Privacy Policy
Privacy Policy
Introduction
Festival Extras Ltd, trading as Pink Moon Presents (“PMP”), is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, and safeguard your personal data, as well as your rights regarding your data under the UK GDPR, the EU GDPR, and applicable data protection laws.
Who We Are
We are Festival Extras Ltd, trading as Pink Moon Presents.
- Registered Office (UK): [The Arena, Blind Lane, Tockwith, YO26 7QJ]
- Operations in Ireland: [insert Irish address if available]
For any inquiries regarding this policy, you can contact us at info@pinkmoonpresents.co.uk or call 01423 575 696.
If you are based in the European Union, our supervisory authority is the Irish Data Protection Commission (DPC).
If you are based in the United Kingdom, our supervisory authority is the Information Commissioner’s Office (ICO).
Information We Collect and Why
We collect different types of personal data for various purposes. The table below outlines the information we collect and the reasons for collecting it:
|
Type of Information |
Purposes |
Legal Basis for Processing |
|
Guest name, address, phone numbers, email addresses, booking references |
To manage guest bookings, provide services, and handle incident reports. |
Performance of a contract; legitimate interests |
|
Names and ages of dependents and party bookings |
To manage bookings and incident reports. |
Performance of a contract; legitimate interests |
|
Emergency contact details |
To contact next of kin in emergencies. |
Protection of vital interests |
|
Date of birth / age-related information |
For payroll management and incident reporting. |
Legal obligations; legitimate interests |
|
Gender |
To provide adequate facilities and manage incident reports. |
Legitimate interests |
|
Photos and videos of guests and colleagues |
For use on our website, social media, and press releases. |
Consent |
|
Colleague names and email addresses |
For personnel directory, payroll, and pension management. |
Performance of a contract; legal obligations |
|
Guest email addresses |
To conduct surveys and (with consent) send promotional emails. |
Consent; legitimate interests (for service communications) |
|
Colleague contact details |
For managing on-site attendance and access passes. |
Legitimate interests |
How We Protect Your Personal Data
We implement accepted standards of technology and operational security to protect your personal data from loss, misuse, or unauthorized alteration or destruction.
If a data breach occurs, we will promptly inform you and the relevant supervisory authority where required by law.
Data Sharing
We do not sell your personal data. We may share your data with:
- Service providers who act on our behalf (e.g., IT, ticketing, payroll, or marketing providers).
- Event promoters for event management and customer analytics.
- Public authorities where legally required.
Where we transfer data outside the UK or EEA, we ensure appropriate safeguards are in place (e.g., adequacy decisions, Standard Contractual Clauses).
Data Retention
We retain your personal data only as long as necessary for the purposes collected and to meet legal obligations. For example:
- Booking data: up to 12 months after the event.
- Payroll and financial records: 6 years (legal requirement).
- Marketing data: until you withdraw consent or opt out.
- Incident reports / safety data: retained as long as required by law.
We review data annually to ensure it is not kept longer than necessary.
Your Rights
Under the UK GDPR and EU GDPR, you have the following rights:
- Access – to know what personal data we hold about you.
- Information – to be informed about how your data is processed.
- Correction – to have inaccurate personal data corrected.
- Erasure – to request deletion of your data in certain circumstances.
- Restriction – to restrict processing of your data.
- Portability – to request transfer of your data to you or another entity.
- Objection – to object to processing based on legitimate interests or direct marketing.
If you are based in the UK, you can complain to the ICO (ico.org.uk/concerns, 0303 123 1113).
If you are based in the EU, you can complain to the Data Protection Commission (Ireland) (dataprotection.ie).
Cookies
Our website uses cookies. Some are necessary for site functionality, while others (analytics/marketing) require your consent.
On your first visit, you will be asked to set your preferences via our cookie banner. You can change or withdraw your consent at any time.
For more details, visit aboutcookies.org.
Children’s Data
Where we collect information relating to children (e.g., dependents in bookings), we only do so with the knowledge of the parent/guardian. We do not use children’s data for marketing.
External Links
Our website may contain links to other sites. We are not responsible for the privacy practices of these external sites. Please review their privacy policies.
Controlling Your Information
You can restrict the collection or use of your personal information by:
- Indicating your preferences when filling out forms.
- Contacting us at office@pinkmoonevents.co.uk to change your preferences or withdraw consent.
Copyright
© 2025 Festival Extras Ltd. All rights reserved.