Privacy Policy

Epsom & Ewell Arts Festival Privacy Policy 

BACKGROUND:  Epsom & Ewell Arts Festival understands that your privacy is important to you and that you care about how your personal data is used. We too respect and value your privacy and will only collect and use personal data in ways that are described here, and in a way that is consistent with our obligations and your rights under the law.


Information about Epsom & Ewell Arts Festival

Epsom & Ewell Arts Festival is a company limited by guarantee, registered in England & Wales no. XXXXXXXX, registered charity no. XXXXXXXXX. Our Registered Address is XXXXXXXXXXXXX.

Data Protection Officer:





Purpose of policy

This Privacy Notice explains how we use your personal data: how it is collected, how it is held, and how it is processed. It also explains your rights under the law relating to your personal data.


What is personal data?

Personal data is defined by the General Data Protection Regulation (EU Regulation 2016/679) (the “GDPR”) as ‘any information relating to an identifiable person who can be directly or indirectly identified in particular by reference to an identifier’.

Personal data is, in simpler terms, any information about you that enables you to be identified. Personal data covers obvious information such as your name and contact details, but it also covers less obvious information such as Photo identification numbers, electronic location data, and other online identifiers and photographic images.

The personal data that we use is set out below.


What are your rights?

Under the GDPR, you have the following rights, which we will always work to uphold:

  • The right to be informed about our collection and use of your personal data.
  • The right to access the personal data we hold about you.
  • The right to have your personal data rectified if any of your personal data held by us is inaccurate or incomplete.
  • The right to be forgotten, i.e. the right to ask us to delete or otherwise dispose of any of your personal data that we have.
  • The right to restrict (i.e. prevent) the processing of your personal data.
  • The right to object to us using your personal data for a particular purpose or purposes.
  • The right to data portability. This means that you can ask us for a copy of your personal data held by us to re-use with another service or business.

Rights relating to automated decision-making and profiling. Epsom & Ewell Arts Festival does not use your personal data in this way.
For more information about our use of your personal data or exercising your rights as outlined above, please contact us using the details provided below.

Further information about your rights can also be obtained from the Information Commissioner’s Office or your local Citizens Advice Bureau.

If you have any cause for complaint about our use of your personal data, you have the right to lodge a complaint with the Information Commissioner’s Office.


What personal data do we collect?

We may collect some or all of the following personal data, which may vary according to your relationship with us:

  • Name
  • Company
  • Address
  • Email address
  • Telephone number
  • Information about your preferences and interests
  • Photographic images
  • Personal data as necessary to fulfil a contract

We do not collect data through third parties.


How do we use your personal data?

Under the GDPR, we must always have a lawful basis for using personal data. This may be because the data is necessary for our performance of a contract with you, because you have consented to our use of your personal data, or because it is in our legitimate business interests to use it. Your personal data may be used for one of the following purposes:

  • Providing and managing your Box Office account
  • Supplying Festival tickets and services to you. Your personal details are required in order for us to enter into a contract with you.
  • Personalising and tailoring our products for you.
  • Communicating with you. This may include responding to emails or calls from you.
  • Supplying you with informationby email and/or post that you have opted-in to (you may unsubscribe or opt-out at any time using the details below)
  • Processing payments made by and/or to you.
  • With your permission and/or where permitted by law, wemay also use your personal data for marketing purposes, which may include contacting you by email with information and news about the Festival. You will not be sent any unlawful marketing or spam. We will always work to fully protect your rights and comply with our obligations under the GDPR and the Privacy and Electronic Communications (EC Directive) Regulations 2003, and you will always have the opportunity to opt out.


How long will we keep your personal data?

We will not keep your personal data for any longer than is necessary in light of the reason for which it was first collected. Your personal data will therefore be kept for the following periods (or, where there is no fixed period, the following factors will be used to determine how long it is kept):

  • Box Office records: these are kept for a period of six years from the date of the last recorded activity;
  • Data records pertaining to consultancy agreements, financial transactions, Health & Safety records (e.g. accident reports) and safeguarding matters are retained as required by the relevant legislation.
  • Photographic images form part of the Festival’s archive record, which is kept securely. Photographic Images may, however, be used in our Festival advertising or on our social media accounts.

How and where do we store or transfer your personal data?

We only store or transfer personal data on secure servers. This means that your personal data will be fully protected under the GDPR or equivalent standards by law.

The security of your personal data is essential to us and to protect your data, we take a number of important measures, including the following:

  • Personal details are saved electronically on secure independent servers, accessible only by authorised members of the Festival team.
    • The website is on servers based in London.
    • Our email and data storage uses the Microsoft Office 365 system. Microsoft has robust policies, controls, and systems built into Office 365 to help keep personal data private.
  • Any working paper records containing personal records are stored securely, accessible only by authorised members of the Festival team, and destroyed by shredding at the end of their retention period.


Do we share your personal data?

Epsom & Ewell Arts Festival takes your privacy very seriously. Personal information supplied to us is used only by authorised team members in connection with bona fide Festival activities.  We will not share your data with any other parties without your consent unless required to do so by law.  In some limited circumstances, we may be legally required to share certain personal data, which might include yours, if we are involved in legal proceedings or complying with legal obligations, a court order, or the instructions of a government authority.

If any of your personal data is required by a third party, as described above, we will take steps to ensure that your personal data is handled safely, securely, and in accordance with your rights, our obligations, and the third party’s obligations under the law.


Your debit or 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). You can find more information about this standard here. Your debit or credit card data is not held on our system.


How can I access my personal data?

If you want to know what personal data we have about you, you can ask for details of that personal data and for a copy of it (where any such personal data is held). This is known as a “subject access request”. All subject access requests should be made in writing and sent to the email or postal addresses shown below.

There is not normally any charge for a subject access request. However, if your request is ‘manifestly unfounded or excessive’ (for example, if you make repetitive requests) a fee may be charged to cover our administrative costs in responding.

We will respond to your subject access request within not more than one month of receiving it. Normally, we aim to provide a complete response, including a copy of your personal data within that time. In some cases, however, particularly if your request is more complex, more time may be required up to a maximum of three months from the date we receive your request. You will be kept fully informed of our progress.


How do I contact you?

To contact us about anything to do with your personal data and data protection, including to make a subject access request, please use the following details:

For the attention of: The Data Protection Officer

Email address:

Telephone: XXXXX XXXXX



Changes to this Privacy Policy

We may change this Privacy Policy from time to time. This may be necessary, for example, if the law changes, or if we change our operation in a way that affects personal data protection. Any changes will be made available on the Festival’s website,