King’s Lynn Festival Ltd understands how important it is to maintain your privacy and data. We will use the information that we collect about you in accordance with the General Data Protection Regulation 2018 and the Privacy and Electronic Communications Regulations 2003.
WHO WE ARE
King’s Lynn Festival Ltd is an independent registered charity (registered in England and Wales number 1066819 and a company limited by guarantee registered in England and Wales number 3468735). We receive revenue grants from Borough Council of King’s Lynn & West Norfolk, Arts Council England and Norfolk County Council. Most of our income comes from ticket sales, sponsorships and individual donations.
We aim to be clear when we collect your data and not do anything you wouldn’t reasonably expect.
WHAT INFORMATION DO WE COLLECT?
For the majority of our events, our ticketing agent is Alive Corn Exchange. You give us your information when you buy a ticket from them over the counter, by phone or online via our website or theirs; by joining one of our membership schemes; by signing up for one of our other events or workshops; by signing up to our email newsletters on our website; by taking part in a survey from us; by making a donation; by applying for a job with us; or by communicating with us.
The information we hold about you may include:
- Your name
- Postal address
- Telephone number
- Email address
- Ticketing history
- Membership history
- Billing address information
- Standing Order instructions for membership schemes (including your bank details, which you provided us)
- Donation history
- Gift Aid declaration
- Your preferences for how we communicate with you about our activities
- Whether you are a festival volunteer
- Whether you are a company member
- Information that is available publicly
We maintain a record of your transaction history, but we never store your payment card number. We keep a record of the emails we send you, and we may track whether you receive or open them so we can make sure we are sending you the most relevant information.
HOW DO WE USE YOUR DATA?
We use your name, postal address and email to send you festival marketing information, and may also use your personal data to select and inform you of other relevant events or activities we think may be of interest to you, as well as opportunities to support our work as an Arts Charity.
King’s Lynn Festival Ltd and Alive Corn Exchange may use your data to:
- Provide you with the show tickets or respond to information you have asked for
- Contact you if there are any important changes to your booking
- Administer your ticket sale, Friends membership or donation, including processing gift aid
- Keep a record of your relationship with us
- Ensure we know how you prefer to be contacted
- Occasionally undertake customer research to help us understand how we can improve our services or information
- Tell you about changes in our services or new services, events offers, and opportunities to support us that we think you’ll find of interest
- Analyse your personal information to create a profile of your interests and preferences so that we can contact you with information most relevant to you
If you do not want to receive information by post about events, offers, our fundraising activities or customer research, you have the option to be removed from our database any time by contacting the Festival office. If you do not want to receive email newsletters from us then you can choose to unsubscribe.
We may use profiling and segmentation to ensure communications are relevant and timely, and to provide an improved experience to our customers and supporters. When building a profile we may analyse geographic, demographic and other information relating to you in order to better understand your interests and preferences in order to contact you with the most relevant communications.
For fundraising purposes, we may also occasionally make use of additional publicly-available information about you (for example from LinkedIn, Companies House, Charity Commission).
If you have made a donation and a Gift Aid declaration, we are obliged to keep the declaration and the details of the person who made it, for six years. For data supplied as part of a job application to us, we will keep your details for six months, then delete it, unless you have agreed for us to keep your details on file for future vacancies.
Your personal data is never sold on to any other agencies or companies.
We will not share any of your personal details with any other third parties without your agreement unless required in order to fulfil our contract with you, or allowed by law (for instance, if a safeguarding issue arises). In general, the third-party providers used by us to fulfil our contract with you will only collect, use and disclose your information to the extent necessary to allow them to perform the services they provide to us. These providers include our ticketing system provider, other database software suppliers, email distribution service and mailing house. We have agreements in place with each to ensure that your data cannot be accessed or used for any other purpose.
Our website may contain links to and from the websites of other organisations. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to these websites.
GIVING YOU CONTROL
Unless you ask us not to, we will tell you about shows, concerts, priority booking and opportunities to support us. Occasionally, we may include information in these communications from partner organisations or organisations who support us (for example other local arts organisations, performers and their agents, or business sponsors). You can opt-out from these communications at any time. If you have opted out of marketing or fundraising communications, we may still get in touch with you regarding your booking. For example, we may email you to give you important information about the show you’ve booked for with any changes that affect you (like a performance being cancelled).
HOW WE KEEP YOUR DATA SAFE
Your personal data will be held and processed on King’s Lynn Festival Ltd’s systems. Where possible we aim to keep a single record for each customer. Your data is always held securely. Access to customer information is strictly controlled. It is held in the UK and the processes are EU compliant. We may need to disclose your details if required to the police, regulatory bodies or legal advisors.
In line with our Child and Vulnerable Adult Protection Policy, we are committed to safeguarding children, young people and vulnerable adults and do all we can to ensure that all who work with us, whether on stage or joining an education project, are safe and inspired by their experience. For the details of children under 16, we will ask for the consent of a parent/guardian to provide such information. We will always require the carer’s signature on similar documentation relating to vulnerable adults. 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.
CHANGES TO THIS POLICY
You have the following rights related to your personal data:
The right to request a copy of personal information held about you (which we will provide within one month of the date of request, free of charge unless the request is repetitive, unfounded or excessive). This request should be made in writing to the Festival office:
- The right to request that inaccuracies be corrected
- The right to request us to stop processing your personal data
- The right to lodge a complaint with the Information Commissioner's Office (by calling 0303 123 1113, or emailing firstname.lastname@example.org) or Fundraising Regulator (by calling 0300 999 3407, or emailing email@example.com).
- The right to have your data erased (which we will do within one month of the date of request)
Please contact us if you have any questions about this policy, or wish to be removed from any communications or data processing activities:
You can update your communication preferences by telephoning us on 01553 767557
Emailing us on: firstname.lastname@example.org
Or writing to us at: King’s Lynn Festival Ltd, Fermoy Gallery, 7-9 St George’s Courtyard, OFF King Street, King’s Lynn, Norfolk PE30 1EU.