FESTIVAL PRIVACY POLICY
Who we are
The LDF takes great care to preserve your privacy and safeguard any personal data you provide us. This Privacy Notice explains how we collect and use your personal data.
What personal data do we collect?
We collect information supplied by you from the application form submitted for participation in the festival, from the Trophy Receipt form and volunteers. The data will be collected by the festival organisers.
We may collect personal data such as:
Name
Address
Date of Birth
Telephone Number
Address
Bank Details
Why does the festival need to collect this data?
The festival must know the names of competitors in order to organise the event, their ages (the classes are segregated by age), and the affiliated school (in order to communicate information about the festival) and marks gained (so that competitors can determine how well they have done, and so that, in the case of the Dance Section, the names of All-England qualifiers can be sent to the All-England Dance).
How we will use your personal data
We will use your personal data in a number of ways for the purpose of the running of the festival. Entries data will be inputted into an electronic access database.
​
These may include:
-
to process your entry form to take part in the festival
-
to keep you updated about your entry to the festival
-
to send you copies of our syllabus
-
to manage volunteers
-
to include names of performers in printed programmes, which will be on sale at the festival and on the list of winners on the website and social media
-
to print mark sheets and marks
-
to create signing in and out sheets and daily record sheets for each performance
The application forms ask you to acknowledge and consent to our keeping a mailing list for this purpose
Sharing your personal data
The database itself will routinely be accessible to three of the festival organisers, although from time to time, others within the organisation may be given access as and when required. Names and classes entered will be published in the festival programme. The names and ages of competitors gaining All-England qualifying marks will be sent to All-England after the festival in All-England years.
The organisation agrees to comply with Regulation 11 and Regulations 15 to 29 of The Children (Performances and Activities) (England) Regulations 2014 and will if asked, provide North East Lincolnshire with the details of each performance, including the date and time together with the full name, date of birth and address of all children taking part as part of the Contract of Agreement for Body of Persons exemption.
None of the data will be sold to or shared with any other organisation. The festival does not receive commercial sponsorship
You can request that your data be removed from the mailing list at any time by contacting the festival organisers.
Does anyone else associate with the festival’s collection of data?
The festival appoints a professional videographer to film competitors’ performances (only those booked in advance will be filmed). The videographer clearly needs to collect data from anyone ordering filming, but this is entirely a matter between the videographer and the customer. The festival accepts no responsibility for any data provided or collected for that purpose.
What will be the effect of sharing data?
The sharing of marks data with All-England will enable anyone qualifying to enter the regional finals of the competition in a qualifying year.
How long will we keep your personal data?
Paper forms of any kind will normally be kept for approximately one year (after the following year’s festival) and then destroyed either by shredding or burning. The festival has no timescale for the erasing of electronically held data. These data form a historical record of the festival, and the aim is to preserve that record. We would therefore like to maintain a reasonable historical record from then on. If you want your details erased from the historical record, you should make a subject access request. Your data will then be anonymised in the database.
How secure is my data?
Electronic data is held in a password-protected database, and a backup copy is maintained. Paper documents are kept in a private dwelling with normal domestic security measures in place; the festival will take reasonable measures to ensure that the paper data is not lost or stolen, or viewed by unauthorised persons, and when not being processed, will be stored under lock and key. Email communications are not subject to special encryption measures. The GDPR mandates procedures which must be followed for reporting a breach or suspected breach of data security.
Opting into data collection
A requirement of the GDPR is that providers of personal data must positively ‘opt in’ to having their data collected; it is no longer sufficient to assume that ‘silence gives consent’. Entry forms will contain suitable ‘opt-in’ statements, but it is the responsibility of entrants to ensure that these are completed.
Photography, filming, tape or CD recording during any performance/adjudication is prohibited by anyone other than the authorised Festival Videographer/Photographer.