1. Who we are & how to contact us

Email: info@nickscharitydinner.co.uk | Phone: 07469923029

If you have questions about this Policy or how we handle your data, contact us using the details above. You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO) (see Section 13).

2. What personal data we collect

We may collect and process the following categories of personal data:

• Identity & Contact Data: name, email, phone number, postal address, age confirmation (16+), ticket reference, ID verification notes (for venue entry/alcohol service).

• Transaction & Payment Data: ticket purchases, amounts, payment method, billing details (we do not store full card numbers; these are processed by our payment provider).

• Event & Operational Data: seating or table preferences, accessibility requirements, transfer requests (name changes), dress code compliance notes, incident reports.

• Marketing Preferences: your opt-in/opt-out choices for receiving updates and fundraising news.

• Technical & Usage Data: IP address, device/browser type, cookie identifiers, pages viewed, referral URLs, interaction times (via cookies and analytics—see Section 10).

• Images & Media: photography and videography captured at the Event that may include your image and voice (see Section 9).

3. How we collect your data

• Directly from you: when you buy tickets, contact us, request transfers, share accessibility needs, or subscribe to marketing.

• Automatically: via cookies and similar technologies when you use our website (see Section 10).

• From third parties: payment processors, ticketing platforms, security providers, or the venue where necessary to run the Event.

4. Why we use your data (purposes) & lawful bases

We process personal data only when we have a lawful basis to do so:

• Ticketing & event administration (issuing tickets; entry management; seating; transfers; communications about the Event; venue rules and dress code).
  Lawful basis: Contract (performance of a contract); Legitimate interests (efficient operations; guest safety; fraud prevention).

• Payments & refunds (if we cancel/suspend per our Terms) (processing payments via our provider; accounting records).
  Lawful basis: Contract; Legal obligation (financial record-keeping).

• Safety & security (ID checks, incident management, intoxication or disruption handling; safeguarding a 16+ event).
  Lawful basis: Legitimate interests (safety of attendees and staff).

• Charitable purpose & transparency (confirming that all profits are donated to Veterinarians Without Borders, Charity No. 84146 9547; providing donation confirmations/impact updates).
  Lawful basis: Legitimate interests (charity reporting; donor confidence); Legal obligation (where applicable for accounting/reporting).

• Photography & media (recording the Event and using images/footage in our channels).
  Lawful basis: Legitimate interests (documenting/promoting the Event). We will reasonably accommodate requests not to be prominently featured (see Section 9).

• Marketing communications (event updates, future events, fundraising).
  Lawful basis: Consent (you can withdraw at any time), or Legitimate interests for similar events to existing customers in line with PECR (with an opt-out option).

• Analytics & website improvements (performance, security, usability).
  Lawful basis: Legitimate interests (running and improving our site). Certain non-essential cookies require Consent (see Section 10).

• Legal & regulatory compliance (record keeping, responding to lawful requests).
  Lawful basis: Legal obligation.

5. Sharing your data

We may share personal data with:

• Service providers/processors: ticketing platforms, payment processors, email/SMS providers, IT/hosting, venue/security operators—solely to provide services for the Event and our website.

• Venue: Rolls Royce Social Club, Barnoldswick for entry, safety, and operational coordination.

• Charity: Veterinarians Without Borders for donation verification and impact reporting (limited data—typically aggregated or transactional summaries; we do not sell personal data).

• Authorities & regulators: where required by law or to protect rights, safety, or prevent fraud.

• Successors: if we undertake a reorganization or transfer of operations; your data will remain protected under this Policy.

We require third parties to safeguard your data and use it only per our instructions and the law.

6. International transfers

If we transfer data outside the UK (e.g., to cloud/email providers), we will ensure appropriate safeguards, such as UK International Data Transfer Agreements (IDTA) or UK Addendum to EU SCCs, and assess recipient country protections.

7. Data retention

We retain personal data only as long as necessary for the purposes above:

• Ticketing & operations: up to 24 months after the Event to manage queries, transfers, and incident follow-ups.

• Financial records: typically 6 years to meet accounting and tax obligations.

• Marketing data: until you withdraw consent or opt out; we will refresh inactive lists periodically.

• Event media: retained for promotional archives unless you object (see Section 12).

We may anonymize data for statistics and reporting.

8. Security

We implement appropriate technical and organizational measures to protect personal data, including encryption in transit, access controls, least‑privilege administration, and vendor due diligence. While no system is 100% secure, we work to prevent unauthorized access, disclosure, alteration, or destruction.

9. Photography, video & media

The Event may be photographed and/or filmed. By attending you acknowledge:

• Your image and voice may appear in content used for Event documentation and promotion (website, social media, printed materials).

• If you prefer not to be prominently featured, please notify event staff on arrival. We will use reasonable efforts to accommodate requests (e.g., seating placement, photographer awareness), but we cannot guarantee exclusion from all crowd shots.

10. Cookies & similar technologies

We use cookies to make our website work, improve performance, and (with your consent) personalize content/measure marketing.

• Strictly necessary cookies: enable core functionality (login, checkout).

• Performance/analytics cookies: help us understand usage and improve the site.

• Marketing cookies: tailor communications and measure effectiveness.

You can manage cookie preferences via our Cookie Banner and browser settings. For details, see our Cookie Policy: [insert link].

11. Children & age

This Event is 16+. We do not knowingly collect personal data from children under 16. If we learn we have collected such data in error, we will delete it promptly.

12. Your rights

Under UK data protection law, you have the right to:

• Access your personal data.

• Rectify inaccurate or incomplete data.

• Erase data (in certain circumstances).

• Restrict or object to processing (especially under legitimate interests or for direct marketing).

• Data portability (receive your data in a structured, machine‑readable format, where applicable).

• Withdraw consent at any time for consent‑based processing (e.g., marketing).

• Complain to the ICO (see Section 13).

To exercise your rights, contact us at [insert email]. We may need to verify your identity before responding.

13. Complaints

You have the right to lodge a complaint with the Information Commissioner’s Office (ICO):
Website: https://ico.org.uk/
Helpline: 0303 123 1113
Or write to: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

We’d appreciate the chance to resolve your concerns first—please contact us using the details in Section 1.

14. Changes to this Policy

We may update this Policy from time to time. Material changes will be posted on our website with the “Last updated” date. If appropriate, we will notify you by email.

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