Data Protection (GDPR) and Privacy Policy

Who we are

The Torbay and South West of  England Festival is a competitive festival of the performing arts, comprising of three  Sections – Dance, Drama and Music – run by volunteers and registered with the Charity Commission (Registered  Charity Number: 1039997). The Festival is a member of the British and International Federation of Festivals (Biff).


The Torbay and SW England Festival  complies with the General Data Protection Regulation (GDPR) legislation of May 2018, when planning and organising any Festival events.

We aim to be transparent and accountable for how personal data is managed. ‘Personal data’ is defined as any information relating to the identity of a person which can identify them. The Festival  collects personal data through online entry forms, paper records of trophy recipients, volunteer and adjudicator details and sponsor/donor information, ie, where there is a legitimate and lawful  interest and necessity for the processing of that data for the efficient administration of Festival business ( for example, it is reasonable to collect an entrant’s name and d.o.b, parent/guardian/teacher’s name, address and contact details to be able to process a Section entry). We require your consent to process your data.

What personal data might we need to collect?

  • Your name
  • Your address
  • Your date of birth
  • Your email address
  • Your telephone landline/mobile number
  • Your bank details
  • Evidence of DBS certificate, qualifications and experience (for volunteers and adjudicators, if necessary for the role)

How might we use your personal data?

  • Processing your entry form for any of the Festival Sections – Dance, Drama, Music
  • Processing your Festival related payments/financial transactions
  • Processing orders for Section programmes or any other material from us
  • Keeping records of cups/trophies/awards given to Festival entrants
  • Responding to a general or specific enquiry or complaint  made to us
  • Processing any donation/sponsorship made to the Festival
  • Processing applications for any volunteer role within the Festival (Section stewards and committee members), including DBS application
  • Sending out emails/literature regarding future festivals to those who have entered previously

Who might we share your personal data with?

  • The Festival will only share your data with relevant parties to deal with entries, applications, payments or  issues or enquiries raised with us
  • Access to the data held will only be available to those personnel who administer the Festival
  • The Festival will never sell or share your details with Third parties
  • The festival will submit DBS applications from volunteers directly to the Disclosure and Barring Service
  • The Festival  will disclose information you have provided as part of a Gift Aid donation to HMRC
  • The Festival will share or disclose personal data if required to do so by Law or a Court order.

How long is personal data held for?

  • Your Festival Section entry and purchases are kept for 12 months following the end of that Festival
  • Cup/trophy/award recipients details will be retained until the cup/trophy/award is returned to the Section Cup Secretary
  • A Volunteer’s details will be kept for three years following the end of volunteering service
  • A Donor’s details (legacies, sponsorships, donations) will be kept for three years following receipt of funds   
  • You can unsubscribe to our website or mailing list regarding future festivals at any time

How do we uphold your rights to privacy?

  • We will do all that we reasonably can through physical, technical and organizational measures to ensure that your personal data is safe and secure from improper use, alteration or loss and restrict access solely to those personnel who administer the Festival. 
  • You have the right to know what personal data we hold and the right to request this information in ’hard copy’ form.  This can be obtained (free of charge) by application to the Festival Secretary – Mrs Kathryn Bestwick – by emailing:
  • You have the right to ask us to correct or remove/delete any   information we hold which you believe to be inaccurate. We will consider requests in accordance with applicable data protection laws and regulations and act accordingly
  • Our website does provide link to other websites. The Torbay and South West of England Festival Data Protection and Privacy policy only applies to our website: when you click on a  link to another website, for your own digital safety, you must read their privacy policy/terms and conditions to understand how your personal data is used. We are not responsible for the content or the privacy practices employed by other sites


A complaint is defined as any expression of dissatisfaction (including complaints expressed face to face, via a phone call, in writing or via email). The complaints procedure is intended to ensure that all complaints are handled fairly, consistently and where possible, resolved to the complainant’s satisfaction. Please refer to the Festival’s Complaints Policy for further information regarding how to lodge a complaint about a perceived Data Protection/Privacy breach. 

This policy and procedure will be updated every 2 years to ensure it is fit for purpose.

Person Responsible for the monitoring and review of this policy:

Name:   Jennifer Bald  

Signature: Jennifer Bald

Date of Issue: January 2024 Version: 1