We are committed to collecting and using such data fairly and in accordance with the requirements of the General Data Protection Regulations (GDPR).
Who we are
The Ferry Fair Festival Committee is a charity registered in Scotland with OSCR (Office of Scottish Charity Regulator) SC043392. Our mission is to provide a week-long children’s fair each year in the town of South Queensferry which climaxes with the crowning of the year’s Ferry Fair Queen.
Every year in January/February we hold an annual general meeting where the charity trustees are elected, any member of the local community can attend the AGM and subsequently choose to stand for election to the board of trustees. We are based in South Queensferry, with meetings held as and when the committee deem necessary.
You have the right to object to how we process your personal information. You also have the right to access, correct, sometimes delete and restrict the personal information we use. In addition, you have a right to complain to us and to the data protection regulator.
Please email DPO@ferryfair.co.uk for more information, in the first instance. Any requests to access your personal data must be received in writing to DPO@ferryfair.co.uk or FAO Data Protection Officer, The Ferry Fair Festival Committee, Rosebery Hall, 14 West Terrace, S. Queensferry, EH30 9LL.
How we gather personal information
Most of the personal information we hold on you, is provided to us directly by yourself or by parents / legal guardian (when you are under the age of 13) in either paper form, verbally throughout Ferry Fair week or electronically via our website or Facebook.
Where an individual is under the age of 13, this information will only be obtained from a parent / guardian and cannot be provided by the young person, however we will accept and potentially record any personal information, such as about any ongoing medical treatment from any person involved in a Ferry Fair activity no matter their age.
How we use your personal information
We collect your personal and medical information for the protection and identification of that person whilst in the care of the Ferry Fair Festival Committee. We also collect some data for running events and activities, so we can contact any winners or know location of the winners, some data may also be retained for historical proposes.
We process the data to have the ability to contact the member of the court, parents and guardians, to inform them of meetings/rehearsals and to contact them in case of emergency.
We process the data to have the ability to determine whether any winners reside in South Queensferry to award prizes. Some data may also be kept for historical purposes. Your name may also be published in Ferry fair publications and on our website.
We process the data to have the ability to contact you if you win to notify you, some details may be kept for Historical purposes. Winner’s name may also be published in Ferry Fair publications and on our website and to determine whether any winners reside in South Queensferry to award prizes. Some data may also be kept for historical purposes.
Our legal basis for using your personal information
We only use your personal information where that is permitted by the laws that protect your privacy rights. We only use personal information where:
a) We need to use the information to comply with our legal obligations.
b) We need to use the information legitimately to contact with you, regarding meetings, rehearsals, notify you that you have won a competition and any other important information.
c) it is fair to use the personal information in your interests, where there is no disadvantage to you
Sharing and transferring personal Information
We will only normally share personal information within our committee and volunteers and only if they require access to the data to let them carry out a duty.
We will however share your personal information with others outside The Ferry Fair Festival Committee where we (or an affiliate processing your data on our behalf) are required to do so by law, obligation, regulation or legal proceedings, this may also include organisers of events (who organise them on behalf of The Ferry Fair Festival Committee) any details provided to an external organisation with whom we have a Data Protection Agreement and any data will be securely held and disposed of after the event.
We may also share personal detail with our insurance providers Zurich Insurance PLC, along with any other insurance company or insurance agent the Ferry Fair Festival Committee has contracted to provide services incase of legal obligation or major incident.
We would also share details in response to a valid, legally compliant request by a relevant public authority or law enforcement agency. We would also share details during an emergency when we believe physical safety is at risk if not sharing the details would cause harm or distress. In all cases we will only share personal information to the extent needed for those purposes.
We will never sell your personal information to any third party for any reason without your explicit consent.
Third Party Data Processors
The Ferry Fair Festival Committee employs the services of the following third-party data processors: –
1 and 1 – is used to store all our email communication, it is also used to host our website and process any information submitted here in.
Zurich Insurance PLC – information is only provided on a need to know basis and generally only after a major incident
Phoenix Medics – Details may be provided incase of treatment during our event, any data provided by either us or you are subject to their own DPA (Data Protection Agreement)
Microsoft – Office 365 products – occasionally used for secure transfer of limited personal information and transfer of images
Dropbox inc – occasionally used for secure transfer of limited personal information and transfer of images
Google – occasionally used for secure transfer of limited personal information and transfer of images
Queensferry Hub – information will only be provided if provided to us for the purpose of Wednesday family fun day and Monday youth football
Queensferry AFC – information will only be provided if provided to us for the purpose of adult football (ran by Queensferry AFC)
How long we keep your personal information for
We will retain your personal information, for different lengths of time depending what the purpose the information was given for.
Any data collected during your participation in the court will be destroyed within 7 days of the crowning ceremony, except for limited information that is kept from historical record keeping.
Any data collected during the participation of an event or competition will be destroyed after all matters relating to the event are complete but will be no more than 12 months from the event or competition draw/announcement, but again small amount of data may be kept for historical record keeping.
In case of any injuries, your data may be kept indefinitely to cover legal obligations and responsibilities.
We will also keep any Gift Aid Claim information for the statutory 7 years as required by HMRC.
Automated decision making
The Ferry Fair Festival Committee does not have any automated decision-making systems.
Transfers outside the EU
The Ferry Fair Festival Committee will not transfer your personal information outside of the EU, other than when storing data with Data processors who have servers out with the EU, but we will make sure that their DPA conforms with ours and is in the interests of the data holder “you”.
The Ferry Fair Festival Committee is committed to the protection of your personal information.
We generally store personal information in paper form in the short term but if it is kept for a longer period it will transferred to a secure encrypted data base that is restricted and controlled.
In the case of Participation forms, health and contact update forms, this information is securely held by the person in charge in a secure method and transferred to our secure digital systems if data needs to be kept past the event before the paper form is destroyed.
Gift Aid collection forms will be securely held by the Treasurer to aid in the collection of Gift Aid, we have a legal obligation to retain this information for 7 years after our last claim.
The law on image use and GDPR needs further clarification, the position the Ferry Fair Festival Committee is as follows: –
Photographs / images (which can be classed as personal information when the subject is identified) of yourself or your child may be taken during activities and be used within the Ferry Fair context and in particular publicity material for example Ferry Fair publications and the media. Images may be published to the official Ferry Fair website and social media.
We cannot ask for explicit consent “Yes/No” for photo as consent presumes that it can be revoked, as is your right to do so under the GDPR regulations.
Under GDPR consent is invalid if people cannot easily withdraw consent, which would be the case with publishing to any publicly accessible system, therefore if you do not wish your son/daughter to appear in these then please confirm, in writing, to the data protection officer at DPO@ferryfair.co.uk or FAO Data Protection Officer, The Ferry Fair Festival Committee, Rosebery Hall, 14 West Terrace, S. Queensferry, EH30 9LL. We will not publish any photographs of you or your child on a public forum such as social media from that point forward (allowing upto 28 days for this to take effect as it states in law), we will be unable to confirm full removal of images and photographs from the historical record online or otherwise stored.
Please note that the Ferry Fair Festival Committee cannot control or stop images being taken by other individuals, parents or organisations not connected with the Ferry Fair Festival Committee.
Ver 2.6 Update 05/07/18