support. Such information is compiled using publicly available data about you.
In order to train staff and develop our in-house Box Office service we may utilise your booking history to continuously improve our services
In all the above cases we will always keep your rights and interests at the forefront to ensure they are not overridden by your own interests or fundamental rights and freedoms. You have the right to object to any of this processing at any time. If you wish to do this, please use the contact details at the end of this policy. Please bear in mind that if you object this may affect our ability to carry out the tasks above that are for your benefit.
There are certain circumstances under which we may disclose your personal information to third parties. These are as follows:
To our own service providers who process data on our behalf and provide services including:
- Third party organisations that provide services to us on our behalf including processing payment details.
- If you have agreed to the claiming of Gift Aid your details will be shared with HMRC in order that we can reclaim this donation from the tax that you have previously paid.
- The carrying out of marketing activities and mailings. This will always be transferred utilising a protected framework to ensure the safety of data.
- Our ticketing system software provider.
- The provision of hotel rooms to customers as part of package bookings.
To the subsidiaries described above when it is necessary for them to be able to provide you with products or services that you’ve requested.
In these cases, we require that these third parties comply strictly with our instructions and with data protection laws, for example around security of personal data.
Where we are under a duty to disclose your personal information in order to comply with any legal obligation (for example to governing bodies and law enforcement agencies).
To specific named event sponsors whose events you have attended. In these cases, we will always ask for your explicit consent
Cookies are small text files that are automatically placed onto your device by some websites that you visit. They are widely used to allow a website to function (for example to keep track of your basket) as well as to provide website operators with information on how the site is being used.
Your Debit and Credit Card Information
If you use your credit or debit card to purchase from us or to make a donation, we will ensure that this is carried out securely and in accordance with the Payment Card Industry Data Security Standard (PCI-DSS).
Maintaining your Personal Information
We store your personal information indefinitely such that for any subsequent purchases you make or business dealings we partake in are able to be linked them back to a single unique record that we hold for you on our system.
If as a customer there are aspects of your record that are inaccurate or that you would like to remove, you can usually do this by logging into your account through our website. Alternatively, please use the contact details at the end of this policy.
Any objections you make to any processing of your data will be stored against your record on our system so that we can comply with your requests.
Security of your Personal Information
We shall ensure that we comply with the provisions of the GDPR, including but not limited to holding all personal information securely.
We will put in place appropriate safeguards (both in terms of our procedures and the technology we use) to keep your personal information as secure as possible. We will ensure that any third parties we use for processing your personal information do the same.
Access to personal data shall be limited to personnel who need access and safeguards are in place to avoid unauthorised sharing of information.
We will not transfer, process or store your data anywhere that is outside of the European Economic Area.
Your rights to your personal information
You have the right to request a copy of the personal information that we hold about you and to have any inaccuracies in the data corrected. Please use the contact details at the end of this policy if you would like to exercise this right.
Right to withdraw your consent
You may choose to withdraw your consent to the processing of your data at any time. You may request deletion of your user account and enforce your right to be forgotten by writing to us using the details at the end of this policy. Content or other data that you have provided to us such as payment records may continue to remain on our system even though your user account is deleted.
Contact details and further information
Organisation Contact Address:
FAO The Data Controller, Harrogate International Festivals, 32 Cheltenham Parade, Harrogate, HG1 1DB
Organisation Contact Telephone Number:
Harrogate International Festivals office on 01423 562303.