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 awaiting registration approval as a Charitable Incorporated Organisation based in West Oxfordshire, delivering inclusive performing arts opportunities through festivals, workshops, and events.

3. What Data We Collect
 

We may collect the following personal data:

• Name, contact details, and emergency contacts
• Age, school, and/or performing arts group (for youth participants)
• Performing arts group (for adult participants)
• Medical or access needs (where relevant)
• Media (photos/videos) with consent
• Financial details (for payments, scholarships, or donations)

4. How We Use Your Data
 

We process your data for the following purposes:

• Event registration and administration
• Safeguarding and health & safety
• Communication and updates
• Marketing (with consent)
• Financial processing (e.g. ticketing, donations)

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 share your data with third parties unless:

• Required by law
• Necessary for event delivery (e.g. adjudicators, venues)
• You have given explicit consent

8. Data Security and Retention

Data is stored securely on password-protected systems or locked files
Access is limited to authorised personnel
Data is retained only as long as necessary (e.g. 3 years for festival records, 6 years for financial data)

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. 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

v1.0