Privacy Policy

Also see: Safeguarding and Health & Safety/Accessibility Policy.

Purpose of this policy

This privacy policy explains how the Big Tree Night Committee collects, uses and protects personal information provided through bigtreenight.uk.

We take your privacy seriously and will only collect and use personal information where we have a legitimate reason to do so.

Who We Are

Big Tree Night is a community event organised by the Big Tree Night Committee. For the purposes of UK data protection law, the Big Tree Night Committee is responsible for the personal information collected through this website.

Information We Collect

We may collect personal information when you complete a form, make a booking, contact us or otherwise provide information through this website.

This may include:

Your name
Your email address
Your telephone number
Your business or organisation name, where relevant
Your address, where this is needed for a booking or application
Information relating to a stall, advert, sponsorship, tree, donation or other booking
Information you provide when offering to volunteer or help with Big Tree Night
Any other information you choose to provide in a message or enquiry

We only ask for information that is reasonably necessary to deal with your request, booking or involvement with Big Tree Night.

How We Use Your Information

We use the information you provide for the purpose for which you gave it to us. For example:

If you enquire about volunteering, we will use your details to contact you about volunteering and related arrangements.
If you apply for or book a stall, we will use your details to administer your stall booking.
If you enquire about sponsorship or advertising, we will use your details to deal with that enquiry or booking.
If you arrange a Christmas tree or other participation in the event, we will use your details to organise it.
If you contact us with a question, we will use your details to respond to you.
If a payment, invoice or other financial transaction is involved, we may retain the information necessary for our financial and legal records.

Completing a form does not give us permission to use your details for unrelated purposes.

Our Lawful Basis for Using Your Information

UK data protection law requires us to have a lawful basis for processing personal information.

Depending on why you have provided your information, we may process it because:

It is necessary to deal with a request, booking or agreement you have made with us.
We have a legitimate interest in organising and administering Big Tree Night and responding to enquiries.
We need to comply with a legal or financial obligation.
You have given us specific consent, where consent is required.

Contact Forms and Email Communications

If you provide your personal details through a form on this website, we will use those details only for the purpose for which you provided them.

For example, if you ask about volunteering, we will use your details to contact you about volunteering and related arrangements.

We will not automatically add you to a marketing or newsletter mailing list because you have completed a form.

We may need to share your details with another member of the Big Tree Night team where this is necessary to deal with your enquiry, booking or request. We will not sell your personal information or share it with other organisations for their own marketing purposes.

Email Newsletters and Marketing

Big Tree Night does not currently operate an email newsletter.

If we introduce one in the future, subscribing will be optional and we will clearly explain what you are signing up to. Where consent is required, it will be requested separately and completing another form on this website will not automatically subscribe you.

Any marketing emails we send will include a straightforward way to unsubscribe.

Sharing Your Information

Your information may be shared with members of the Big Tree Night team who need it in order to organise the event or deal with your request.

We may also use trusted service providers to operate parts of the website, process payments, provide hosting or provide other services necessary for running Big Tree Night. Where personal information is processed on our behalf, we expect those providers to handle it securely and in accordance with applicable data protection law.

We may disclose personal information where we are legally required to do so.

We do not sell personal information.

How Long We Keep Your Information

We keep personal information only for as long as it is reasonably needed for the purpose for which it was collected.

Some information may need to be retained for longer where it forms part of financial, accounting or other records that we are legally required to keep.

When information is no longer required, we will delete it or securely dispose of it where reasonably practicable.

Keeping Your Information Secure

We take reasonable technical and organisational measures to protect personal information from unauthorised access, loss, misuse or disclosure.

Access to personal information is limited to people who need it in order to administer Big Tree Night, deal with enquiries or carry out related duties.

Cookies

This website may use cookies and similar technologies to enable the website to function correctly and, where applicable, to help us understand how visitors use the site.

Cookies are small files stored on your device by your web browser.

Where cookies require consent, you will be given the opportunity to accept or reject them before they are set.

You can also control or delete cookies using your web browser settings.

Website Analytics

We may use website analytics services to understand how people use this website, such as which pages are visited and how visitors navigate around the site.

Where an analytics service uses cookies or other technologies that require consent, these will not be used until you have given the appropriate consent.

External Links

This website may contain links to websites operated by other organisations. We are not responsible for the privacy practices or content of those websites.

If you follow a link to another website, you should read that organisation's own privacy policy to understand how it handles your personal information.

Social Media

Big Tree Night may use social media platforms to communicate with the community and promote the event.

If you interact with us through a social media platform, your use of that platform is also subject to the privacy policy and terms of the relevant social media provider.

We recommend that you avoid sending sensitive personal information through public social media posts or comments.

Your Data Protection Rights

Depending on the circumstances, UK data protection law gives you rights over your personal information. These may include the right to:

Ask us for a copy of the personal information we hold about you.
Ask us to correct information that is inaccurate or incomplete.
Ask us to delete your personal information in certain circumstances.
Ask us to restrict how your personal information is used in certain circumstances.
Object to certain uses of your personal information.
Withdraw your consent where we are relying on consent to use your information.

These rights do not apply in every situation and there may be circumstances where we are legally entitled or required to retain information.

If you would like to exercise any of these rights, please contact the Big Tree Night Committee using the contact details provided on this website.

Complaints

If you have any concerns about how we use your personal information, please contact us first so that we have an opportunity to resolve the matter.

You also have the right to complain to the Information Commissioner's Office (ICO), the UK's independent regulator for data protection.

Further information is available at ico.org.uk.

Changes to This Privacy Policy

We may update this privacy policy from time to time, for example if the way we use personal information changes or if legal requirements change.

The latest version will always be published on this page.