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Privacy Notice

Lincoln Music & Drama Festival

Privacy Notice

The Lincoln Music & Drama Festival takes great care to preserve your privacy and safeguard any personal data you provide to us. This Privacy Notice explains how we will collect and use your personal data.


We may change this Privacy Notice from time to time so please check regularly to ensure that you are happy with any changes.

Who we are

We are the Lincoln Music & Drama Festival. We are a registered charity   (Registered Charity Number 509415). 

What personal data do we collect?

We may collect personal data such as:

·         Your name

·         Your address

·         Your date of birth

·         Your telephone number

·         Your email address

·         Your bank details



When you visit and use our website we may also collect information about your visit that enables us to identify you and provide you with a more personalised service.

How do we use your personal data?

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

(a)   Processing your entry form to take part in the festival.

(b)   Keeping you updated about your entry to the festival.

(c)    Sending you copies of our syllabus and programme

(d)   Keeping you updated about future festivals

(e)   Processing any applications for a paid or unpaid role within the festival

(f)     Processing any donations made to us.

(g)   Including your name in our printed programme.

(h)   Managing any orders for publications or other materials from us.

(i)      Processing your application to be involved in our governance such as becoming a member of our Committee.

(j)      Responding to a general enquiry made to us.

(k)    Dealing with a complaint or concern raised to us about one of our staff/volunteers/contractors.

(l)      Include your photo or name on our website or social media.


Who do you share my share my personal data with?

 We will only ever use your personal data to manage your festival involvement with us including keeping you up-to-date with any festival news.

If you are not involved in the festival, then we will only use your personal data to deal with the issue or enquiry that you have raised directly with us.


We will never sell your details to any third party and we do not buy any personal data.

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  

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 for 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 festival entry and you would reasonably expect this to happen for your festival entry 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 have implemented appropriate physical, technical and organisational measures to protect the personal data from improper access, use, alteration, destruction and loss.  

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. They 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.

·         Functionality cookies. These are used to recognise you when you return to our website. This enables us to personalise our content for you, greet you by name and remember your preferences (for example, your choice of language or region).

·         Targeting cookies. These cookies record your visit to our website, the pages you have visited and the links you have followed. We will use this information to make our website and the advertising displayed on it more relevant to your interests. We may also share this information with third parties for this purpose.

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 to your personal information;

c.  The right to object to 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;

h.   Rights in relation to automated decision making and profiling.


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.

e.   The use of any automated decision-making and/or profiling.


If you want to exercise any of these rights or make a complaint, you can by email

lincolnmdfest@gmail.com or write to:

The Data Manager, Lincoln Music & Drama Festival, Greenways, Grantham Road, Harmston, Lincoln, LN5 9SJ

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 festival 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 festival entry for 12months following the end the festival. Trophywinners’ details will be retained until the trophies are returned safely to the festival.

·         Employment or volunteering with the festival for 2 years following the end of your employment or volunteering with us.

·         Legacies or donations for 7 years after to legacy or donation is received

·         Subscribing to our newsletter or email updates about future festivals - you can unsubscribe at any time from our mailing list.


We are legally required to hold some personal data to fulfil statutory obligations, for example   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 lincolnmdfest@gmail.com