Privacy Policy

The Hastings Musical Festival (the Festival) 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.

Information we collect

We collect Personal Information from competitors and entrants to the Festival including contact details (name, address, telephone numbers and email) and may include some personal information including age and teacher.

We collect Personal Information from members of the Festival, and supporters on our mailing lists, including contact details (name, address, telephone numbers and email).

We also hold Personal Information from volunteers including contact details (name, address, telephone numbers and email).

When you visit and use our websites, 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.

How we use your information

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

1. Processing your entry form to take part in the Festival
2. Keeping you updated about your entry to the Festival
3. Managing the organisation of Volunteers for the Festival
4. Keeping you updated about future events
5. Including your name (if a competitor) in our printed and online programme
6. Including your name in our listings of results on our website and in the local press
7. Processing any applications for a volunteering role within the Festival
8. Responding to a general enquiry made to us
9. Dealing with a complaint or concern raised to use about one of our staff or volunteers
10. Include your photo or name on our website and social media

How we share your information

We will only ever use your personal data to manage your involvement with the Festival including keeping you up-to-date with any news. The processing of entries for the Festival, including personal data, is managed by a contractor, Play and Perform. If you are not involved in the Festival, 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. Apart from the instances listed above, we will not share your personal data with a third party without your specific permission.

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

Storage and Security of your information

We maintain commercially reasonable technical, administrative and physical security measures designed to protect your information.

You should be aware that communications over the internet (such as emails) are not secure unless they have been encrypted. We cannot accept responsibility for any unauthorised access or loss of personal information that is beyond our control.

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

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@hastingsmf.org.uk.

Your choices

You can opt out of receiving marketing communications from us or change your communication preferences.

Your rights, and access to and correction of your information

You have various rights in respect of the personal data we hold about you. These rights include:

1. The right to be informed about the collection and use of your personal data
2. The right to access to your personal information
3. The right to object to processing of your personal information
4. The right to restrict the processing of your personal information
5. The right to personal data portability
6. The right to rectify your personal information
7. 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.

If you want to exercise any of these rights or make a complaint, please email info@hastingsmf.org.uk or write to: Hastings Musical Festival, Festival Office, White Rock Theatre, Hastings TN34 1JX.

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://www.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.

Changes to this policy

You will be notified about any material changes to this Policy via a posting on our website, and as otherwise required by applicable law.

Data Management Policy

Further details about how we manage data can be found in our Data Management policy - available on request.

Contact us

If you have questions about this Policy, please contact us at info@hastingsmf.org.uk.

The Hastings Musical Festival Ltd is a registered charity (Registered Charity Number 261351) and company limited by guarantee (Company Number 167243). It is a member of the British & International Federation of Festivals. Our registered address is The Festival Office, White Rock Theatre, Hastings, TN34 1JX.