Last updated: September 2025

Introduction

Festival of Life (“the Charity”, “we”, “us”, or “our”) is committed to protecting your personal information and respecting your privacy. This Privacy Policy explains how we collect, use, share, store and protect personal information when you visit our website, register for or attend our events, support Festival of Life, become a Partner or volunteer, communicate with us, or otherwise engage with our services.

1. Who We Are

Festival of Life is a UK-registered charity committed to safeguarding your personal information. We are the data controller for the personal information we process and handle personal information in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, the Privacy and Electronic Communications Regulations 2003 (PECR), and other applicable UK data protection law.

2. What Information We Collect

Depending on how you engage with us, we may collect:

· Your name, postal address, mobile or telephone number, and email address.

· Your communication preferences and, where applicable, records of consent, opt-in or opt-out choices for email and SMS/text communications.

· Details of event registrations, Partner or supporter records, volunteer involvement, donations and giving arrangements.

· Communications you send to us, including enquiries, requests, feedback and supporting information you choose to provide.

· Website and device information, including usage data collected through cookies, analytics and similar technologies.

· Where relevant and necessary, information you choose to provide that may require additional protection under data protection law.

We may collect this information when you:

· Fill in a form, register online, become a Partner, volunteer, donate or sign up for an event.

· Contact us by phone, email, SMS/text, post or another communication channel.

· Attend our events or subscribe to our services or communications.

· Browse or use our website.

· Update your details or communication preferences.

3. How We Use Your Information

We may use your personal information:

· To respond to your enquiries and provide services or support you have requested.

· To register and administer your participation in events, services, activities and Partner programmes.

· To maintain accurate Partner, supporter, volunteer, donation and financial reconciliation records.

· To send administrative or service communications, including event information, registration updates, reminders and changes that are relevant to your relationship with Festival of Life.

· To send newsletters, fundraising, promotional or other direct marketing communications where permitted by law.

· To manage communication preferences, consent and opt-out records.

· To maintain our records, protect our systems and services, and comply with legal, regulatory, safeguarding and governance obligations.

· To analyse website usage and improve our website, services, communications and supporter experience.

Lawful bases for processing. We only use personal information where we have a lawful basis to do so. Depending on the purpose for which we are using your information, we may rely on consent, contract, legal obligation, vital interests, public task, recognised legitimate interests, or legitimate interests. We identify and apply the lawful basis that is appropriate to the particular processing activity. Where we rely on legitimate interests, we consider and balance those interests against your rights and freedoms. Recognised legitimate interests will only be used where the relevant statutory conditions apply.

3.1 Email, Messaging and SMS Communications

Where you provide us with an email address or mobile telephone number, we may use those details to communicate with you about Festival of Life activities, registrations, events, Partner updates, reminders and other information relevant to your relationship with us.

We may also send fundraising, promotional or other direct marketing communications by email or SMS/text where we have your consent or where another lawful route is available under applicable data protection and electronic communications law, including the charitable purposes soft opt-in where its legal conditions are met.

We use trusted text and messaging communications service providers to help us manage and deliver email and SMS/text communications. This may involve sharing information such as your name, email address, mobile number, communication preferences, consent or opt-in records, message delivery information and engagement information with those providers for the purpose of delivering and managing our communications.

Where consent is required for SMS marketing, we will ask for it appropriately. Consent to receive email marketing does not automatically mean that you have consented to receive SMS marketing. You can withdraw consent or opt out of marketing communications at any time using the unsubscribe or opt-out method provided in the communication, including replying STOP where that option is available.

Opting out of marketing communications will not necessarily prevent us from sending essential administrative, service or event-related communications where we have another lawful basis to contact you. We do not sell your mobile number, email address or other contact information to third parties for their own marketing purposes.

4. Your Privacy Choices and Rights

Subject to applicable law, you may have the right to:

· Ask for access to the personal information we hold about you.

· Ask us to correct or update inaccurate or incomplete information.

· Ask us to delete personal information in certain circumstances.

· Withdraw consent at any time where we rely on consent, for example to stop receiving marketing emails or SMS/text messages.

· Object to or restrict certain types of processing.

· Ask us to provide certain personal information in a portable format where the right applies.

· Raise a concern or complaint about how we use your personal information.

To exercise your rights or update your communication preferences, please contact us using the details in section 10. You also have the right to complain to the Information Commissioner’s Office (ICO) if you are unhappy with how we have handled your personal information.

5. Sharing Your Information

We do not sell or lease your personal information to third parties. We may share personal information with trusted service providers who help us operate our services, including IT providers, event and registration platforms, payment and finance providers, professional advisers, and email and SMS communication platforms such as Mailchimp.

Where service providers process personal information on our behalf, we require appropriate data protection and confidentiality arrangements. We may also disclose information where required by law, regulation, a court or competent authority, or where necessary to protect the rights, safety or security of Festival of Life, our supporters or others.

Some of our service providers may process personal information outside the UK. Where personal information is transferred internationally, we take steps to ensure that appropriate safeguards are in place in accordance with applicable UK data protection law.

6. How We Protect and Retain Your Information

We take appropriate technical and organisational measures to protect personal information against unauthorised access, alteration, disclosure, loss, destruction or misuse. Access to personal information is limited to people who need it for legitimate Festival of Life purposes.

We keep personal information only for as long as it is reasonably necessary for the purposes for which it was collected, including to maintain appropriate records, resolve queries, demonstrate consent or opt-out choices, meet legal or regulatory requirements, and manage our relationship with Partners, supporters, volunteers and event attendees. When information is no longer required, we will securely delete or anonymise it in accordance with our retention arrangements.

7. Cookies and Website Analytics

We may use cookies and similar technologies to:

· Enable and improve website functionality.

· Understand and analyse how our website is used.

· Remember preferences and personalise aspects of the website where appropriate.

You can control or disable cookies through your browser settings and, where available, through our cookie controls. Disabling certain cookies may affect how parts of the website function.

8. Third-Party Links

Our website and communications may include links to external websites or services. We are not responsible for the content, security or privacy practices of third-party websites. We encourage you to review their privacy information before providing personal information.

9. Changes to This Policy

We may update this Privacy Policy periodically to reflect changes in our services, technology, legal requirements or how we use personal information. Any updated version will be published on our website with a revised “Last updated” or “Effective Date”. We encourage you to review this page from time to time.

10. Contact Us

If you have any questions about this Privacy Policy or how we use your personal information, please contact:

Festival of Life – Legal and Compliance
112 Brent Terrace, Brent Cross, London NW2 1LT
Phone: +44 (0)20 8830 7257 or 020 8611 2835
Email: [email protected]

Effective Date: September 2026