Data Privacy Notice

1. Your Personal data

Personal data relates to a living individual who can be identified from that data.  Identification can be by the information alone or in conjunction with any other information in the data controller’s possession or likely to come into such possession. The processing of personal data is governed by the General Data Protection Regulation (the “GDPR”).

2. Who we are 

The Guildford Book Festival (registered company number 8971550 charity number 1158746) is the data controller (contact details below). This means it decides how your personal data is processed and for what purposes.

3. How do we process your personal data?

The Guildford Book Festival complies with its obligations under the “GDPR” by keeping personal data up to date; by storing and destroying it securely; by not collecting or retaining excessive amounts of data; by protecting personal data from loss, misuse, unauthorised access and disclosure and by ensuring that appropriate technical measures are in place to protect personal data.

We use your personal data for the following purposes: -

·              To enable us to provide a literary service for the benefit of the public in Guildford; 

·              To manage our volunteers; 

·              To maintain our own accounts and records (including the processing of gift aid applications);

·              To inform you of news, events, activities of the Guildford Book Festival

4. The legal basis for processing your personal data

·      Explicit consent of the individuals so that we can keep you information as listed above. 

·      Processing is necessary for carrying out obligations under employment, social security law etc. 

·      Processing is carried out provided: -

• the processing relates only to members or former members (or those who have regular contact with us in connection with those purposes); and

• there is no disclosure to a third party without consent.

5. Sharing your personal data

Your personal data will be treated as strictly confidential and will only be shared with others in order to carry out a service to or activity for the Festival. We will only share your data with third parties outside of the Festival with your consent.

6. Retaining your personal data

We retain data while it is still current; gift aid declarations and associated paperwork for up to 6 years after the calendar year to which they relate.

7. Your rights and your personal data  

Unless subject to an exemption under the GDPR, you have the following rights with respect to your personal data: -

·      The right to request a copy of your personal data which the Guildford Book Festival holds about you; 

·      The right to request that we correct any personal data if it is found to be inaccurate or out of date;  

·      The right to request your personal data is erased 

·      The right to withdraw your consent to the processing at any time

·      The right, where there is a dispute in relation to the accuracy or processing of your personal data, to request a restriction is placed on further processing;

·      The right to object to the processing of personal data, ie pass the information on 

·      The right to lodge a complaint with the Information Commissioners Office.

8. Further processing

If we wish to use your personal data for a new purpose, not covered by this Data Protection Notice, we will seek your prior consent to the new processing.

9. Contact Details

To exercise all relevant rights, queries of complaints please in the first instance contact the Director at Hopwoods Cottage, Rowly Drive, Cranleigh, GU6 8PJ.

You can contact the Information Commissioner's Office on 0303 123 1113 or via email or at the Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire. SK9 5AF.

10. Volunteers

We will email all volunteers every two years and ask them to confirm their details are correct. Next update 2024.