Welcome to Capel Fete’s ’s privacy notice.
Capel Fete committee respects your privacy and is committed to protecting your personal data. This privacy notice will inform you as to how we look after your personal data when you visit our website (regardless of where you visit it from), contact us or take part on our fete and tells you about your privacy rights and how the law protects you.
Capel Fete Committee are a small committee of volunteers who are dedicated to the preservation and organisation of the annual community fete and fete-ival for Capel Parish. The fete committee is a non-profit making organisation. All proceeds from the fete go towards local charities or towards organising the fete itself.
For the purposes of data protection legislation, the Fete Committee is the “data controller” which means that the members of the committee are ultimately responsible for how the organisation uses and stores your personal data. In this notice “we” is a reference to the Fete Committee.
The Secretary is the person responsible for ensuring that the requirements of data protection legislation are complied with. They may be contacted by e-mail at firstname.lastname@example.org
The personal data we hold about you
‘Personal data’ is information that identifies you as an individual and relates to you. This data will have been provided by you through direct interactions. You may give us your data when corresponding with us by post, phone, email or otherwise. For example, when you contact us about helping with, or contributing to the organisation of the fete, when apply to have a stall, stand or display at the fete, when you request information about the fete, or when you give us some feedback.
• The personal data we hold will be held in our files and may include; Name, home address, contact telephone numbers, e-mail address. Also bank details for payments.
• We retain copies of written and electronic communications we receive from you.
• We record details of any donations you make to the Fete Committee and the purpose for which the donations were made.
It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.
The fete committee does not process personal data of children. This website is not intended for children and we do not routinely or knowingly collect data relating to children.
If children attend or take part in Capel Fete and Fete-ival, they would normally do so under parental control or under the auspices of a Youth Group. The only time when personal data of children is captured is under our Lost and Found Children Policy and is necessary for the safeguarding of any lost or found children and so that the fete committee can liaise with the Police if required. A copy of the Lost & Found Policy is available during the event or by request.
How we use your personal information
The personal information we hold about you is used for the following purposes.
• To communicate with you about your interest in our event
• To inform you about the event organisation and your attendance at our event and to perform a contract with you if you have been booked to attend our event.
• To keep you informed about Fete meetings and activities, future fetes etc
• To process payments due to you
• To send you invitations, newsletters, fete reports and other written material relating to Fete Business
• To record details of any donations you make to the Fete Committee
• For historical, research or statistical purposes.
Generally, we rely on having a legitimate interest in processing your personal data i.e. we have a legitimate interest in ensuring that you receive all the information required to be a part of our event. We do not rely on consent as a legal basis for processing your personal data but where we do, you have the right to withdraw consent at any time by contacting us.
How we contact you
You may be contacted for any or all of the above purposes by email, telephone, post or by text message, but only where this is permitted under data protection legislation. If you tell us that you do not want to be contacted by one or other of these means, we will of course respect that.
Ensuring your information is accurate and up to date
Periodically we will invite you to notify us of any changes to your contact details.
Who we share your data with
• We share your details with members of the Committee but never with anyone seeking to contact you who is not on the committee without your consent.
• We may share your information with trusted third parties to help us perform certain tasks that we do not have the capacity or expertise to do in house. They only use your data for our specified purposes and do not share it with anyone else.
• We also use third party ‘cloud computing’ services (Google Drive) to store your information, rather than store it on hard drives.
• In accordance with our legal obligations we may share your personal information with the police or other authorities as the need arises.
• We may need to share information with the emergency services if, for example, you are injured at our annual event. We may also share your information with our legal advisers and insurers.
• The information we share will be strictly limited to the personal data required for each task.
• We never sell, rent or share your personal data with any third parties for marketing purposes.
Third Party Links
Our website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy notice of every website you visit.
How we keep your data safe
We have put in place security measures to prevent your personal data from being accidentally lost, used, altered, disclosed, or accessed without authorisation.
Those third parties who we share your data with are required to give an undertaking that their systems are compliant with the General Data Protection Regulation, that your data will be kept secure, and that it will be destroyed, as soon as the purpose for which it has been shared is fulfilled.
Third parties outside of the EU that we use include Google Drive. This is certified as protecting personal data under the EU/US Privacy Shield.
How long will we keep your information?
We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for. We will keep copies of written or electronic communications from you for at least 24 months. Thereafter, we may destroy or archive the material.
We will keep financial information we hold about you for at least 6 years, in compliance with our legal obligations.
Capel Fete Committee will not transfer any data outside of the EEA
What action we take if your data is breached
Whilst every effort is taken to protect your data, breaches can arise. A personal data breach can be broadly defined as a security incident that has affected the confidentiality, integrity or availability of personal data. for example, if someone accesses the data or passes it on without proper authorisation; or if the data is made unavailable due to it being encrypted by ransomware, or accidentally lost or destroyed. In that event, we will take remedial action as a matter of urgency. In serious case we are obliged to notify the Information Commissioner’s Office within 72 hours of discovering the breach.
We have procedures in place to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach, if we are legally required to.
If you are worried that your personal data has been compromised, and you believe this may be due to some action on the part of the Fete Committee, you should draw this to the attention of the Secretary as soon as possible, in order that it can be properly investigated.
New data protection legislation gives you a number of rights regarding your information. Some of these are new rights, whilst others build on your existing rights. The Secretary can provide you with more information about your data protection rights.
Your rights are as follows:
• if information is incorrect you can ask us to correct it; in that event, we can only use it for limited purposes while we check its accuracy;
• you can ask what information we hold about you and be provided with a copy;
• you can ask us to delete the information that we hold about you;
• you can ask us to send you, or another organisation, certain types of information about you in a format that can be read by a computer;
•you can ask for us to stop processing your data
If you wish to exercise any of the above rights, you should write to the Secretary explaining what action you want us to take and the reasons for doing so.
You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances.
Should you wish to discuss or complain about the way that we are handling your information, please contact the Secretary in the first instance (email@example.com) . You can obtain further advice from the Information Commissioner’s Office (ICO), details of which can be found at https://ico.org.uk
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How long we retain your data
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Where we send your data
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