Privacy Policy
HoVEC – FAIR PROCESSING AND PRIVACY NOTICE
Horsmonden Village Events Community (HoVEC) is a voluntary community group that provides a range of affordable events to appeal to everyone in the village. We aim to bring the community of Horsmonden together and to celebrate village life at events that are run by villagers, for villagers.
The General Data Protection Regulation 2016 (GDPR) requires HoVEC to be clear regarding the information it holds about members of the community and how this information is retained, processed and, where applicable, destroyed.
HoVEC is the “Data Controller” and is responsible for making sure that any processing of personal data complies with our legal responsibilities. When you signup or attend an event run by HoVEC, HoVEC will collect certain information about you. This information is given by you upon completion of a paper based form, or online.
We do not share your data with any third party other than our “Data Processors” (as below) required for the storage and processing of data only. In turn, they do not use the data for their own purposes or share it with any third party.
This notice informs you of the personal data that we collect, why we collect it, how we collect it, where it is stored and what we do with it.
You are the “Data Subject”, the individual who is the subject of the personal data. As a Data Subject you are not obliged to share your personal data with HoVEC, however, if you choose not to share your personal data with us you may not be able to attend certain ticketed events.
Where your data is stored
Your data is stored as a MS Excel file on a secure PC belonging to The Chair, with a list of names and other relevant data for running each event such as dietary requirements being available to the HoVEC committee.
HoVEC may authorise select partners such as Eventbrite and Ticket Tailor to manage the ticket process to selected events. Where a select ticket event partner is used, HoVEC will make this clear in any instructions for obtaining a ticket. You should check the relevant companies own Terms and Privacy Policy as to how your data is processed by them. HoVEC does not store any credit/debit card details.
What information we collect and why
Type of Information: Event attendees name, address, email addresses, events attended, dietary requirements.
Purposes: Managing current and future ticketed events.
Why we need your personal data
We need to process your data to be able to administer ticketed events. For example, we will process your attendance and payment, arrange catering, share data with HoVEC committee members, communicate with you regarding the upcoming events and notify you of future events.
How long we will hold your personal data
We will hold your personal data on file for 13 months after the later of; the date you register interest for, or attend an annual ticketed event, and it will be deleted twelve months after non-attendance of a ticketed event. Personal data can be updated by yourself at any time, but as a minimum it is updated at each ticketed event.
Our lawful basis for processing your data
HoVEC has a legitimate interest in processing the data of those that attend its ticketed events so that it can administer and manage the events efficiently and effectively and inform you of events and meetings held by HoVEC. We rely on this legitimate interest as our lawful basis for processing your data.
Your rights regarding your personal data
As a data subject you have the right at any time to request access to, rectification or deletion of your personal data; to restrict or object to certain kinds of processing of your personal data, including direct marketing; to the portability of your personal data and to complain to the UK’s data protection supervisory authority, the Information Commissioner’s Office, about the processing of your personal data. If you wish to exercise any of these rights please email info.hovec@gmail.com
During an Event
Events may be held at premises where there are CCTV cameras which are used for security in and around the premises. They may be viewed by HoVEC committee members employees/volunteers of the premises in order to allow access to ticketed events, or to review security issues as part of the terms of the premises used for the event own license and insurance. When you attend an event held where CCTV is present, you are consenting to this use. The images are retained by those responsible for the premises for a period of up to six months; after this time, the files are over-written.
Reviewing and updating this privacy notice
HoVEC will review and update this privacy notice from time to time, without notification to those on its database.
March 2025
