Privacy Notice for the WhizzFizzFest Event

Saturday 2 July 2022

Buckinghamshire Council is the controller for the personal information we use about you. We are committed to protecting your privacy when you use our services.  

The law requires us to give you a Privacy Notice which gives you details about how we use and protect your personal information.  

Our contact details are:

The Gateway
Gatehouse Road
Aylesbury
Buckinghamshire
HP19 8FF

Telephone: 01296 395000

Our Data Protection Officer can also be contacted using the address and telephone number above or by email: [email protected]

Visitors to the event

We will collect the following information about you:

  • photographs of you at the Event through an accredited official event photographer

We will use your information to:

We are using your information because we need it to: 

  • promote the event

Our legal basis to use the information is for legitimate interests in promoting the Event run smoothly and/or to generate interest and community satisfaction. Those who do not wish to be photographed can request ‘no photo’ stickers from the Event Information Point.

We may share your information:

  • photographs will be shared with the public via our website and social media channels

Ticket holders to ticketed Events

We will collect the following information about you:

  • name
  • email address
  • telephone number
  • payment details
  • type of ticket purchased

The information we collect from you will be provided by you when you buy your ticket(s) for the event from Ticket Tailor who are our ticket agent.  They act on our behalf as our processor. 

We may take pictures and recordings of you as part of the audience at the event.

In relation to the Gangsta Granny workshop, this is being run by Aylesbury Waterside Theatre (part of the Ambassadors Theatre Group) as part of WhizzFizzFest. They are the data controller and data processor in this instance and will be handling all personal data. All queries regarding the privacy notice for this event should be directed to Ambassador Theatre Group. 

View the Ambassador Theatre Group privacy notice

In relation to the Lunch Club "BuzzChill" event, we will pass on the lead booker's name, party size and any relevant food allergies or intolerances to the venue The Petri Dish. We are sharing this information to book your space at the Event for the right number of people and to communicate any allergies or intolerances.

We will use your information to:

  • issue you with valid tickets
  • monitor entry to the Event
  • contact you about the Event and/or any changes we may need to make to the Event or if the Event is cancelled
  • compile a ticket register in the event of lost tickets
  • promote the Event
  • run the event, in the interest of participant/attendee safety
  • obtain feedback for future events and improvement

We are using your information because we need it to:

  • carry out the contract you entered into when you bought the tickets for the Event. If you do not give us your information you cannot buy the tickets
  • provide you with details of any changes to the Event
  • Run the Event and ensure safety measures are in place and met
  • promote the Event
  • obtain feedback for future events and improvement

Our legal basis to use the information is to carry out the contract and/or for legitimate interests in having the Event run smoothly and/or to generate interest and community satisfaction.

We may share your information with the people managing and organising the event. This will be Buckinghamshire Council staff including temporary or casual staff and venues hosting activity.

Competitions

We will collect the following information about you:

  • name
  • address
  • contact details
  • age
  • parents' details

This information will be on your entry/forms and will be collected when you enter the competition.

We will use your information to:

  • enter you into the competition
  • ensure you are put into the correct category
  • contact the winner(s)
  • tell people who won

We are using your information because we need it to:

  • be able to run the competition and give out the prize. If you do not give us your information your entry may not be used or you may not be able to get your prize
  • promote the Event

Our legal basis to use the information is that you have given us permission to use it.

We may share your information with:

  • the people or organisations judging or running the competition on our behalf and the media to publish your details for the promotion of the Event

Sponsorship/grants

We will collect the following information about you:

  • name
  • address
  • contact details
  • sponsorship/grant amount
  • financial details

This information will be collected when you apply to sponsor or grant to the Event and will form part of a contract between us.

We will use your information to:

  • consider your application to sponsor or provide a grant to the Event
  • provide you with any requested recognition including within promotional materials
  • contact you about the Event and/or any changes we may need to make to the Event or if the Event is cancelled

We are using your information because we need it to: 

  • carry out the contract you entered into for sponsorship of or grant to the Event
  • comply with financial regulations
  • promote the Event

If you do not give us your information we may not be able to use your sponsorship or grant monies or you will not be able to get recognition for your help.

Our legal basis to use the information is to carry out the contract and/or for legitimate interests in promoting the Event and other organisations and/or to generate interest and community satisfaction and to comply with the law (financial regulations).

We may share your information with:

  • the people or organisations performing functions on our behalf or providing promotional material and publicity on our behalf or the media

Exhibiting, providing an activity or performing at the Event

We will collect the following information about you:

  • name
  • address
  • contact details
  • nature of exhibit
  • performance or service
  • financial details
  • insurance details
  • requirements for attendance (eg space needed)
  • health and safety requirements

This information will be collected when you apply to exhibit or perform at the Event and will form part of a contract between us.

It is recognised that only some of this information is personal data or it may be used in a professional capacity.  This notice only applies in respect of personal data but if you have any queries you can still use the contact details below to obtain further information.

We will use your information to:

  • consider your application to exhibit or perform
  • promote your exhibition or performance
  • take payment for your pitch or area
  • consider safety and insurance requirements
  • contact you about the Event and/or any changes we may need to make to the Event or if the Event is cancelled

We are using your information because we need it to: 

  • carry out the contract you entered into for exhibition or performance at the Event
  • comply with financial regulations
  • ensure the safety of the public and other attendees at the Event
  • promote the Event

If you do not give us your information you will not be able to exhibit or perform at the Event.

Our legal basis to use the information is to carry out the contract and/or for legitimate interests in promoting the Event and/or to generate interest and community satisfaction and to comply with the law (health and safety and insurance and financial regulations).

We may share your information with:

  • the people, the venues that we are using (the stage, managed by Event staff and the Event production partner Evolution, St Mary’s Church, Aylesbury Library, Stay & Play, Granville Street Church, Buckinghamshire County Museum and The Kings Head Pub, all located in Aylesbury and those coordinating performances as part of the Event such as Dan Blasor)
  • organisations performing functions on our behalf or providing promotional material and publicity on our behalf
  • the media

Volunteering or working at the Event

We will collect the following information about you:

  • name
  • address
  • contact details
  • experience or education
  • photograph
  • emergency contact details
  • disability details
  • eligibility to work in the UK

This information will be collected when you apply to work or volunteer at the Event.

We will use your information to:

  • consider your application to work or volunteer
  • organise the Event (including deciding where and how you will assist/volunteer)
  • consider safety and insurance requirements
  • provide volunteer identification and required equipment
  • plan effectively for the event
  • contact you about the Event and/or any changes we may need to make to the Event or if the Event is cancelled

We are using your information because we need it to:

  • Ensure the safety of you, the public and other attendees at the Event.

If you do not give us your information you will not be able to volunteer at the Event.

Our legal basis to use the information is your permission and for legitimate interests in organising the Event and to comply with the law (health and safety and insurance).

Special category data

We may collect health and disability and nationality data which are required to comply with the law.

We may share your information with:

  • the people or organisations performing functions on our behalf and security

We may also share your information with:

  • other bodies responsible for auditing or administering public funds, and in relation to safeguarding purposes or in connection with the prevention of crime, criminal or legal investigations or proceedings including fraud (and the National Fraud Initiative) or regulatory functions

We will only use the information we hold about you for the reasons above but if we need to use it for any other reason we will normally tell you.

Your rights

You have legal rights over your information.  For details of those rights, how long we keep your information and how we keep it safe, see our main Privacy Notice page.

If you have any concerns and/or complaints you can contact the data protection team:

email: [email protected]