Privacy Notice for WhizzFizzFest

Introduction

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 provide you with 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 585858

Our Data Protection Officer can also be contacted at:

Buckinghamshire Council
Walton Street
Aylesbury
HP20 1UA

Email: dataprotection@buckinghamshire.gov.uk

Telephone: 01296 395000

This section of the privacy notice relates to any of the applications you wish to complete concerning the:

  • WhizzFizzFest Parade Entry
  • Staff Training
  • Artist in Residence and
  • Artwork competition

We will collect the following information about you:

  • School/organisation name and year groups involved
  • Email address
  • Phone number
  • Teacher/staff responsible.
  • Financial details
  • Number of adults and children involved in an artist tutorial
Note: Artworks will be displayed in town centre shop windows in the run up and on the day of the festival Saturday 26 June along with the school name and year group.

We will use your information to:

  • efficiently organise the project from arranging artist tutorials, teacher training workshops, collecting finished artworks, display and acknowledge the class involved in the design and take payments for services.
  • notify organisations of any changes to relevant information, including guidelines relating to the Covid-19 pandemic.
  • submit artworks to the judging panel to select a winner, for publicity and promotion of the competition and promotion of other WhizzFizz  events, which will be used on our website, social media and in the media and to contact the winning entry class teacher.

We are using your information because we need it to:

  • Coordinate any artist visits or online tutorials
  • Hold information on your school, book or theme your artwork will be based on and whether you will be having an artist tutorial, attending a training tutorial or going it alone
  • Invoice for artist tutorials and training tutorial
  • Addresses to collect finished artworks and return following the event if you wish
  • Share with the judging panel
  • Contact the winning teacher

We may also use personal information where this is necessary to comply with our statutory obligations or other legal requirements.

General information about the School may be used in promoting the event and/or to generate interest and community satisfaction. 

Where applicable, we may share your information with:

  • the artist in residence
  • workshop trainer
  • Buckinghamshire Council’s Communities Team.

For the competition: via social media to promote the competition and  announce winners and with a judging panel made up of Aylesbury town centre business owners, Buckinghamshire Council representatives and artists involved in the event.

Online ticket holders to the Event

We will collect the following information about you:

Name, Address including Post Code, Email Address, telephone number, payment details, type of ticket purchased.

The information we collect from you will be obtained by Ticket Tailor who are our ticket agent.  They act on our behalf.  The information will be collected when you complete a purchase for  tickets at the Event. Ticket Tailor’s privacy notice can be found here https://www.tickettailor.com/privacy-policy

This year we are working with Waterstones book stores to facilitate book and ticket options. Waterstones will receive your details for the purposes of posting your books after the Event. Below is Waterstones’ GDPR statement for third party events:

  • Customer data must be sent to us encrypted with a password, which should be sent separately
  • Data for these events will be used solely for the purposes of administering the book postage of the event. We do not save or handle the customers’ data except for the purposes of posting the books.
  • This data is handled entirely separately of Waterstones’ own customer CRM (customer relationship management software) and data handling; these customers will not receive any contact from Waterstones, except in instances related specifically to the delivery of these books
  • Data remains encrypted and is only kept as long as is needed to fulfil the orders

Waterstones main privacy policy is available on their website, but notice should be given to the fact that this is not a Waterstones service.

Online author events will be viewable on an online platform YouTube. YouTube’s privacy policy can be found at https://www.youtube.com/static?template=terms. Buckinghamshire Council has no control over any adverts or other videos that may be shown during or after this event.   

If a ticket is purchased before 4pm GMT on Friday 25 June 2021, an email will be sent to you from whizzfizzfest.av@buckinghamshire.gov.uk containing your ticket link.

If a ticket is purchased between 4pm on Friday 25 June and 8pm on Saturday 26 June, the ticket will contain the link for you to view the show. You will not be required to enter any personal details to access the show once you have bought your ticket.

The Story Chef interactive live show will be broadcast via Zoom. Customers will need to create a Zoom account if they don’t already have one which will require your date of birth (this data is not stored) and your email address. You will also be required to create a password.

We will use your information to:

  • Issue you with valid tickets 
  • 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.
  • tell Waterstones how to post your book to you if you have selected a ‘book and ticket’ option.
  • evaluate the Event audience’s location

We are also 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.
  • promote the Event.

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 (Buckinghamshire Council staff and casual employees)
  • Live ticket holders and visitors to the Event

We will collect the following information about you:

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

The information we collect from you will be obtained by Ticket Tailor who are our ticket agent.  They act on our behalf.  The information will be collected when you complete a purchase for  tickets at the Event.

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

Special category data

We will collect health and disability data from you

We will use your information to:

  • issue you with valid tickets
  • contacting 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
  • ensure that any possible adaptations are made at venues for disabilities including ramps and lighting requirements.

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.
  • make any necessary possible adaptations are made to make the Events accessible to a wide range of audiences
  • provide you with details of any changes to the Event
  • promote the event

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 (Buckinghamshire Council staff and casual employees)

We may take photos or videos of you at the Event. No photo stickers will be available from Event points throughout the festival.

You will be required to complete Test & Trace via the venue barcode as per central government requirements. Details on how this data is managed can be found on the Test and Trace Privacy Notice.

Alternatively, if you are unable to use the barcode, event staff will capture your details and they will be stored with the event team for 21 days from the event date (17 July 2022) at which point they will be destroyed. The only reason for which these details will be used is to contact you should the event organisers be made aware of any potential contact with a person who has tested positive for Covid-19.

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

Exhibiting 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.

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 (Granville Street Church, Buckinghamshire County Museum Stay & Play soft play, all located in Aylesbury), or organisations performing functions on our behalf or providing promotional material and publicity on our behalf or 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 and eligibility to work in the UK

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

We will use your information to:

  • consider your application to volunteer
  • organise the Event (including deciding where and how you will assist/volunteer)
  • consider safety and insurance requirements
  • provide volunteer Identification
  • provide 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 special category data, including 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 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

The year group age and school of the winning entry will be retained for one year from the date of judging on 26 June 2021.  All details of non-winning entries will be destroyed within one month of the judging date.

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