Privacy notice – or, what do we do with your information, and why?
First things first, thank you for taking the time to read this. We know data protection and legal info might be a boring subject, but we have some stuff that we have to inform you about. We’ll keep it as short and sweet as we’re able, and hopefully you’ll understand what we do with your information, and why – as well as making you aware of your legal rights in the process.
We are Balstock, and we are the Controller of the info we use. We are the biggest free music festival in Hertfordshire. We’re not a limited company, we’re a community interest company (company number XXXXXX) and we’re run by a great collection of volunteers. We are registered with the ICO under reference XXXXXXX
We can be contacted by emailing the Balstock data protection coordinator, at [email protected] or even by talking to us when we’re out and about in Baldock – pubs, cafes etc, (but not if we’re obviously having a romantic meal in the local restaurants, please).
We don’t need very much so we don’t collect very much, and we delete it as soon as we’re done with it – less than a month after the end of the festival. We’d use less and delete it sooner if we could, but we’re not mind-readers. When we collect personal data, we’ll let you know why we need it and what we’ll do with it. We’d use blinking text to make it even more obvious if we could, but we can’t find a modern browser that supports that.
We’d love to say we’ll use your personal data “To take over the world!” but bigger festivals beat us to that one. We’ll have to make do with the following:
What we do with your information and why do we need it?
We have a number of other types of volunteers who help Balstock out, who will process your data. Where this is required, BALSTOCK places data protection requirements on these third-party processors to ensure data is processed in line with volunteers’ privacy rights.
These volunteers are our:
Photographers/videographers – you’ll be able to spot them as they’ll have cameras bigger than the average telescope and will be wearing Balstock rep t-shirts with the word ‘photographer’ on the back. If you don’t want to be photographed, just ask them nicely to not take your pic/video. But then don’t complain when you can’t see yourself on social media 😊
Drone operator – these are crowd shots and you’re unlikely to be identifiable.
We have a legitimate interest to promote Balstock and record these images for posterity.
If you’re out there waving a bucket and collecting money for us (THANK YOU), we have a legitimate interest in knowing who you are and what your contact details are. We want you, and the money you collect for our charities to remain safe and secure, and need to be able to contact you to manage the buckets for emptying and passing on to other volunteers.
Before letting you go out with a bucket, we’ll need to take a pic of you, and the bucket, so that we know what you look like, what time we issued the bucket, and the bucket name/number. If you don’t want this image to be used on social media as a thank you – just let the volunteer coordinator know. This pic will be deleted when the bucket (and you) are returned safely – obviously this is a legitimate interest of ours.
If you’re one of our fantastic committee members, we also have a legitimate interest in keeping your contact details so that we can contact you to arrange meetings and stay in touch when we start to organise each years festival. On the years off, we’ll just ignore you.
If you volunteer for sound or light engineering, stage construction/dismantling, we also have a legitimate interest to have your details on file so that we can co-ordinate efforts and make sure you have the information you need to be where you need to be at the right time. Nothing worse than turning up to dismantle a stage, only to find that the stage has already gone and all that’s left is an empty crisp packet wafting in the wind.
Oh – and if you’re one of our tech volunteers for sound, lighting and suchlike, you’re free to join the WhatsApp tech chat if you want to – you’d be giving us consent for that – which you can withdraw at any time by just flouncing out of the group and leaving tumbleweed behind you.
We know many of you personally, but for Balstock purposes, we have a legitimate interest to hold your contact information, the number of people in your line up (and do tell us this, or you won’t have enough drinks vouchers!), your tech spec, your rider requirements (ha ha – no, we don’t need that, we’re just checking you’re reading this), and your availability to perform over the festival.
As above, though we know many of you on a personal basis, we have a legitimate interest to keep some information in proper records because we need to be able to get in touch with you to give you information about running orders of artists etc.
What information do we need from you?
In all cases. we keep the information we use to an absolute minimum – the less data we have, the less there is to worry about. The personal data we will collect from you includes the following:
If you don’t let us have this info, we can’t use you as a volunteer or let you play.
Will we ever source your information from third parties?
Nope – we don’t buy data, and never will. Neither will we ask you to pass contact information to us about other people who may be involved with Balstock.
How is your information shared?
Sharing is caring unless it’s your personal data. We won’t pass on your personal data to anyone unless we have good reason:
If you donate to us by scanning the Balstock QR Code on buckets, fliers, in venues etc, your payment data will be passed to SUM UP for payment. For information about how SUM UP processes your information, please see their privacy notice here.
Otherwise, we won’t share your personal information with any third parties unless the law allows or needs us to; e.g. if you need assistance from the emergency services and you’re physically or legally incapable of giving consent. This is what’s known as Vital Interests, – or Life and Death situations. We’d also share information with about you with law enforcement agencies if we needed to – but we’d hope that never happens!
How long will we keep your information?
We’ll keep hold of your details from sign up, and the duration of the BALSTOCK festival, and then we’ll keep it on file no more than one month after the festival.
We know many of you personally, but we’ll only keep your details in our official Balstock records from application to one month after Balstock.
As above, though we know many of you on a personal basis, we’ll only keep your details in our official Balstock records from confirmation of you agreeing to be a venue to one month after Balstock.
Donors who donate via QR Code
We will not record who donates, and we will not keep a record of any of your information for any purpose other than to pass it to our third-party SUM UP for the purposes of donation.
You have lots of rights in respect of our processing of your personal data. This is a good thing. The relevant rights are:
If you want to exercise any of these rights, please get in contact at [email protected]
We will need to ensure you are who you say you are, when you submit a Rights Request, but once that has been done, we will respond in a timely manner and within one month of receipt.
You also have the right to lodge a complaint about our processing with the UK’s Information Commissioner’s Office – but we would genuinely welcome the opportunity to resolve any complaints first. Preferably over a lovely cup of refreshing tea or beverage of your choosing in one of Baldock’s lovely cafes.
Information Commissioner’s Office
Telephone: 0303 123 1113
How can you find out more information?
If you need further information about how we store and use your personal data, please feel free to ask us, and if you think we’ve missed something in this privacy notice, please let us know and we’ll look into it.