Personal Data Privacy Notice

(Statement for individuals participating in the show and visiting the website)

This notice explains how the organising committee (the “Organiser“) for the annual Countess of Warwick Show, Little Easton, Essex (each a “Show“) processes (that is, collects, stores, uses, discloses and erases) the personal data of individuals (collectively “Individuals“) who:
- participate in the running of the Show whether as exhibitors (including members of the public who contribute items for display, competition or sale), entertainers, guides, volunteers or helpers or are concerned in the administration of health, safety, security or vehicular traffic management at the Show or are involved in any other connection with the Show; or
- visit the Organiser’s website org and submit or upload personal details.
This privacy notice may be replaced from time to time and is not intended to create a legal relationship in contract.
In this statement the phrase “running the Show” and related terms includes all planning and preparation for the Show, all aspects of its administration, the staging of the event, and its dismantling and removal from the show site and other related activities carried out by or on behalf of the Organiser.

What, how and why data are collected.

Personal data related to an Individual may include:
- name and contact information, including email address and telephone number and related business or organisation details;
- gender information;
- personal or professional interests and qualifications (including knowledge and attainment in hygiene, first aid, safety and other matters of relevance to the Show);
- information collected from publicly available sources, for example websites (including social media sites), public registers and newspapers in any part of the world;
- such other personal data as the Individual may volunteer to the Organiser in the course of the running of the Show or in response to specific requests including information provided for the purpose of participating in a Show including entry forms for stall holders, competitions and exhibits.

For use of the website personal data may additionally include information:

about the computer and visits to and use of the website (including IP address, geographical location, browser type and version, operating system, referral source, length of visit, page views, website navigation);
relating to any transactions carried out by the Individual using the website, including information relating to any purchases of tickets, goods or services;
provide to enable the Individual to subscribe to website services, email notifications or newsletters.

Personal data may be collected directly from the Individuals, or indirectly from the business or organisation they represent, and from publicly available resources and other sources (including privately maintained databases) lawfully available to the Organiser. Personal data may also be collected from the documents, correspondence and communications made by Individuals and from their use of electronic services such as websites and e-mail.

Personal data may be collected by the Organiser about Individuals:
- for the purposes of running the Show;
- to provide Individuals with information about the Show and their separate participation;
- to contact Individuals about future Shows and to supply feedback about previous Shows;
- in the form of images to promote the Show and future Shows to the public;
- to improve an Individual’s browsing experience by personalising the website (a separate cookie use policy is available from the website);
- to enable use of the services available on the website;
- to supply tickets (including electronic tickets) and goods and services purchased from the website and to send statements and invoices and collect payments;
- to send responses to entry forms, newsletters and other notifications which the Individual may have specifically requested;
- to deal with enquiries and complaints made by or about the Individual relating to the website;
- to keep the website secure and prevent fraud;
- to verify compliance with the terms and conditions governing the use of the website;
- as part of the Organiser’s efforts to counter and report crime and ensuring the physical safety of Individuals and members of the public attending the Show;
- to comply with the Organiser’s legal and regulatory obligations and the reasonable requests of authorities and other persons engaged in the running of the Show and land owners or occupiers providing the site for, or access to, the Show;
- to enable the assertion of legal claims and defence of legal disputes;
- for the Organiser’s legitimate interests and those of third parties; and
- for such other purposes for which an Individual may have given their consent.

Personal data are not sold or otherwise disclosed to any other third party for the purposes of marketing goods and services unconnected with the Show.

How data are processed.

When the Organiser processes personal data (either itself or by third parties processing on its behalf) it will comply with applicable UK laws including the Data Protection Act 2018 and the European regulation 2016/679 as retained and amended in the laws of the UK (commonly known as the UK GDPR).
Personal data will be accessed by the Organiser’s committee members and others who have a legitimate need to view and use the data for the purposes listed in paragraph 3 or such other lawful reasons.
Photographic images which may include Individuals may be included in the Organiser’s website for promotional purposes.
It is unlikely that personal data will be exported outside the UK but where it becomes necessary to do so the Organiser will adopt any additional safeguards as required by applicable law to ensure an adequate degree of protection. The website for the Show and its images of Individuals may be accessed outside the UK but the Organiser does not actively seek overseas publicity.
The Organiser relies on the computer and technical systems provided by its committee members for the processing of personal data. It gives training to such members for the maintenance of reasonable technical and administrative measures to appropriate standards to safeguard personal data but the Organiser is unable to offer complete protection against all forms of illegal interception, corruption, disclosure and other misuse.
All electronic transactions entered into using the website will be protected by encryption technology. Nonetheless, Individuals using the website must acknowledge that the transmission of information over the internet is inherently insecure, and the Organiser cannot guarantee the security of data sent over the internet.
Personal data are retained for the longer of (i) such time as is necessary to fulfil the purpose for which they were collected and (ii) 24 months after the conclusion of the Show for which the data were processed. Thereafter, to the extent technically practicable, the data are put beyond normal accessibility and use.

Individual rights

Under law, Individuals have a number of rights with respect to the processing of their personal data. These are set out in the appendix below.

Contact and complaints

Individuals may contact the Organiser in relation to their rights by writing to:

Jane Watkins, Southgate, Braintree Road, Gt Dunmow, Essex CM6 1HT

or by e-mail to: janiebwatkins@gmail.com

marking the e-mail for the attention of Jane Watkins

In addition, Individuals may complain about the Organiser’s processing of their data to the UK Information Commissioner, see website:

https://ico.org.uk/concerns/

This statement is published on [date].

Appendix Individuals’ rights

Subject to paragraph 2 below, Individuals have the following rights with respect to the processing of their personal data:
- the right to access and obtain a copy of their personal data held by the Organiser, which the Organiser will endeavour to supply to the extent the individual is legally entitled, within one month of receipt of the request. If the Organiser requires a longer period, taking into account the complexity and number of the requests made, the Individual will be informed;
- the right to object to the processing of their personal data. The Organiser may not, however, be able to comply with such a request where there are compelling legitimate grounds for the processing that override the Individual’s interests, rights and freedoms or where the processing is required for compliance with a legal or regulatory obligation or in connection with legal proceedings;
- in the cases where data are processed only with the consent of the individual, the right to withdraw that consent at any time;
- the right to rectify and amend their personal data if there are inaccuracies;
- the right to request the erasure of their personal data:
  - that are no longer required for the purpose for which they were collected,
  - where a related and required consent is withdrawn,
  - when the data subject has made a valid objection (see above),
  - that are unlawfully processed, or
  - otherwise when required by law,

unless there is a legal requirement to continue the processing or the data are to be used in legal proceedings;

the right to restrict processing of data:
- for the period to enable the Organiser to investigate when their accuracy are contested or a processing objection is raised,
- unlawfully processed (and the Individual does not request erasure), or
- that are no longer required for the purpose for which they were collected but the Organiser requires to retain the data for use in legal proceedings;
the right not to be subjected to decisions based solely on automated decision-making, including profiling, which significantly affects the Individual.

The Organiser can refuse the exercise of a right in paragraph 1 where the exercise of the Individual’s rights would be prejudicial to, or prevent, the Organiser’s lawful processing, for example:

where the processing is:
- for the prevention and detection of crime;
- necessary for legal proceedings;
- for the wider purposes of running the Show;
- related to the Organiser’s intentions relating to any negotiations with the individual;
if it would mean disclosing information about another individual who can be identified from information disclosed unless that other has consented or it is reasonable to disclose without consent; and
where the request to exercise a right is manifestly unfounded or excessive.

END