Privacy Policy
Last updated: 21 March 2026
Goldsithney Charter Fair respects your privacy and is committed to protecting your personal data.
This Privacy Policy explains how we collect, use, store, and protect your personal information when you visit [www.goldsithneycharterfair.co.uk], contact us, submit forms, purchase advertising or sponsorship products, apply as a vendor or stallholder, make a donation, or otherwise interact with us through the website.
1. Who we are
For the purposes of UK data protection law, the data controller is:
Goldsithney Charter Fair Committee
Email: info@goldsithneycharterfair.co.uk
If you have any questions about this Privacy Policy or how we use your data, please contact us using the details above.
2. The information we collect
We may collect, use, store and transfer the following types of personal data:
Information you provide directly
- your name
- email address
- phone number
- postal address
- business name
- billing details
- details you include in contact forms
- advertising submission details
- stallholder or vendor application details
- sponsorship information
- donation-related details
- documents and uploads you provide, such as logos, images, insurance documents, certificates, and other supporting information
Technical and usage information
When you use our website, we may automatically collect limited technical information such as:
- IP address
- browser type and version
- device type
- operating system
- pages visited
- time spent on pages
- referring website addresses
- cookie and tracking data, where applicable
Transaction information
If you purchase a product or service through the website, we may collect:
- order information
- payment-related details
- purchased package details
- submission status linked to an order
Please note that card and payment information is usually processed by our third-party payment provider and is not stored by us directly unless clearly stated.
3. How we collect your data
We collect personal data:
- when you complete a form on our website
- when you contact us by email, phone, or contact form
- when you place an order
- when you submit advert, sponsor, or vendor information
- when you upload files or documents
- when you subscribe to updates, if offered
- automatically through cookies or similar technologies, where used
4. How we use your personal data
We use your personal data to:
- respond to enquiries
- manage and administer the website
- process advertising, sponsorship, and vendor submissions
- process orders and payments
- manage event-related communications
- publish submitted business, sponsor, stallholder, or promotional information where relevant to the service purchased or requested
- verify eligibility, documentation, insurance, or certificates where required
- improve website functionality, performance, and user experience
- maintain security and prevent misuse
- keep records relating to the running of the fair and associated promotions
- comply with legal or regulatory obligations
5. Our lawful bases for processing
Depending on the situation, we rely on one or more of the following lawful bases under UK GDPR:
- Consent – for example, where you opt in to marketing or agree to certain optional cookies
- Contract – where processing is necessary to provide a service, process an order, or manage an advertising, sponsor, or vendor submission
- Legitimate interests – where it is reasonable for us to use your data to run, promote, protect, and improve the fair and the website, provided your rights do not override those interests
- Legal obligation – where we need to comply with the law
The ICO explains that organisations must be transparent about the lawful basis they rely on, and that privacy notices should clearly set this out.
6. Marketing communications
If we send marketing communications by email or similar electronic means, we will do so in line with applicable privacy and electronic communications rules.
Where consent is required, we will ask for it. Where consent is not required, we will still provide a clear way for you to opt out.
You can unsubscribe or opt out at any time by:
- clicking the unsubscribe link in any marketing email, where available
- contacting us directly at [insert email address]
ICO guidance confirms that direct electronic marketing is subject to PECR as well as UK GDPR.
7. Cookies and similar technologies
Our website may use cookies and similar technologies to:
- make the website function properly
- remember your preferences
- improve performance and usability
- understand how visitors use the site
- support embedded content, social media features, or analytics tools
Where required by law, we will request your consent before using non-essential cookies or similar technologies.
You can usually control cookies through your browser settings and any cookie preferences tool we make available on the site.
The ICO states that cookies and similar technologies are regulated under PECR, and that PECR must be considered before UK GDPR when these technologies are used.
8. Sharing your personal data
We may share your data with trusted third parties where necessary, including:
- website hosting providers
- payment processors
- form and e-commerce platform providers
- email providers
- analytics providers
- technical support providers
- committee members or authorised administrators involved in running the fair
- professional advisers where necessary
- regulators, law enforcement, or other authorities if required by law
We do not sell your personal data.
If advertising, sponsorship, or vendor packages involve public promotion, some of the information you submit may be displayed publicly on the website, social media, brochure, or related promotional material. This may include business names, logos, descriptions, website links, images, and social profile links.
9. International transfers
Some of our service providers may process data outside the UK. Where this happens, we will take reasonable steps to ensure your data is protected by appropriate safeguards in line with applicable law.
10. How long we keep your data
We keep personal data only for as long as reasonably necessary for the purposes for which it was collected, including:
- responding to enquiries
- fulfilling orders and services
- managing fair administration
- meeting legal, accounting, tax, or reporting requirements
- resolving disputes and enforcing agreements
Typical retention periods may include:
- contact enquiries: up to [12/24] months
- vendor, sponsor, and advert submissions: up to [24/36] months after the relevant fair cycle
- financial and transaction records: as long as legally required
- analytics and technical logs: in line with platform settings and operational needs
You should adjust these periods to match how the committee actually works.
11. Your data protection rights
Depending on the circumstances, you may have the right to:
- access your personal data
- have inaccurate data corrected
- request deletion of your data
- restrict processing
- object to processing
- request transfer of your data
- withdraw consent where processing is based on consent
To exercise your rights, contact us at [insert email address].
You also have the right to complain to the Information Commissioner’s Office if you believe your data has been handled unlawfully. ICO guidance and tools for privacy notices and data rights are available via the Information Commissioner’s Office.
12. Security
We take reasonable technical and organisational measures to protect your personal data against unauthorised access, loss, misuse, alteration, or disclosure.
However, no website or internet transmission can be guaranteed to be completely secure, so you use the site at your own risk.
13. Third-party links
Our website may contain links to third-party websites, social media platforms, booking pages, payment services, fundraising pages, or external resources. We are not responsible for the privacy practices of those third-party sites, and we encourage you to read their privacy policies.
14. Children
Our website is intended for a general audience. We do not knowingly collect personal data from children except where this is clearly provided by a parent, guardian, or responsible adult in connection with the fair or a related activity.
15. Changes to this Privacy Policy
We may update this Privacy Policy from time to time. Any changes will be posted on this page with an updated revision date.