Bicester Festival and our supplier Eye Division Ltd act as Data Controllers, which means we are responsible for how we hold and use personal information about you and how we keep it safe.
This privacy notice explains how Bicester Festival (and our supplier Eye Division Ltd) processes the information you provide and protects your privacy, in line with the terms and conditions of the Festival, and in accordance with the data protection legislation: the General Data Protection Regulation ((EU) 2016/679) (GDPR), the Data Protection Act 2018, and the Privacy & Electronic Communications Regulation.
The activities of Bicester Festival mean that we will:
- only collect personal information where you voluntarily choose to give us those details;
- not pass personal information onto another agency or organisation without your express permission, except where we are legally required to do so.
Information we may collect about our audience
For you to participate in the Festival as an audience member (e.g. watching online events or taking part in online workshops) we may collect:
• Your name and contact details such as an email address and/or telephone number in order to book a ticket to any limited-capacity event or activity;
• Your name or other identifier on social media or communications platforms we use to deliver our activities (for example, if you interact with us using Zoom or Facebook, we would collect your username in the course of providing the service);
• Anonymised demographic information kept separate from your booking and/or any personally identifiable data, for the purposes of monitoring and evaluating the effectiveness and reach of our activities.
Information we may collect about our artists
Artists are those participating in Bicester Festival by presenting their work through our website, social media and other resources. For artists to do this we may collect their:
• Name, trading or performing name, and contact details.
• Photographic images and/or video submitted to present work, advertise or otherwise market through the Festival, and/or images or video taken of work in progress during the event, including livestreams and pre-recorded sets or activities.
How personal information is collected
Our website BicesterFestival.org does not capture or store any personal information about individuals who access this website, except where you voluntarily choose to give us your personal details:
• by contacting us via email;
• by using our electronic form to submit your work to be featured in the Festival
• by subscribing to our email newsletter;
• by sending us a Facebook message, which redirects to our email account, either to participate in the Festival or to ask questions.
• WordPress for hosting the BicesterFestival.org website itself
• GoogleAnalytics for monitoring and analysing anonymised usage/technical data relating to your use of the website
• Mailchimp for administering our email newsletter subscription service.
Where activities are presented or managed using third-party platforms or services, we do not pass your information to these providers; you will need to register with them independently to use them. We therefore recommend you check their privacy settings if you choose to use them. These include:
• Twitter for promoting and sharing Festival activities
• Instagram for promoting and sharing Festival activities
• Facebook for promoting and sharing Festival activities and for hosting livestream events
• Zoom for hosting a limited number of ticketed interactive workshops and activities
• Eventbrite for administering the ticketing process for these events.
How we will use information about you
We process personal information provided by you via BicesterFestival.org for the purposes of:
• Providing you with the services that you have subscribed to or registered for
• Dealing with your requests and enquiries
• Carrying out customer and marketing research
• Informing users about the Festival events and opportunities to get involved
• Collecting statistics used to promote our activities.
Cookies and content
Technical information we collect from you
We automatically collect certain limited information about your device and your visits to our website. This information may include types of data such as:
• Device data about the type of device or platform that you use to access our website, e.g. computer or mobile device
• Location data e.g. the geographical location or time-zone of a device, or an IP address
• Log data about your visit(s) to our website, such as your internet service providers, the number and timing of clicks to and from our website, whether you have reached our website from a specific link or third party, which events you view, page response times, download errors, length of visit(s) to our webpages, page interaction data (e.g. scrolling, clicks and mouse-overs), email engagement rates and activities and methods to browse away from the page.
What we use technical data for
• To administer our website and for troubleshooting, analysis, testing, research and statistical purposes, to improve and optimise our website and the way content is presented, in order to provide you with the best possible website experience
• To monitor and improve the effectiveness of our advertisements with third parties or on our other websites
• To protect our website and your online account, to detect and prevent fraud against either you or us, or to detect, prevent and prosecute any criminal activity, alleged criminal activity or unlawful acts, through our fraud monitoring and suspicious transaction monitoring
• To allow you to use and us to improve interactive features of our website to enhance user experience.
Where personal information is not provided
In certain cases, if you do not provide your personal information, we cannot deliver our services to you. For example, our ticketed activities delivered via Zoom, where participants can interact with the Artist, will require you to provide your name, contact details and, when participating, your username/identifier in Zoom. Without these we will be unable to provide you with access to the event.
How we use sensitive personal information
We will use any sensitive personal information that you provided in the following ways:
• If you disclose a disability (directly to the Festival management team, not as part of anonymised demographic monitoring), we will use this information to understand if we need to provide reasonable adjustments to support your participation in the Festival
• We may use anonymised information about your race or national or ethnic origin, religious, philosophical or moral beliefs, or your gender or sexual orientation, to ensure meaningful equal opportunity monitoring and reporting. We do not currently request or process this data using this website.
Bicester Festival does not use any kind of automated decision-making to process data you submit to us.
We will not share your personal information with third parties without your consent except where required by law or as set out in this privacy notice. All our third-party service providers are required to apply appropriate security measures to protect your personal information. We only permit them to process your personal data for specified purposes and in accordance with our instructions.
We share your data with the following entities essential for us to our carry out our activities, deliver our website and process your entry or registration where relevant:
• Cherwell District Council who currently supervise or fund the management of the Festival and therefore have a legitimate interest in understanding Festival participation
• Eye Division Ltd who produce and manage technical services for the website on our behalf
• Our business partners, suppliers, agents and sub-contractors where necessary to fulfil data processing activities on our behalf for the purposes listed above, e.g. third parties producing our livestreams or editing video, audio or photographic materials you have provided us with
• Analytics and search engine providers that assist us in the improvement of our website.
We may also disclose your personal information to third parties if:
• We undergo a change of control or any of our activities or assets are sold or transferred, in which case we will inform you and may provide your basic contact information to the new data controller to enable them to continue the relationship between you and the Festival;
• We are under a duty to disclose or share your information to comply with any legal obligation, such as a criminal investigation or court order
• We need to protect our rights, property, the safety of our website users/customers, or to prevent fraud or crime, which may include cooperating with other companies and organisations for anti-fraud purposes or with governmental and law enforcement authorities.
We have put in place appropriate security measures to prevent your personal information from being accessed, used, lost, altered or disclosed in an unauthorised way, accidental or otherwise. In addition, we limit access to your personal information to those employees, agents, contractors and other third parties who have a business need-to-know. They will only process your personal information on our instruction and are subject to a duty of confidentiality.
Links to other sites
BicesterFestival.org may provide external links to other websites, such as the websites of Artists participating in the Festival. The Festival and Eye Division Ltd can accept no responsibility for these external sites or the levels of privacy protection they provide. You should check their privacy notices.
Your rights in connection with personal information
The data protection legislation provides you, under certain circumstances, with the right to:
• Request access to your personal information (known as a “subject access request”), to receive a copy of the personal information we hold about you and to check that we are processing it lawfully
• Request correction of the personal information we hold about you where it is incomplete or inaccurate
• Request erasure of your personal information, to delete or remove personal information where there is no good reason for us to process it
• Object to processing of your personal information where your particular situation means you do not want us to process your information or where we do so for direct marketing purposes
• Request the restriction of processing of your personal information, to ask us not to use it for certain business activities, or e.g. to suspend processing to establish its accuracy or the reason for processing
• Request the transfer of your personal information to another party.
To apply your rights, please contact us in writing please contact us, preferably via email to firstname.lastname@example.org or write to us at the address below. We will ask you to verify your identity before proceeding with any request. Where you authorise a third party to request on your behalf, we will require proof that they have your permission. We must fulfil your data right request within 30 calendar days unless we believe we have a lawful overriding reason to refuse. Your details may still be retained in secure backup archives for up to one year, accessible only by Eye Division Ltd and not Festival management.
Visitors to the site do not have to log in and are therefore not authenticated. Eye Division cannot be held responsible for any acts of impersonation by users of the site. Eye Division will assume all information submitted is genuine unless there is reason to doubt its authenticity. If you suspect that a false entry has been made using your identity please advise Eye Division immediately using email@example.com. We will take immediate action where possible.
Changes to this privacy notice
We review and update our policies regularly. Updates will be posted here. You should always be aware of our current privacy notice and how it affects you.
Queries and Information Commissioner’s Office (ICO)
If you have any questions that haven’t been covered, please contact us at firstname.lastname@example.org or write to us at:
Cherwell District Council
If you feel that your data has not been handled correctly, or you are unhappy with our response to any request or complaint you have made to us regarding the use of your personal data, you have the right to make a complaint to the Information Commissioner’s Office (ICO).
You can contact them by phone 0303 123 1113.
Or go online to www.ico.org.uk/concerns (opens in a new tab)
Or write to:
Information Commissioner’s Office
This privacy statement was last updated on 2nd September 2020.
END OF PRIVACY NOTICE