Privacy Policy
Essex County Court Carnival Association
Effective Date: 3rd March 2026
Last Updated: 3rd March 2026
1. Introduction
Essex County Court Carnival Association (“we,” “our,” “us,” or “the Association”) is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your personal information when you interact with us, attend our events, visit our website, volunteer, donate, or otherwise engage with our activities.
We process personal data in accordance with applicable data protection laws, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
2. Who We Are
Essex County Court Carnival Association is a community-based organisation responsible for organising and managing local carnival events and related activities within the Essex County.
Data Controller:
Essex County Court Carnival Association
Email: info@essexcountycourtcarnival.org
If you have any questions about this Privacy Policy or your data, please contact us using the details above.
3. Information We Collect
We may collect and process the following categories of personal data:
3.1 Personal Identification Information
Full name
Postal address
Email address
Telephone number
Date of birth (where relevant, e.g., youth participants)
3.2 Event & Participation Information
Carnival entry forms
Volunteer registration details
Performer or vendor applications
Emergency contact details
Accessibility requirements
3.3 Financial Information
Donation details
Sponsorship information
Payment information for event participation (processed securely via third-party providers)
3.4 Communication Data
Emails and correspondence
Social media messages
Newsletter subscriptions
3.5 Website & Technical Data
we operate a website, we may collect:
IP address
Browser type
Device information
Cookies and usage data
4. How We Use Your Information
We use personal information for the following purposes:
To organise and manage carnival events
To process applications (participants, volunteers, vendors, sponsors)
To communicate event updates and important information
To manage donations and sponsorships
To ensure health and safety compliance
To respond to enquiries
To improve our services and community engagement
To comply with legal and regulatory obligations
We will only use your data when we have a lawful basis to do so.
5. Legal Basis for Processing
Under UK GDPR, we rely on the following lawful bases:
Consent – where you have given clear permission
Contract – where processing is necessary for participation or service
Legal Obligation – where required to comply with the law
Legitimate Interests – to operate and improve our events and association
6. Photography and Media
During carnival events, photographs and videos may be taken for promotional and archival purposes.
These may be used on:
Our website
Social media platforms
Printed materials
Local press releases
Where appropriate, we will obtain consent, particularly for children. Parents/guardians may request removal of images by contacting us.
7. Sharing Your Information
We do not sell personal data.
We may share information with:
Event partners and sponsors (where necessary)
Payment processors
Professional advisers (e.g., accountants, insurers)
Local authorities or emergency services (if required for safety)
IT service providers
All third parties are required to respect the security of your personal data.
8. Data Retention
We retain personal data only as long as necessary for:
Event administration
Legal and accounting purposes
Insurance and safeguarding requirements
After this period, data will be securely deleted or anonymised.
9. Data Security
We implement appropriate technical and organisational measures to protect personal data against:
Unauthorised access
Loss or destruction
Alteration
Disclosure
These measures may include password protection, secure storage systems, and restricted access controls.
10. Your Rights
Under UK data protection law, you have the right to:
Access your personal data
Request correction of inaccurate data
Request erasure (“right to be forgotten”)
Restrict processing
Object to processing
Data portability
Withdraw consent at any time
To exercise your rights, please contact us using the details provided above.
You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO).
11. Children’s Data
We may collect personal data relating to children participating in carnival activities. In such cases:
Parental/guardian consent will be obtained where required
Data will be handled with additional care
Safeguarding policies will be followed
12. Cookies (If Applicable)
If our website uses cookies, they may be used to:
Ensure proper website functionality
Improve user experience
Analyse website traffic
You can manage cookie preferences through your browser settings.
13. Changes to This Policy
We may update this Privacy Policy from time to time. The latest version will always be available on our website or upon request.
14. Contact Us
For questions about this Privacy Policy or your personal data, please contact:
Essex County Court Carnival Association