Privacy Policy

The British and International Federation of Festivals for Music, Dance and Speech takes great care to preserve your privacy and safeguard any personal data you provide to us. This Privacy Policy explains how we will collect and use your personal data.

We may change this Policy from time to time so please check regularly to ensure that you’re happy with any changes.

Who we are

We are the British and International Federation of Festivals for Music, Dance and Speech. We are a registered charity (Registered Charity Number 213125) and company limited by guarantee (Company Number 177744).  We are a membership organisation and our registered address is Festivals House, 198 Park Lane, Macclesfield, Cheshire, SK11 6UD.

What personal data do we collect?

We may collect personal data from such as:

  • Your name
  • Your address
  • Your date of birth
  • Your telephone number
  • Your email address
  • Your bank details
  • Your National Insurance number (for employees)
  • Your qualifications or educational achievements (if relevant to your membership application)
  • Your photograph

When you visit and use our website, we may also use cookies and collect information about your visit that enables us to identify you and provide you with a more personalised service. For more details, please see the ‘How do you use cookies on your website?’ section below.

How do we use your personal data?

We will use your personal data in a number of ways which may include:

  • Processing your application to become a member of the Federation.
  • Publishing your details in line with your consent preferences on our online members' directory which is accessible by other members. 
  • Keeping you updated about your membership via our newsletters, news emails, subscription renewal communications and other member-related communications.
  • Processing any applications for a paid or unpaid role within the Federation.
  • Processing any donations made to us.
  • Processing any subscription payments made to us.
  • Managing any orders for publications or other materials from us.
  • Processing your application to be involved in our governance such as becoming a member of our Board of Trustees.
  • Responding to a general enquiry made to us.
  • Processing your application to attend a Federation-run event.
  • Dealing with a complaint or concern raised to us about one of our members/staff/volunteers.
  • Processing any Disclosure and Barring Service (DBS) application details prior to submission to the DBS.

Who do you share my personal data with?

If you are a member of the Federation, we will only ever use your personal data to manage your membership with us, including listing you on our online members' directory,  keeping you up-to-date with any membership news and to advise you about your subscriptions renewals. 

If you are not a member, we will only use your personal data to deal with the issue or enquiry that you have raised with us.

We will never sell your details to any third party and we do not buy any personal data about people who support other charities.

If you have made a Gift Aid declaration, we may need to disclose the information you have provided as part of the Gift Aid declaration to HMRC for the purpose of reclaiming Gift Aid on your donation(s). 

We will submit your DBS applications to the DBS directly.

We may share or disclose your personal data if we are required to do so by any law or court order.

What is the legal basis for processing my information?

In some cases, we will only process your personal data where we have your specific consent to do so.

In other cases, we will process your personal data so that we are able to manage our membership agreement with you. 

We may also process your personal data because there is a legitimate interest for us to do so as part of our work, and it is reasonable to expect that your information would need to be processed by us to complete this work. For example, it is reasonable for us to collect your name, address and contact details to be able to process your application for membership, and you would reasonably expect this to happen for your application for membership to proceed.

Whenever we process your personal data under the legitimate interest lawful basis, we make sure that we consider your rights and interests,  and will not process your personal data if we feel that there is an imbalance, or you would not reasonably expect your data to be processed in this way.

How do you keep my information secure?

We've implemented appropriate physical, technical and organisational measures to protect the personal data from improper access, use, alteration, destruction and loss.

Our website may contain links to other sites. While we try to link only to sites that share our high standards and respect for privacy, we are not responsible for the content or the privacy practices employed by other sites. Please be aware that advertisers or websites that have links on our site may collect personally identifiable information about you. This privacy statement does not cover the information practices of those websites or advertisers.

Those websites may have their own privacy policies and we encourage you to look at those policies or contact the website operators directly to understand how your personal data is used. 

We may send communications to you by email. Email is not a fully secure means of communication, and whilst we do our utmost to keep our systems and communications protected we cannot guarantee this.

How do you use cookies on your website?

A cookie is a small file that we store on your browser or the hard drive of your computer if you agree. Cookies contain information that is transferred to your computer's hard drive.

We use the following cookies:

Strictly necessary cookies. These are cookies that are required for the operation of our website.

Analytical/performance cookies. These allow us to recognise and count the number of visitors and to see how visitors move around our website when they are using it. This helps us to improve the way our website works, for example, by ensuring that users are finding what they are looking for easily. We use Google Analytics and additional information regarding their use of Cookies can be found here.

Please note that third parties, including for example, advertising networks and providers of external services like web traffic analysis services may also use cookies, over which we have no control. These cookies are likely to be analytical/performance cookies or targeting cookies.

You block cookies by activating the setting on your browser that allows you to refuse the setting of all or some cookies. However, if you use your browser settings to block all cookies (including essential cookies) you may not be able to access all or parts of our site.

Your rights

You have various rights in respect of the personal data we hold about you. These rights are set out in more detail below:

a. The right to be informed about the collection and use of your personal data;

b. The right to access your personal information;

c. The right to object to the processing of your personal information;

d. The right to restrict the processing of your personal information;

e. The right to personal data portability;

f. The right to rectify your personal information;

g. The right to erase your personal information;

If you make a request relating to any of the rights listed above, we will consider each request in accordance with all applicable data protection laws and regulations. No administration fee will be charged for considering and/or complying with such a request unless the request is deemed to be excessive in nature.

Upon successful verification of your identity you are entitled to obtain the following information about your own personal information:

a. The purposes of the collection, processing, use and storage of your personal data.
b. The categories of personal data stored about you.

c. The recipients or categories of recipients to whom your personal data has been or may be transmitted, along with the location of those recipients.

d. The envisaged period of storage for your personal data or the rationale for determining the storage period.

If you want to exercise any of these rights or make a complaint, you can email info@federationofffestivals.org.uk or write to:

The Data Manager

The British and International Federation of Festivals for Music, Dance and Speech

Festivals House

198 Park Lane

Macclesfield

Cheshire

SK11 6UD

You can also make a complaint to the Information Commissioner's Office and the contact details and further information about how to do this can be found at: https://ico.org.uk 

In certain circumstances we might not be able to provide you with access to some of your personal information, but where appropriate, we will notify you of the reasons for this.

How long do you keep my information for?

Your personal data will not be retained by the Federation for longer than necessary in relation to the purposes for which it was originally collected, or for which it was further processed, subject to certain legal obligations mentioned below.

We will retain personal data in accordance with our data retention policy set out below. We review our data retention periods for personal data on a regular basis.

We will hold personal data relating to:

  • Your membership for 3 years following the end of your membership.
  • Details of your purchases (including events) for 3 years following the purchase.
  • Employment or volunteering with the Federation for 6 years following the end of your employment or volunteering with us.
  • Legacies or donations for 7 years after your legacy or donation is received.
  • Subscribing to our newsletter will cease on termination of your membership and you can unsubscribe at any time while you are a current member.
  • DBS applications for no more than 3 months after the issue of the certificate. We will retain only the name, certificate number and role applied for beyond this time in accordance with the DBS regulations as a Registered Body.

We are legally required to hold some personal data to fulfil statutory obligations, for example the collection and reporting of Gift Aid to HMRC, or to support certain financial transactions.

The law allows you to withdraw your consent to any usage of your data at any time without needing to specify a reason. You can withdraw your consent by emailing us at info@federationoffestivals.org.uk .