Privacy Policy & Disclaimer

1. Who We Are

The data controller for this website is:

Grainthorpe Festival of Arts
Grainthorpe, Lincolnshire
Email:

As a small voluntary organisation, we are not required to register with the Information Commissioner's Office (ICO) solely on the basis of our event-administration activities, but we are fully committed to handling all personal data responsibly and in compliance with applicable data protection law.

2. What Personal Data We Collect

We collect personal data only when it is necessary for the purposes described in section 3. The categories of data we may collect include:

Identity data — full name
Contact data — postal address, telephone number, and email address
Event-related data — details of the stall or exhibit applied for, insurance details (insurer name and policy number), and payment records (bank transfer references, not card details)
Correspondence — any information you choose to include in emails or messages sent to us

We do not collect sensitive personal data (as defined in Article 9 UK GDPR), financial account details, or any data relating to children.

3. Our Lawful Basis for Processing

We rely on the following lawful bases under UK GDPR Article 6:

Purpose	Lawful basis
Processing stall and exhibit applications and confirming bookings	Contractual necessity (Art. 6(1)(b)) — processing is necessary to take steps at your request prior to entering into, and to perform, a contract with you
Contacting you about your booking, payment, or practical event arrangements	Contractual necessity (Art. 6(1)(b))
Keeping records of who exhibited at each event for organisational purposes	Legitimate interests (Art. 6(1)(f)) — the legitimate interest of running an efficient and well-organised community event. This does not override your rights and interests.
Responding to general enquiries submitted via the contact form or email	Legitimate interests (Art. 6(1)(f)) — responding to a communication you have initiated

4. How We Use Your Personal Data

We use the personal data we collect solely to:

Process and manage your application to exhibit or hold a stall at one of our events
Communicate with you about your booking, stall allocation, payment, and practical arrangements
Pay sales proceeds to artists and crafters after the event
Keep internal records of each year's event for continuity and planning purposes
Respond to enquiries sent to us directly

We do not use your personal data for marketing, profiling, or automated decision-making, and we do not sell or rent your data to any third party.

5. Who We Share Your Data With

We do not share your personal data with third parties except in the following limited circumstances:

Other committee members — data is shared among the volunteer organising committee on a need-to-know basis for the purposes of running the event
Legal obligation — if we are required by law, regulation, or court order to disclose information

We do not use third-party email marketing services, CRM platforms, or analytics tools that would receive your personal data.

6. How Long We Keep Your Data

We retain personal data only for as long as is reasonably necessary:

Active exhibitors and stallholders: data is retained for the current event year and up to two further years, to support continuity of contact for future events
General enquiries: email correspondence is retained for up to 12 months after the enquiry is resolved
Financial records: payment records (bank transfer references) are retained for 6 years in line with standard accounting practice

After the applicable retention period, personal data is securely deleted or destroyed.

7. Cookies and Website Tracking

This website does not set any cookies through its own code. We do not use analytics services, advertising networks, or tracking scripts.

Your web browser may store session-related data (such as scroll position or form state) in its own local storage as part of normal browser behaviour; this is not initiated or accessed by us.

If you access this site via a link shared on a third-party platform (such as Facebook), that platform may collect data about your visit in accordance with its own privacy policy, over which we have no control.

8. Your Rights Under UK GDPR

You have the following rights in relation to your personal data. To exercise any of them, please contact us using the details in section 9.

Right of access — you may request a copy of the personal data we hold about you (a Subject Access Request)
Right to rectification — you may ask us to correct inaccurate or incomplete data
Right to erasure — you may ask us to delete your data where there is no compelling reason for us to continue processing it
Right to restriction — you may ask us to restrict processing of your data in certain circumstances
Right to object — you may object to processing based on legitimate interests; we will stop unless we can demonstrate compelling legitimate grounds that override your interests
Right to data portability — where processing is based on contract or consent and is carried out by automated means, you may request your data in a structured, commonly used, machine-readable format

We will respond to all requests within one calendar month. We will not charge a fee for reasonable requests.

9. Contact Us & How to Complain

If you have any questions about this Privacy Policy, wish to exercise a data subject right, or have a concern about how we have handled your data, please contact us:

Grainthorpe Festival of Arts
Email:

If you are not satisfied with our response, or believe we are processing your data in a way that does not comply with UK GDPR, you have the right to lodge a complaint with the Information Commissioner's Office (ICO):

ICO helpline: 0303 123 1113
Website: ico.org.uk

10. Accuracy of Information

We make every reasonable effort to ensure that the information published on this website is accurate and up to date. However, we give no warranty — express or implied — as to the accuracy, completeness, or fitness for purpose of any content on this site.

Event details such as dates, times, fees, and venue arrangements are subject to change. You should verify current information by contacting us directly before making travel arrangements or payments based solely on the content of this website.

11. Limitation of Liability

To the fullest extent permitted by applicable law, the Grainthorpe Festival of Arts and its volunteer committee members accept no liability for:

Any loss or damage arising from reliance on information contained on this website
Any interruption, suspension, or unavailability of this website
Any errors, omissions, or inaccuracies in the content of this website
Any loss of data, profits, goodwill, or business arising directly or indirectly from your use of this website
Any damage to your computer, device, or software resulting from accessing this website

Nothing in this disclaimer limits or excludes our liability for death or personal injury caused by negligence, fraud, or any other liability that cannot lawfully be excluded or limited.

12. Third-Party Links

This website may contain links to external websites operated by third parties, including (but not limited to) Facebook and other social media platforms. These links are provided for your convenience only.

We have no control over, and accept no responsibility for, the content, privacy practices, or availability of any external website. The inclusion of a link to an external site does not constitute an endorsement by the Grainthorpe Festival of Arts of that site or its operators.

You access linked external sites entirely at your own risk. We strongly encourage you to read the privacy policy and terms of any third-party website you visit.

13. Changes to This Policy

We may update this Privacy Policy and Disclaimer from time to time to reflect changes in the law, our activities, or the way we operate this website. The date at the top of this page will be updated whenever a material change is made.

We recommend checking this page periodically. Continued use of this website after any changes constitutes your acceptance of those changes.

Part 1 — Privacy Policy