Holt Festival Limited (Registered Charity no.1087652) (“HF”) is a charitable company limited by guarantee, with the primary purpose of advancing education for public benefit by the promotion of the arts, and in pursuance of that primary purpose holds the Holt Festival in July, which is a week-long festival of musical, theatrical, talks, discussions, cinematic, dance and fine art events. HF relies very heavily on a team of volunteers (“Volunteers”) to run the festival. In addition to raising money from ticket sales and advertising, HF also finances the festival by running schemes for Ambassadors, Friends, Subscribers and Sponsors (“Financial Supporters”). Other people and organisations help to promote and support the festival in other non-monetary ways (“General Supporters”). HF also holds a mailing list which people interested in the HF productions can actively sign up to.
Personal information relates to a living individual who can be identified from that information. Identification can be by the information alone or in conjunction with other information in the data controller’s possession. Holt Festival is a Data Controller and the processing of personal data or information is governed by the General Data Protection Regulations (GDPR).
As the Data Controller, HF decides how your personal information is processed and for what purposes.
We collect personal information from individuals applying to become Volunteers (which includes HF trustees and HF Board and Team members), Financial Supporters and General Supporters. This information comprises contact details of name, address, telephone and email, and is supplied to HF by the individuals concerned. It is retained by HF on its database. We use this personal information for communicating with Volunteers, Financial and General Supporters about HF activities, the HF programme, organising volunteer rotas and in the general running of the Festival, including fund raising activities and events, also invitations to the festival launch, private views and other events. It is also used to maintain our own accounts and records, including the processing of Gift Aid.
In the case of Financial Supporters, there is an option for them to opt out of their name being published in the HF brochure and on the HF website.
How long we retain information for
HF will not retain information for longer than is necessary. Every individual is entitled to request that any of their data is removed from our database at any time, although if legally required or if it is reasonably necessary to resolve disputes, prevent fraud or abuse or if we have a legitimate interest, we may retain information for a limited time as required.
HF mailing list
The HF mailing list is an online mailing list run by Mailchimp which people can voluntary sign up to through the HF website. The mailing list holds only email addresses without any other personal details and subscribers to it can de-register at any time.
HF will not contact anybody for whom we do not have the necessary consent. We understand that you trust us with your personal information and we are committed to ensuring the security and privacy of that information. All data subjects have detailed rights including the right of access to their own personal data and the right to change, correct or delete any of their own personal data. We may retain archived copies of that data as required by law or for legitimate business purposes (including helping address fraud and spam).
You can unsubscribe from receiving emails from HF by contacting firstname.lastname@example.org . Once you do that you will no longer receive emails from us.
You can request a readable copy of the personal data that we hold for you at any time by contacting email@example.com and also ask for that data to be corrected or updated.
HF will not rent, swap or sell any personal information to other people or organisations.
To allow the effective running of the Ambassadors, Friends, Subscribers & Sponsors Schemes HF provides contact details about the Financial Supporters to the organisation running the HF Box Office (currently Theatre Royal Norwich) – this enables Financial Supporters to take advantage of priority booking periods and any discounts & free tickets allowed by the various schemes.
HF may from time to time give contact details (telephone & email only) about Volunteers to visiting artists and organisations in so far as is necessary for the safe and efficient running of the festival.
Apart from the two exceptions referred to above, HF will not share the personal information of any Volunteers, Financial Supporters or General Supporters or of anyone on the HF mailing list with any other people or organisations.
23 April 2018