Off Grid

One Planet Community Festival

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Privacy Policy

Off Grid Festival/ Association of Resilient Living

Introduction

Off Grid Festival/ Association of Resilient Living takes your privacy seriously. This privacy policy describes how and why we obtain, store and process data which can identify you. We may update this policy from time to time and shall indicate on the web site when changes have been made.

Our Responsibilities

We will only collect and retain relevant and essential data.

We will store your information safely and securely, protecting it from loss, misuse, unauthorised access and disclosure.

  1. We will ensure that appropriate technical measures are in place to protect personal data.
  2. We will destroy your information securely.
  3. We will work hard to keep your personal data up to date.
  4. We will comply fully with our obligations under the General Data Protection Regulation (GDPR), which comes into force in the UK in May 2018.

Your Rights

You have a number of rights in relation to your personal data. These include the right to:

  1. find out how we process your personal data
  2. request that your personal data is corrected if you believe it is incorrect or inaccurate
  3. obtain restriction on our, or object to, processing of your personal data
  4. ask us not to process your personal data for our own marketing purposes
  5. withdraw your consent to our processing of your personal data
  6. obtain a copy of your personal information which we hold about you. We will take steps to verify your identity before responding to your request and will respond as soon as possible and in any event within a month.

The Information we collect

Information is collected from you when you register with us.

We will only ask for information that is relevant to the service we are providing.

The information we collect is clearly set out on the web page on which we collect it. In addition, we may collect your IP address and use cookies unless you configure your web browser not to accept them.

Why we collect it

We collect information about you so that we can publish and notify you of important festival information and update. If applicable we also store important medical information including emergency contact information.

Who we disclose it to

Medical Data will only be shared with Emergency Services and First Aiders as needed.

We will only share annonaised information to third parties when needed as part of our social enterprise. Such as with funding bodies and other governing bodies that we must send results and reports too. We will only provide the minimum required information. These will all have their own security and data policies.

How long will we hold your data?

We will only hold data as long as is needed, this may include historic workshop/ talk/ performance applications, results and training records.

You may at any time request that we delete your data that we hold, for third party organisations such as above you would need to make that request from the organisation who holds that information.

Registering on a Mailing List

  1. We use Mailchimp (a third-party service) for our mailing list. Please review their terms and conditions and Privacy Policy.
  2. When registering on a mailing list, we ask you to provide your name and email address.
  3. We use this information to tell you about upcoming Festival and events and to provide you with news and information.
  4. We may also use your personal information to inform you by email of other events or activities run by The Association of Resilient Living or which we are facilitating or supporting or otherwise involved. We do not pass on your personal information to third-party companies.
  5. You will be given an opportunity to unsubscribe in every marketing email we send.

Social media

  1. Social media sites such as Facebook, Instagram, LinkedIn, and Twitter already have robust privacy terms which cover users rights and requirements for consent. This means we will not need to gain additional consent from our communities and followers on each of the platforms. As this activity is happening within the social media platforms, they are known as the ‘data controller’. This means that their own privacy policies will cover how they manage and store this information.
  2. We use Facebook Analytics to track usage statistics. This helps us analyse data about business page and event page usage and improve our social media pages in order to tailor it to user needs.
  3. We also use this information for internal analysis, e.g. to examine our audience development and reach. This statistical data is anonymised and is stored securely in electronic format only.
  4. Your data is always held securely. Access to user information is strictly controlled and the Facebook account can only be accessed by people who need to do their job – it is only made visible to members of staff who have a reason to work with it.

The relevant section of Facebook’s terms & conditions states:

  • You will not post content or take any action on Facebook that infringes or violates someone else’s rights or otherwise violates the law
  • If you collect information from users, you will obtain their consent, make it clear that you (and not Facebook) are the one collecting their information, and post a privacy policy explaining what information you collect and how you will use it
  • You will not post anyone’s identification documents or sensitive financial information on Facebook
  • You will not tag users or send email invitations to non-users without their consent.

Social Media Competitions

If we run social media competitions, where we require a participants email address in return for an entry, we will ask for consent to be sent email communications.

Using Website Forms

  1. When you get in touch via the contact forms on the website, we ask you to provide your name and email address.
  2. We use this information to reply to your inquiry. We do not pass on your personal information to third-party companies unless it is required to solve your enquiry and will ask your permission before we do so.
  3. Your data is always held securely. Access to user information is strictly controlled and the Lineup Ninja account can only be accessed by people who need to do their job – it is only made visible to members of staff who have a reason to work with it.
  4. We use Lineup Ninja to create our events programs with data collected about our contributors via our website forms. Find out more about how they keep data safe here

Information Collected When Using the Website

  1. We collect certain personal information about you if you provide your details when using the website, for example if you register on the mailing list or contact us via a form.
  2. If you visit the website but do not provide your details as above, we do not collect any personal information about you through the website, although we may track your use of the website using cookies.
  3. Cookies are small anonymous text files that are placed on your computer by websites that you visit. We use Google Analytics cookies to track anonymous usage statistics and do not collect any personal information that can be used to identify you. This helps us analyse data about webpage usage and improve our website in order to tailor it to user needs.
  4. Most web browsers allow some control of most cookies through the browser settings. To find out more about cookies, including how to see what cookies have been set and how to manage and delete them, visit www.allaboutcookies.org To opt out of being tracked by Google Analytics across all websites visit www.tools.google.com/dlpage/gaoptout

Security

  1. Keeping information about you secure is very important to us and certain sections of the site may encrypt data using SSL or a comparable standard.
  2. We store your data on a secure cloud based server. However, no data transmission over the Internet can be guaranteed to be totally secure. As a result, whilst we strive to protect your personal information, we cannot ensure or warrant the security of any information which you send to us, and you do so at your own risk.

Automated decisions

Parts of www.offgrid-festival.co.uk and our billing and ticket process which is transacted via Bookitbee are automatic and we may process your personal data as part of www.offgrid-festival.co.uk and the billing process.

Booking Tickets on Bookitbee

Off Grid Festival does not have its own box office to sell tickets and uses Bookitbee (a third-party service) for events that take place in venues without a designated box office.

Please note that Bookitbee is a third-party service that is not owned or managed by Off Grid Festival/Association of Resilient Living.

You should also review Bookitbee’s (part of LIVEIT Group) terms and conditions and privacy policy as we do not accept any responsibility or liability for the policies:

Bookitbee terms and conditions

Bookitbee Privacy and Cookies Policy

  1. At the time of booking all users of Bookitbee must confirm that they accept the Bookitbee terms and conditions and Privacy Policy. Additionally, they must agree to their details being shared with the Event Organiser (Off Grid Festival/Association of Resilient Living). Customers who do not agree to the terms are advised not to proceed with their booking. If you wish to attend one of our events but do not wish to use Bookitbee to book a place, please contact us.
  2. When you book tickets on Bookitbee, we ask that you provide your name, postcode and email address for all bookings. Your postal address, credit or debit card number and expiry date are only required for paid-for events.
  3. This information is used to issue the tickets for which you are applying and to process your payment for those tickets, when appropriate. We also use the information to manage the event or activity for which you have bought tickets, e.g. to produce an attendance list, to email to give you important information about the events you have booked or to tell you about any changes.
  4. We only download your name and email address to our secure cloud server. At the event we print out a list with your name and email address so that we may sign you into the event on arrival. This information is destroyed within 2 days of the end of the event.
  5. We also use this information for internal analysis, e.g. to examine our audience development and reach. This statistical data is anonymised and is stored securely in electronic format only.
  6. Your data is always held securely. Access to customer information is strictly controlled and the Bookitbee account can only be accessed by people who need to do their job – it is only made visible to members of staff who have a reason to work with it.
  7. When booking a ticket, we also ask if you would like to be added to our mailing list. If you choose to be added to our mailing list, we will use the name and email address provided at time of booking to do this. You will be given an opportunity to unsubscribe in every marketing email we send. If you choose not to be added to the mailing list, we will not add you to it.
  8. The only data we will retain are records of financial past payments (held within Bookitbee) and anonymised statistical data.

Your personal data is in safe hands with Bookitbee (LIVE IT Group):

From Bookitbee:

  • We do: use personal data to help us provide a great customer service, which includes tailoring the information we share to help ensure that it’s relevant, useful and timely.
  • We do: respect privacy and work hard to ensure we meet strict regulatory requirements.
  • We don’t: sell personal data to third parties.

We’ll always go the extra mile to protect personal data and as part of this, we regularly review our privacy notice and please be aware that further changes relating to GDPR may be made to our Privacy Statement in the future as this new regulation evolves.

Booking tickets through Venue Box Offices

  1. Some Off Grid Festival/Association of Resilient Living events are hosted at venues with their own designated box offices and third party box office services.
  2. This will be made clear at time of booking.
  3. The transaction is with that venue/company and we ask you to review their terms and conditions before booking as we do not accept responsibility or liability for their policies

Volunteer deposits

Some Off Grid Festival/Association of Resilient Living events require a deposit from volunteers to secure their place and to provide security for our volunteer teams. Data requested from volunteers after completion of your shifts to return volunteer deposits will be deleted once the transaction has been completed. Your data is always held securely. Access to customer information is strictly controlled and the data can only be accessed by people who need to do their job – it is only made visible to members of staff who have a reason to work with it.

Audience Surveys

  1. We use Survey Monkey, a third-party service, to collect audience data that is required by our funders.
  2. Completing a survey is optional. A secure link to a survey (over a SSL encrypted connection) is included in an message to Eventbrite bookers after an event. This is sent through Eventbrite so that bookers email addresses are not downloaded and remain secure.
  3. In the message we explain the reason for the survey, that responses are collected anonymously and we do not track IP addresses.
  4. We also refer to Survey Monkey’s Privacy Policy.

Sharing of Your Information

We do not sell your information.

We do not share the information that is provided to us except:

  1. With third party service providers, such as hosting providers or an email service provider, who provide services to us so that we are able to fulfil our obligations to you or, where we are able to send you marketing information, to do so.
  2. If we have a legal obligation to disclose your information (for example, if a court orders us to).
  3. To opt out of marketing or other communications from another organisation, please get in touch with them directly. They should always provide instructions for opting out in any marketing or other communications you receive.
  4. If we run an event in partnership with another named organisation (e.g. a venue) we will also share information to enable it to report to its funders and inform its audience development strategy. Any data shared for these purposes will be in an anonymised and aggregated form.
  5. If another company buys our company, or if we go insolvent, or if we merge with another company, the company that receives your information will protect the information in the same way we do. If we transfer our obligations under our terms of use to another company, this may mean that we need to transfer your personal data to that company. We will contact you to let you know if we plan to do this. If you are unhappy with the transfer you may contact us to end your contract with us within 30 days and if you do so, we will not transfer your data to that company.

Other Websites and their Privacy Policies

This website may contain links to external websites managed and maintained by external companies. We are not responsible for the privacy practices, cookie policies or the content of such websites or of other third parties.

How Long Do We Keep Your Personal Information?

We keep your personal information for as long as we need to for the purposes for which it was collected or (if longer) for any period for which we are required to keep personal information to comply with our legal and regulatory requirements or until you ask us to delete your personal data, in accordance with your rights below. We will regularly assess the personal data that we hold to determine its relevance and destroy your personal data if we no longer require it or no longer provide any services to you.

Accessing and updating your personal information

We will always let you have a copy of personal information we have about you, should you request it, and you may correct it if you wish. If you wish to access, update or delete your information please get in touch via office@offgrid-festival.co.uk

Revising the Policy

We do make changes and adjustments to this Privacy Policy from time to time and will indicate at the top of this page when there has been a revision. Please check regularly for any updates as your continued use of this site and/or the services indicates your agreement with any changes we make

Questions?

If you have any questions or complaints relating to this Privacy Policy or how we use the personal information we have about you, please contact office@offgrid-festival.co.uk