Privacy Policy

1. Introduction
 

WOXPAF and OFSDMT are committed to protecting your personal data and respecting your privacy. This policy explains how we collect, use, store, and protect your information in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Who We Are
 

We are a  Charitable Incorporated Organisation based in West Oxfordshire (Registered Charity No. 1217189.), delivering inclusive performing arts opportunities through festivals, workshops, and events.

3. What Data We Collect
 

We may collect the following personal data:

• Name and contact details
• Emergency contact details (where relevant)
• Age, school, and/or performing arts group (for youth participants)
• Performing arts group (for adult participants)
• Medical or access needs (where relevant)
• Photos and videos where consent has been provided
• Donation and transaction information
• Any other information you choose to provide when registering for events, making a donation, volunteering, or contacting us

Please note: Payment card details and payment processing information are collected and processed by our trusted third-party donation platform, Zeffy, and their payment processing providers. WOXPAF does not store your full payment card details.

4. How We Use Your Data
 

We process your data for the following purposes:

• Event registration and administration
• Safeguarding and health and safety
• Communication relating to our activities and events
• Marketing communications where you have provided consent
• Processing donations, ticket purchases and other financial transactions
• Charity administration, governance and record-keeping

5. Legal Basis for Processing
 

We rely on one or more of the following lawful bases:

• Your consent
• Contractual necessity
• Legal obligation
• Legitimate interest (e.g. event delivery)

6. Consent and Your Rights
 

Where consent is required (e.g. for photography or marketing), we will ask you to opt in. You can withdraw your consent at any time by contacting us.

You have the right to:

• Access your data
• Request correction or deletion
• Object to processing
• Lodge a complaint with the Information Commissioner’s Office (ICO)

7. Data Sharing

We do not sell your personal data or share it with third parties for marketing purposes.

We may share your data where:

• Required by law or a regulatory authority
• Necessary for the delivery of events and activities (for example venues, adjudicators, workshop leaders or safeguarding professionals)
• You have given explicit consent
• We use trusted service providers who process data on our behalf, including donation, payment, website hosting, email communication and administration platforms

When donations are made online, personal data is collected and processed through Zeffy, our donation platform provider. Zeffy processes personal data in accordance with its own privacy policy and applicable data protection laws.

8. Data Security and Retention

We take appropriate technical and organisational measures to protect personal data from unauthorised access, loss, misuse or disclosure.

• Data is stored securely on password-protected systems or in locked physical storage
• Access is restricted to authorised trustees, volunteers and service providers who require it to carry out their duties
• We only retain personal data for as long as necessary to fulfil the purposes for which it was collected and to meet legal, accounting and regulatory requirements
• Financial records may be retained for up to six years in accordance with legal requirements

Where we use third-party providers, including Zeffy, those providers are responsible for maintaining appropriate security measures for the data they process.

9. Photography and Media

We will only use your image or video with your consent. You may opt out at any time. For more details, see our Media & Photography Policy.

10. Third-Party Services

We use trusted third-party providers to help operate our charity and deliver our services.

This includes Zeffy, which we use to process donations and collect related donor information. Information submitted through Zeffy is processed and stored in accordance with Zeffy's privacy practices and applicable data protection laws.

We encourage users to review Zeffy's Privacy Policy before making a donation.

10. Cookies and Website Use

If our website uses cookies, we will provide a separate cookie notice explaining their use and how you can manage your preferences.

11. Contact Us

For any questions or to exercise your rights, please contact:

Bethany Mabbutt
Chair of Board of Trustees

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