The event organiser, Balsall Common Lions, has the legal responsibility to tell ticket buyers and event attendees how their personal information will be collected and used. You can find their Privacy Policy below or contact them to request it.
BALSALL COMMON LIONS CLUB
Third-Party Platforms & Event Ticketing Privacy Notice
Effective Date: September 2026 | Document Reference: BCLC-PN-03 (Events & Third Parties)
Data Controller: The Trustees of Balsall Common Lions Club
This Privacy Notice applies to members of the public, supporters, volunteers, and participants who purchase tickets, register attendance, donate, or interact with Balsall Common Lions Club ('the Club') via third-party digital platforms (such as Ticket Tailor, online raffle platforms, SumUp, or external payment gateways).
1. Relationship Between Third-Party Platforms and the Club
When you book a ticket or donate online, your data is gathered through an external intermediary platform:
·The Platform Operator: The platform operator acts as an independent Data Controller for the processing of your payment details, account creation, and host platform analytics, in accordance with their own published privacy policy.
·Balsall Common Lions Club: Balsall Common Lions Club acts as the Data Controller for the ticket-holder information, booking manifest, and attendee details transmitted to us to administer the event.
PAYMENT CARD SECURITY: Balsall Common Lions Club never receives or stores your full credit or debit card details. All financial transactions are encrypted and processed directly by the third-party payment processor.
2. What Data We Receive from Booking Platforms
Depending on the nature of the booking or registration, the Club typically receives:
·Personal Identification: Ticket buyer's full name, billing postal address, email address, and contact telephone number.
·Transaction & Attendance Data: Ticket type, quantity, entry timeslot, table allocation, and reference booking ID.
·Special Dietary or Access Needs: Where collected and relevant to specific catered events (e.g. Charter Dinner, Burns Night), dietary preferences or accessibility requirements.
·Communication Preferences: Your marketing preference status (e.g., whether you opted out of receiving future charity communications).
3. Why We Process This Data and Our Lawful Bases
·Event Administration & Contract: To generate entry tickets, verify bookings at admission gates, manage venue capacity, provide essential event updates (e.g., weather cancellations, venue alterations), and resolve ticketing disputes.
·Explicit Consent (Special Needs): To cater safely for allergy requirements or arrange disabled access accommodations.
·Charitable Purpose Soft Opt-In: Under UK law and PECR (incorporating the Data (Use and Access) Act 2025), where you have bought a ticket or engaged with our charitable events, we may use your email to inform you about future Lions charitable drives and community events, provided you have not opted out. You can opt out at any time via the link in our emails.
·Legal Obligation: Maintaining transaction summaries for annual charity accounting and financial reviews.
4. Photography, Filming, and Entry Notice at Events
By attending our public charity events (e.g. Beer Festival, Fireworks Extravaganza etc), please be aware of our visual media policy:
·Crowd & Atmosphere Imagery: General crowd photography and wide-angle footage are taken across public event areas for club publicity, promotional archiving, and social media. These atmospheric shots do not constitute targeted personal data under ICO guidelines.
·Featured & Staged Photos: If our official photographer approaches you or your party for a staged or close-up photo, verbal consent will be requested before taking the image.
·Your Right to Object: Signage will be clearly posted at event admission gates. If you do not wish to be included in photos, notify an entrance marshal or the official photographer. If an identifiable photo of you is published, you may contact the Club Secretary at any time to have it removed under your Right to Object.
5. Data Retention for Event Attendees
·Ticketing Manifests: Attendee rosters, check-in manifests, and booking contact details are retained for a maximum of 12 months following the conclusion of the event to handle insurance, chargeback, or post-event reconciliation, after which they are securely purged.
·Marketing Contact List: If you do not opt out of our charitable marketing communications, your email and name remain on our secure outbound newsletter list until you click 'Unsubscribe'.
·Financial Records: High-level aggregate financial summaries (e.g., total tickets sold and gross revenues) are retained for 6 years in statutory club accounts.
6. Your Rights & Contacts
You have statutory rights under UK GDPR to access your data, request rectification or deletion, and object to direct marketing. To exercise any of these rights, contact:
·Lions Club Secretary Email: balsallcommonlions@gmail.com
·Supervisory Authority: Information Commissioner’s Office (ICO), Wycliffe House, Water Lane, Wilmslow, SK9 5AF (www.ico.org.uk)