The following complies with the new General Data Protection Regulation (2018)
We use ‘Eventbrite’ to take on-line bookings for Trefriw Walking Festival, and this requests walkers’ personal data.
When we ask walkers to book on Eventbrite, we only ask for the minimum of data, namely –
name (our admin and walk leaders need to know who will be attending)
home town (it helps with our planning and marketing to know where our walkers come from)
At the Walking Festival, participants sign in using our walk registration form. In addition to containing names (compiled from the Eventbrite booking information), we also ask for:
an emergency contact number (in case of an incident or emergency on the walk)
any relevant medical issues (the walk leaders will need to be made aware of these)
This registration form is then carried by the walk leader for the duration of the walk, and returned to us afterwards.
At the time of registration we also ask participants whether they would like us to contact them by email prior to the following year’s festival. Only if a participant gives active consent on the form (by signing) will we use their email address for this purpose.
The only personal records retained by us after the Walking Festival are email addresses (as detailed above) and the walk registration forms (this being the only accurate record of attendees, containing as they do any last-minute amendments in terms of absences and additions). Additionally the Eventbrite booking details are retained by Eventbrite until that particular event (walk) is deleted.
The above are retained for a period of a year for safeguarding reasons. It would not be wise to delete or dispose of them too promptly lest we should later hear of any incident which occurred, and which needs to be investigated; once deleted we would otherwise have no way whatsoever of tracing and contacting any participants, should that need arise.
We take data protection very seriously, and data held by us, or made available to us via Eventbrite, is not shared with any other party whatsoever.
As with participants’ details, the personal details of walk leaders, members of the organising committee and other volunteers are safeguarded; they are retained for administration and organisational purposes only, and are not made available to any other members of the public.
Although we are not required under the terms of the GDPR to register with the ICO (Information Commissioner’s Office) because we maintain our register for recreational reasons, we still adhere fully to the principals of the new General Data Protection Regulation (2018).
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