The event organiser, Essex & Herts Air Ambulance, 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.
Event Ticket Sales Privacy Notice
Introduction
Essex & Herts Air Ambulance Trust (EHAAT) (Registered Charity No. 1108989) is the Data Controller responsible for the personal information collected through our event ticket sales. EHAAT is committed to protecting your personal information and respecting your privacy.
This Privacy Notice explains how we collect, use and protect your personal information when you purchase tickets for our events through Ticket Tailor, our online ticketing platform.
Essex & Herts Air Ambulance Trust is the Data Controller for the personal information collected through our event ticket sales.
If you have any questions about this Privacy Notice or how we use your information, please contact:
Data Protection Officer
Essex & Herts Air Ambulance
Flight House
Earls Colne Business Centre
Earls Colne
Colchester
Essex
CO6 2NS
Email: contactus@ehaat.org
Telephone: 0345 2417 690
What information do we collect?
When you purchase tickets or register for one of our events, we may collect:
- Name
- Postal address
- Email address
- Telephone number
- Emergency contact details (where required)
- Names of additional attendees included within a booking
- Accessibility or dietary requirements where relevant to the event
- Details of your ticket purchase and attendance
- Payment and transaction information
Where you provide information about another person as part of your booking, you should ensure they are aware that you have provided their details to us.
We only collect information necessary to administer your booking, deliver the event safely and effectively, and meet our legal obligations.
Payment Information
Payments are processed securely through our payment providers, including Stripe.
Essex & Herts Air Ambulance does not store or have access to your full payment card details. However, we may retain limited payment and transaction information, such as payment amounts, transaction references, booking details and payer information for accounting, auditing, customer service and legal compliance purposes.
How do we collect your information?
We collect information:
- Directly from you when you purchase tickets through Ticket Tailor.
- When you contact us regarding an event booking.
- Through Ticket Tailor and associated payment providers acting on our behalf.
- Through cookies and analytics technologies when you use the ticketing platform.
How do we use your information?
We use your personal information to:
- Process and manage your ticket purchase.
- Communicate important information about the event.
- Provide customer support.
- Manage event attendance and registration.
- Meet health, safety and safeguarding requirements where applicable.
- Respond to enquiries, complaints or requests.
- Maintain financial and accounting records.
- Comply with legal and regulatory obligations.
- Improve our events and supporter experience.
Lawful Basis for Processing
We process your information under one or more of the following lawful bases:
Contract
To fulfil our obligations relating to your ticket purchase and event attendance.
Legal Obligation
To comply with applicable laws, regulations, accounting requirements and charity governance obligations.
Legitimate Interests
To administer events effectively, ensure attendee safety, prevent fraud, improve our services and manage supporter relationships.
Consent
Where you choose to receive marketing communications or where we collect special category information, such as accessibility, health or medical requirements necessary to support your attendance at an event.
Marketing Communications
Purchasing a ticket for an event will not automatically subscribe you to fundraising or marketing communications unless you have actively opted in or we are otherwise permitted to contact you under applicable law.
When you purchase a ticket, we will use your contact details to send information directly related to your booking and the event.
We will only send fundraising, marketing or promotional communications where you have provided consent, or where we are otherwise permitted to do so by law.
You can change your marketing preferences or unsubscribe at any time by:
- Clicking the unsubscribe link in our emails;
- Emailing contactus@ehaat.org; or
- Calling 0345 2417 690.
Your decision about marketing communications will not affect your event booking.
Photography and Filming
Photography and video recording may take place at our events for promotional, fundraising, educational and publicity purposes.
Images and footage may be used on our website, social media channels, printed publications, fundraising materials and press releases.
We process event photography and videography for our legitimate interests in promoting our charitable activities, fundraising and community engagement.
Where practical, attendees will be informed through event signage and announcements. If you do not wish to appear in photographs or recordings, please speak to a member of the event team on arrival and we will do our best to accommodate your request.
Who do we share your information with?
Your details will not be passed on to third parties for their own use. We will never sell your details to any third parties.
We may share your information with trusted third-party service providers who help us deliver our events and services, including:
- Ticket Tailor
- Stripe and other payment processors
- IT service providers
- Event contractors and suppliers
- Professional advisers, auditors and insurers
- Emergency services or medical providers where necessary for safety reasons
When we use such suppliers, we ensure that they are under a contractual obligation to only use your information in accordance with our instructions and for no other purpose.
We may also disclose information where required by law or regulatory authorities.
International Transfers
Some of our service providers may store or process personal information outside the United Kingdom.
Where this occurs, we ensure appropriate safeguards are in place to protect your personal information in accordance with UK GDPR data protection legislation.
Cookies and Analytics
Ticket Tailor and associated service providers may use cookies and analytics technologies to improve user experience, monitor website performance and understand how visitors use the ticketing platform.
For information about cookies used by Ticket Tailor, please refer to Ticket Tailor's Privacy Policy and Cookie Policy.
How long do we keep your information?
We retain personal information only for as long as necessary to fulfil the purposes for which it was collected.
Booking and financial records will normally be retained for up to seven years following the event, or longer where required by law, regulatory requirements, insurance purposes or the establishment, exercise or defence of legal claims.
Marketing preferences will be retained until you withdraw consent or object to receiving communications.
Your Rights
Under UK data protection law, you have the right to:
- Be informed about how your information is used.
- Access your personal information.
- Request correction of inaccurate information.
- Request deletion of your information in certain circumstances.
- Restrict processing.
- Object to processing.
- Request transfer of your information where applicable.
- Withdraw consent at any time where processing relies on consent.
- Lodge a complaint with the Information Commissioner's Office (ICO).
If you are unhappy with how we have handled your personal information, you have the right to lodge a complaint with the Information Commissioner's Office (ICO). Further information can be found at www.ico.org.uk
Where you have a complaint about the way in which we have used your personal information in our fundraising, you can also complain to the Fundraising Regulator.
Changes to this Privacy Notice
We may update this Privacy Notice from time to time to reflect changes in legislation, guidance or our practices.
Any updates will be published on our ticketing pages and our website.
Last updated: June 2026