Privacy Policy
Who we are
Bewdley Carnival Committee (“we”, “us”, “our”) is a voluntary community organisation based in Bewdley, Worcestershire. We organise the annual Bewdley Carnival and associated events, including fundraising raffles, stalls, performances, and community activities.
We operate small society lotteries under the Gambling Act 2005, registered with Wyre Forest District Council.
The information we collect and why
We only collect personal information when there is a genuine reason to do so.
Raffle and lottery tickets
When you purchase raffle tickets through our website or at a carnival event:
- Name — to identify your entry and contact you if you win
- Email address — to send your ticket confirmation and winner notification
- Phone number — optional, used only if we cannot reach you by email after a win
- Payment information — processed securely by Stripe; we never see or store your card details
- IP address — collected automatically for security purposes
- Marketing preference — whether you have consented to receive future communications from us
Event enquiries and general contact
When you contact us by email, through our website contact form, or via social media:
- Name and email address — to respond to your enquiry
- Any additional information you choose to share — to help us answer your question
Stallholders, performers and volunteers
- Name, email address and phone number — to manage your application and communicate logistics
- Organisation or business name — where applicable
- Emergency contact details — for volunteers, for safety purposes on the day
- Public liability insurance details — required for all commercial stallholders and performers
- Bank details — where a deposit or payment is involved
Photography and video
At carnival events we may take photographs and video for use on our website, social media, and promotional materials. Where images clearly identify individuals we will seek consent where practical, particularly for close-up images of adults, and will not publish identifiable images of children without parental consent. Any image can be removed on request.
Sponsors and partners
- Contact name, email and phone — to manage the sponsorship relationship
- Company details — for invoicing and acknowledgement purposes
Our legal basis for processing
| Activity | Legal basis |
|---|---|
| Running raffles and issuing tickets | Contractual necessity |
| Contacting winners | Contractual necessity |
| Gambling Act 2005 record keeping | Legal obligation |
| Stallholder and performer bookings | Contractual necessity |
| Volunteer management and on-day safety | Legitimate interests |
| Responding to general enquiries | Legitimate interests |
| Sending marketing and event news | Your consent |
| Sponsor and partner management | Contractual necessity |
How we store your information
Your data is stored securely on our website, hosted within the UK/EEA, and in secure email and document systems used by the committee. We take reasonable technical and organisational steps to protect your information against unauthorised access, loss or destruction.
We do not store payment card details under any circumstances — all payments are handled by Stripe, which is certified to PCI DSS Level 1.
| Data type | Retention period |
|---|---|
| Raffle entry records | 18 months from draw date (Gambling Act requirement) |
| Financial and payment records | 7 years (HMRC requirement) |
| Stallholder and performer records | 2 years after the event |
| Volunteer records | 2 years after last involvement |
| General enquiry correspondence | 12 months |
| Sponsor records | Duration of relationship + 2 years |
| Event photography | Indefinitely unless removal is requested |
After the relevant retention period, data is securely deleted.
Who we share your information with
We only share your personal data where necessary to run our activities:
- Stripe — our payment processor for raffle ticket sales. Stripe’s own privacy policy applies: stripe.com/privacy
- Wyre Forest District Council — we submit a statutory return after each raffle draw containing aggregate financial information. Individual ticket holder details are not shared unless legally required
- Event contractors and suppliers — where operational information needs to be shared to deliver the event. We share only what is necessary
- Emergency services — in the event of a safety incident, relevant information may be shared with police, ambulance, or fire services
Winners and public recognition
If you win a raffle prize, your first name and general location (e.g. “Sarah from Bewdley”) may be published on our website and social media. We will ask your permission before publishing anything beyond this. You can decline and still claim your prize.
Marketing communications
We may send you occasional emails about upcoming Bewdley Carnival events, raffles, and community news if you have given us consent to do so. You can withdraw consent at any time by:
- Clicking the unsubscribe link in any email we send
- Emailing website@bewdleycarnival.co.uk
Withdrawing consent does not affect anything we have already sent.
Your rights under UK GDPR
You have the right to:
- Access — request a copy of the personal data we hold about you
- Rectification — ask us to correct any inaccurate information
- Erasure — ask us to delete your data, subject to legal obligations (for example, raffle records we must retain under the Gambling Act)
- Restriction — ask us to limit how we use your data while a dispute is resolved
- Portability — receive your data in a structured, machine-readable format where applicable
- Objection — object to processing based on legitimate interests or for marketing
- Withdrawal of consent — withdraw any consent given at any time
We will respond within 30 days. We may need to verify your identity before acting on your request.
Cookies
Our website uses:
- Strictly necessary cookies — to keep your raffle selection active while you complete a purchase. These cannot be disabled as the website would not function without them
- Analytics cookies — if we use website analytics tools, these help us understand how visitors use our site. You can decline these via your browser settings
We do not use advertising or tracking cookies.
Children
Raffle tickets may only be purchased by people aged 16 or over, in line with the Gambling Act 2005. We do not knowingly collect personal data from children under 16 through our raffle.
For general carnival activities, we may photograph children at public events. We will not publish identifiable photos of children without parental or guardian consent. If you believe an image of your child has been published without consent, please contact us and we will remove it promptly.
Social media
When you interact with our social media accounts (Facebook, Instagram, etc.), any information you share is also subject to those platforms’ own privacy policies. We do not control how those platforms use your data.
Complaints
If you are unhappy with how we have handled your personal data, you may complain to the Information Commissioner’s Office (ICO):
- Website: ico.org.uk
- Phone: 0303 123 1113
- Post: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, SK9 5AF
We may update this policy periodically. The current version will always be at bewdleycarnival.co.uk/privacy-policy. Where changes are significant, we will notify people on our mailing list by email.