Stapleford Village Weekend Data Protection Policy

The Stapleford Weekend Committee ("we," "us," or "the Committee") is committed to protecting the privacy and personal data of all individuals involved in our community event, including attendees, volunteers, vendors, and other participants. This Data Protection Policy outlines how we collect, store, use, and protect personal data in compliance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

This policy applies to all personal data processed by the Committee for the purpose of organising, promoting, and running the Stapleford Village Weekend. It is reviewed annually to ensure ongoing compliance with data protection laws.

Scope

This policy covers all personal data collected and processed by the Stapleford Village Weekend Committee, including but not limited to:

Attendees registering for events (e.g., Quiz Night).
Volunteers assisting with event activities.
Vendors and caterers providing services (e.g., food stalls).
Individuals subscribing to our mailing list or contacting us via email.

Data Protection Principles

We adhere to the following UK GDPR principles:

Lawfulness, Fairness, and Transparency: We process personal data lawfully, fairly, and transparently.
Purpose Limitation: We collect data for specified, explicit, and legitimate purposes and do not process it incompatibly with those purposes.
Data Minimisation: We only collect data that is necessary for our purposes.
Accuracy: We ensure data is accurate and, where necessary, kept up to date.
Storage Limitation: We retain data only for as long as necessary.
Integrity and Confidentiality: We protect data with appropriate security measures.
Accountability: We take responsibility for complying with GDPR and can demonstrate compliance.

Lawful Basis for Processing

We process personal data under the following lawful bases:

Consent: For example, when individuals opt-in to receive marketing emails about the Stapleford Village Weekend or provide dietary information for the Quiz Night meal.
Contract: When processing is necessary to fulfill agreements, such as ticket purchases or vendor contracts.
Legitimate Interests: For activities like printing name tags or contacting attendees for event-related updates, provided these interests do not outweigh individuals’ rights.
Legal Obligation: When required to comply with legal or regulatory requirements.

Types of Data Collected

We may collect the following personal data:

Contact Information: Names, email addresses, phone numbers, and postal addresses (e.g., for ticket purchases or vendor coordination).
Event-Specific Data: Dietary requirements or accessibility needs for catering or event accommodations.
Marketing Preferences: Consent for receiving updates about the Stapleford Village Weekend.
Online Data: Website cookies or analytics data (if applicable, as detailed in our Cookie Policy).

How We Collect Data

Personal data is collected:

Directly from individuals (e.g., via ticket purchase forms, volunteer sign-ups, or email inquiries to staplefordweekend@gmail.com).
Through third-party platforms (e.g., online ticketing services), where we ensure GDPR compliance.
At the event (e.g., attendee check-ins or feedback forms).

How We Use Data

Personal data is used to:

Organize and manage the Stapleford Village Weekend, including ticket sales, catering, and volunteer coordination.
Communicate event updates, schedules, or safety information.
Respond to inquiries sent to staplefordweekend@gmail.com.
Promote future events (with consent).
Comply with legal obligations, such as reporting to regulatory authorities if required.

Data Storage and Security

Electronic Data: Stored in password-protected files or GDPR-compliant third-party platforms (e.g., secure ticketing systems or email marketing tools).
Physical Data: Paper forms or lists are stored in locked filing cabinets accessible only to authorized Committee members.
Data Retention: We retain personal data only for as long as necessary (e.g., contact details for event updates are deleted within 3 months after the event unless consent is given for future contact).
Data Disposal: Unneeded data is securely deleted or shredded.

Data Sharing

We may share personal data with:

Third-Party Vendors: For example, caterers receive information to prepare Quiz Night meals, under a Data Processing Agreement ensuring GDPR compliance.
Regulatory Authorities: If required by law.
We do not sell or share personal data for marketing purposes without explicit consent.

Data Subject Rights

Under UK GDPR, individuals have the right to:

Access: Request a copy of their personal data.
Rectification: Correct inaccurate data.
Erasure: Request deletion of their data (unless we need it for legal reasons).
Restriction: Limit how we use their data.
Objection: Object to processing based on legitimate interests.
Data Portability: Receive their data in a structured, commonly used format.

To exercise these rights, contact us at staplefordweekend@gmail.com. We will respond within one month, as required by UK GDPR.

Data Breach Procedures

In the event of a data breach:

We will notify the Information Commissioner’s Office (ICO) within 72 hours if the breach is likely to risk individuals’ rights.
Affected individuals will be informed promptly if the breach poses a high risk.
We maintain a Data Breach Record to document and address any incidents.

Responsibilities

Data Protection Officer: As a small community event, we are not required to appoint a formal Data Protection Officer (DPO). However, the Committee Chair is responsible for overseeing data protection compliance.
Volunteers and Staff: All volunteers are trained on this policy and must adhere to it when handling personal data.
Third Parties: Any third-party processors (e.g., caterers or ticketing platforms) are contractually obligated to comply with UK GDPR.

Privacy Notice

Our Privacy Notice, available on our website (if applicable) or upon request, provides individuals with clear information about how their data is processed at the point of collection. For example:

Ticket purchase forms include a link to the Privacy Notice.
The Quiz Night meal registration form informs attendees about dietary data shared with caterers.

Cookies and Website

If the Stapleford Village Weekend website uses cookies, a separate Cookie Policy will detail their use, purpose, and how users can manage preferences. We ensure third-party website providers (e.g., Google Analytics) comply with UK GDPR.

Contact Information

For questions, complaints, or to exercise your data rights, contact:
Stapleford Weekend Committee
Email: staplefordweekend@gmail.com