Essex Book Festival Respects Your Privacy

Essex Book Festival understands that your personal information and privacy is important to you, and therefore makes every effort to ensure that the information you share with us is recorded accurately, retained securely, used only according to your wishes and only held for as long as it is needed. This Privacy Statement outlines how we collect your data and what we do with it.

We protect your personal information and adhere to all current data protection act legislation with respect to protecting privacy and processing data. Essex Book Festival does not give out, sell or trade any personal data with external organisations, or share your personal data with any third parties including project partners without your consent.

Our mailing list

When you sign up to our e-mailing list Essex Book Festival will only ask for your email address, as that is all we need to be able to contact you by email and keep you up to date with our activities. Once you have opted in, we will send you regular email updates about our programme and the festival, any special news bulletins we think may be of interest to you, opportunities to participate in projects, and event invitations.

To deliver our newsletter we use a third party provider MailChimp, who hold your email address at a secure location. We use MailChimp software to gather statistics on opening rates and clicks on links, which help us monitor and improve our communications. Individuals can unsubscribe at any time from newsletters by clicking the unsubscribe link on each e-newsletter.

You can view MailChimp’s privacy and security notice at mailchimp.com/legal/privacy.

Buying tickets via the Box Office

The box office for many of our festival events across Essex is managed by Experience Tickets via the Mercury Theatre, Colchester.When you are booking tickets or wanting to join their mailing list, they will collect personal information about you such as your contact details and payment method, and will give you the opportunity to indicate if you do or do not wish to receive more information from them on first contact. You may revise the choice or information that you have provided at any time by contacting the Mercury Theatre direct.

The Mercury may occasionally pass information about attendees on to us as event organisers when requested, but only if we need to contact you in advance before the event (with information such as unusual parking instructions, changes to the event, or cancellations). However this is unusual, and if it happens we will delete any personal data as soon as we have contacted you so it will not be held in our files.

For more information about the Mercury’s privacy policy visit mercurytheatre.co.uk/privacy-policy

Third party box offices and website links

You might find links to third parties on our website, in our brochure and promotional material, and when signing up to attend events in our programme or promoted by us that we have not directly organised. These are usually for other creative organisations who support us, or who are organsing their own events as part of the Essex Book Festival programme.

These other organisations may have their own booking systems independent of Essex Book Festival, and should have their own privacy policies. We do not accept any responsibility or liability for their data protection procedures as we have no control over them, and so we would strongly advise you to consult their ownprivacy policies.

Special Event Invitations on Eventbrite

Occasionally we may invite you to attend a free event and ask you to RSVP via Eventbrite. In this case we’ll ask for your full name, your email address, and may request additional information such as the name of the organisation. This additional information will usually be optional, and is only required to help organisers monitor numbers, reach and inclusiveness of the event. If we are organising events in partnership with an external organisation and want to share attendee information with them, we will make this clear on the Eventbrite page

Please note that Eventbrite is a third party service that is not owned or managed by the Essex Book Festival. You should refer to Eventbrite’s Terms and Conditions and Privacy Policy, as we do not accept any responsibility or liability for their policies. Eventbrite operates in the USA and subscribes to the EU-US Privacy Shield, which commits subscribers to adhering to European standards of data protection.

For those who do not want to use Eventbrite, attendees can email Essex Book Festival directly at [email protected] book their place for free events.

Eventbrite’s Terms and Conditions can be found at eventbrite.co.uk/tos, and their Privacy Policy can be found at eventbrite.co.uk/privacypolicy

Festival Feedback questionnaires

Essex Book Festival may invite you to undertake post-event evaluation, at which time you will be asked to share personal information such as your name, email address, age and any comments/opinions about the event you attended. We use this information for monitoring purposes and to pass on to partners and funders. However, all responses will be anonymised before sharing or comments made public, and all completed questionnaires and responses will be destroyed within six months of collection.

Feedback is collated through questionnaires forms and bookmarks at events, and online via SurveyMonkey, which operates in the USA and subscribes to the EU-US Privacy Shield, which commits subscribers to adhering to European standards of data protection.

For more information about SurveyMonkey’s privacy policy visit surveymonkey.com/mp/legal/privacy-policy

For those who do not want to use SurveyMonkey and wish to give us their feedback directly, then attendees can email Essex Book Festival directly at [email protected]

Google Analytics

When someone visits www.essexbookfestival.org.uk, we use Google Analytics to collect statistical data and details of visitor patterns which tell us which parts of our website visitors use most often. None of this information uses, or requires the use, of personal information and is processed in a way that does not identify individuals. We do not make any attempts to find out the identities of individuals visiting our website.

Security and Storage

The transmission of information via the Internet or email is not completely secure. However, once we have received your personal data, we will take all reasonable steps to prevent unauthorised access. We will process, disclose or share your personal data only if required to do so by law or in the good faith belief that such action is necessary to comply with legal requirements or legal process served on us or the website.

Essex Book Festival uses Dropbox for file sharing, which is a secure place for our files. However, any sensitivedata related to personal information about our audiences and those we work with will be kept in a secure password protected office archive for extra security.

More information about Dropbox’s privacy can be found at dropbox.com/privacy

Your Rights and Information Requests

You have several rights, which we will endeavor to adhere to, and we will aim to respond to information requests within one month. Please note that we will need to ask for valid proof of identification before proceeding with any requests. Your rights are detailed below:

RIGHT TO BE INFORMED – Individuals should be informed of how their data is collected, stored and processed in a clear, accessible way (the purpose of this Privacy Statement)

RIGHT OF ACCESS – Individuals can request access to a copy of their data in electronic form and details of how it is processed

RIGHT TO RECTIFICATION – Individuals are entitled to have their data corrected if it is inaccurate or incomplete

RIGHT TO ERASURE – Also known as ‘the right to be forgotten’, this permits individuals to request the deletion of their data

RIGHT TO RESTRICT PROCESSING – Individuals can request a halt on processing if they object to accuracy or purpose but you can still hold the data until resolved (this would be an immediate action by us)

RIGHT TO DATA PORTABILITY – Individuals can request their data in a suitable digital format, sent either directly to them or to a third partyRIGHT TO OBJECT – Individuals can object to the processing of their data

 

Who to contact

We want to make sure that your personal information is accurate and up-to-date, and you may ask us to correct or remove information at any time. If you wish to exercise any of your rights in relation to the data we hold about you, as listed above, then please do not hesitate to get in touch.

Contact Jo Nancarrow, Festival Coordinator on [email protected] who is acting as the Data Controller for the organisation, or Peter Donaldson, Trustee on [email protected] who is acting as SIRO (Senior Information Rights Owner) for the organisation.

You also have the right to lodge a complaint with the Information Commissioners Office (ICO) if you believe your data has been processed in a way that does not comply with data protection. You can do so by calling the ICO helpline on 0303 123 1113 or via their website at ico.org.uk

 

Last updated: May 2018

Image Credit: Josh hallett / Flickr under a CC BY 2.0 license.