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We are committed to protecting your privacy and will endeavour to comply with our legal obligations when using your personal data. This Privacy Policy explains how we fulfil this commitment, so please read this carefully.

The information that you provide will be processed in accordance with the General Data Protection Regulation and Data Protection Act 2018. The data controller for this information is Southwold Town Council.

What information do we collect about you?

We have set out below the different types of personal information that you provide directly to us, or which we collect from you when we interact. This includes the measures we are taking to keep everyone safe who attends our events during this current public health emergency as a result of the coronavirus (COVID-19) pandemic.

You may provide us with the following types of personal data when you directly interact with us (through our websites, in person at our events or otherwise):
Contact - first name, surname, account log-in information, country of residence, email address, telephone numbers and address
Profile - – your preferences for marketing, your contact history and feedback through reviews surveys

We may also collect the following types of personal data from you when you use our websites (using Cookies or other tracking technologies):
Technical – browser type, device information, IP address, hardware type, network and software identifiers, operating system and system configuration
Usage – information about how you use our website, including time spent on page, click-throughs, download errors, browsing patterns

The easing of social and economic lockdown measures following the COVID-19 outbreak is being supported by NHS Test and Trace, and therefore we also collect the following in conjunction with the above provision of personal data:

• Customers and visitors:
o If there is more than one person, then we can record the name of the ‘lead member’ of the group and the number of people in the group
o date of visit, arrival time and, where possible, departure time
o if a customer will interact with only one member of staff, the name of the assigned staff member will be recorded alongside the name of the customer

We collect this information in advance via our booking process and at the point that you enter the event.

Why do we use your information and what is the legal basis for processing?

The table below sets out how we use your personal information and our lawful basis for doing so.

Why we use your data? Register you as a customer
What data> Contanct & Profile
Legal Background – Engage our contract with you, make your purchase experience more user friendly

Why we use your data? To enable you to put tickets in your basket and save for later
What data? Contact, Technical, Usage
Legal Background – Engage our contract with you, make your purchase experience more user friendly

Why we use your data? Process payments for tickets which you make through our website and to action refunds
What data? Contact, Financial
Legal Background – Perform our Contract with you

Why we use your data? Deliver your tickets
What Data? Contact
Legal Background – Perform our Contract with you

Why we use your data? Send you processing messages by email including ticket receipts and event information
What data? Contact
Legal Background – Perform our Contract with you

Why we use your data? Notify you of changes to our Privacy Policy, our Terms and Conditions, the NHS Test and Trace service or other changes to our services or events
What data? Contact
Legal Background - Same as above and to comply with our legal obligations

Why we use your data? To support Track and Trace
What Data? Contact
Legal Background - Necessary for the performance of a task carried out in the public interest in accordance with Article 6 1 (e) of the General Data Protection Regulation
Why we use your data? For internal administration and record keeping
What data? All
Legal background - Perform our contract with you and comply with our legal obligations alongside our business reasons

Why we use your data? Providing customer support
What data? All
Legal background - Perform our contract with you and comply with our legal obligations alongside our business reasons

Why we use your data? Providing customer support
What data? All
Legal background - Perform our contract with you and comply with our legal obligations alongside our business reasons

Why we use your data> To understand our customer profile
What data? Contact
Legal Background – For our business reasons

Why we use your data? Get in touch with you about other Southwold events
What data? Contact & Profile
Legal Background - Only actioned if we have your consent

Why we use your data? To personalise your user experience whilst you browse and to remember your preferences
What data? Contact, Profile, Technical, Usage
Legal Background – For our business reasons

Why we use your data? Administer our website, including website trouble shooting, testing and data analysis and participate in interactive features including reviews and surveys
What data? All
Legal background - Perform a contract with you and for our business reasons

Why we use your data? Verify your identity and detect fraud and security issues
What data? All
Legal background - Necessary to prevent and detect fraud, security incidents and criminal activity

Sharing your information

We do not pass your personal data to any third parties for the purpose of third party marketing. However, we do need to share your data with the following third parties as an essential part of being able to provide our services to you (in accordance with the purposes set out above). In each case, we will only ever share the minimum amount of information required, and ensure that the relevant third parties are subject to suitable obligations in respect of confidentiality and security:

• NHS Test and Trace service, The Department of Health and Social Care has asked organisations including Southwold Town Council to support this service by keeping a temporary record of our visitors for 21 days. In the event of a local outbreak of the virus this data may be used to assist NHS Test and Trace as needed. This could help contain clusters or outbreaks.
• Our ticketing service provider, who allow you to book your tickets to My Southwold events
• Our Payment service provider and our ticketing print out collection service providers
• Credit reference agencies, law enforcement and fraud prevention agencies, so we can help tackle fraud
• Companies approved by you, such as social media sites (if you choose to link your accounts to us)

In addition to the above, we may also need to share your personal data with third parties if we are legally obliged to.

What is there is a COVID-19 Local Outbreak

In the event of a local outbreak of the corona virus we will provide NHS Test and Trace with your name and contact details if you have been to one our events in the past 21 days.

NHS Test and Trace will ask for these records only where it is necessary, either because someone who has tested positive for COVID-19 has listed one of our events as a place they visited recently, or because our events have been identified as the location of a potential local outbreak of COVID-19.

NHS Test and Trace will work with you, if contacted, to ensure that information is shared in a safe and secure way. You can find further information on how NHS Test and Trace works here –

How NHS Test and Trace works

NHS Test and Trace will handle all data according to the highest ethical and security standards and ensure it is used only for the purposes of protecting public health, including minimising the transmission of COVID-19.

If you are contacted by NHS Test and Trace

Contact tracers will –

• call you from 0300 013 5000
• send you text messages from ‘NHStracing’
• ask you to sign into the NHS Test and Trace contact-tracing website
Contact tracers will never –
• ask you to dial a premium rate number to speak to them (for example, those starting 09 or 087)
• ask you to make any form of payment or purchase a product or any kind
• ask for any details about your bank account
• ask for your social media identities or login details, or those of your contacts
• ask you for any passwords or PINs, or ask you to set up any passwords or PINs over the phone
• disclose any of your personal or medical information to your contacts
• ask about protected characteristics that are irrelevant to the needs of test and trace
• provide medical advice on the treatment of any potential coronavirus symptoms
• ask you to download any software to your PC or ask you to hand over control of your PC, smartphone or tablet to anyone else
• ask you to access any website that does not belong to the government or NHS.

Marketing messages and opt-ing out

If you have opted in then we’ll send you marketing messages by email to keep you aware of what we’re up to and tell you about future events we think will be relevant to you or other services and promotions. If you change your mind, you can opt-out of receiving marketing at any time either by contacting us, or by using the opt-out function detailed in any e-mail communication. Once you do this, we will update your profile to ensure that you don’t receive further marketing messages. Please note, it might take a few days for all our systems to be updated, so you might get messages from us while we process your request.

Even if you opt-out we may still need to send you service notifications by email, such as advising you of our updated Privacy Policy or notifications about an event you are due to attend such as ticket updates or where you have expressed an interest in an activity, such as a new event that you have previously attended. You can also request that we do not process your data in this way.

We do not pass your data onto any third parties for third-party marketing purposes.

Seeing adverts for Southwold events elsewhere on the web

If you have given the appropriate consent, My Southwold targets banners and ads to you when you have left our websites and are on other websites and apps. We do this using a variety of digital marketing networks and ad exchanges, and we use a range of advertising technologies like pixels, ad tags and cookies, as well as specific services offered by some sites and social networks, such as Facebook’s Custom Audience service.

The banners and ads you see will be based on information we hold about you, or your previous use of My Southwold events (for example, tickets you forgot to buy last time you were on the website), or simply from the My Southwold banners or ads you have previously clicked on.

For more information, please read our Cookies Policy.

How we keep your information secure?

We implement industry standard security processes to ensure your data is kept safe and secure and to prevent unauthorised access or use or loss of your data. We also make sure that when we are required to share your data with third parties, they are subject to suitable confidentiality and security standards.

Despite these measures, the transmission of data via the internet is not completely secure. As such, we cannot guarantee that information transmitted to us via the internet will be completely secure and any transmission is at your own risk.

Links to third party websites
Our website does not currently have links to third party websites. However, if we decide to include these on our website and once you have used these links to leave our websites we have no control over these third-party websites and are not responsible for the protection of any information which you provide whilst visiting these sites. You should exercise caution and examine the privacy policies and terms of use applicable to the web sites in question.

How long do we store your information?

We will store your information for as long as you have an “active” My Southwold purchase* and in regards to information which is collected and stored solely for NHS Track and Trace will be retained for 21 days**.

After this, we may still need to keep hold of your data if there is a legal reason for doing so (such as for tax or other financial reasons (such as being able to deal with chargebacks), where we need to resolve any disputes with you, or where we need to enforce our terms and conditions). In such circumstances, we will only retain the amount of data strictly necessary for these reasons and otherwise, will remove your data from our systems.

*If you’ve not bought tickets in more than 5 years, then we will remove any personally identifiable information from your data.

** This reflects the incubation period for COVID-19 (which can be up to 14 days) and an additional 7 days to allow time for testing and tracing. After 21 days, this information will be securely disposed of or deleted.

Understanding your rights

• Request a copy of the personal information we hold about you;
• Be informed about the collection and use of your personal information;
• For the information held by us to be corrected (where the law permits) and to correct or update your personal data. You may do this yourself by logging into your account or by contacting us and requesting the necessary changes;
• request that we restrict or delete your personal information;
• in certain circumstances, you have the right to object to the handling of your personal information;
• restrict the processing of your personal information; or
• request the transfer of your personal data (or some of it) to a third-party service provider.

Under the NHS Test and Trace system, the Department for Health and Social Care are clear that this is a voluntary scheme and nobody visiting our events is required to provide their details. If you do not want any booking details you have supplied to be used for Test and Trace purposes please make this clear to a member of staff at the time of your visit

Although this is a voluntary scheme we strongly encourage you to share their details in order to support NHS Test and Trace - this information will only be used where necessary to help stop the spread of COVID-19.

The accuracy of the information provided will be the responsibility of the individual who provides it. Southwold Town Council will not verify your identity for NHS Test and Trace purposes.

And how to exercise them.

Please contact us if you would like to exercise your rights, which you can do for free. The only time we may be allowed to charge a reasonable fee is where your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances. Otherwise, we will always respond within one month (unless there is a legal reason to take longer).

We may also need to ask you to confirm your identity before we proceed with your request if it is not clear who is making the request.

If you are concerned about the way we are handling your personal data you may also contact the ICO (Information Commissioner’s Office). However, where possible, we would really appreciate the opportunity to help with your concern in the first instance.

Changes to this policy

We may change this policy from time to time, to reflect how we are handling your data and will upload these updates onto our websites. If we make significant changes, we will make sure these are notified to you by email or other suitable method so that you are able to review the changes before you continue to use our services.

How to contact us

If you would like to discuss anything in this policy, want to exercise your rights or have any issues with the way we are handling your data, please:

Email us: admin@southwoldtowncouncil.com

Write to us at: Southwold Town Council, Town Hall, Southwold, IP18 6EF.

Southwold Events Website

Cookies Description

Our website uses cookies. These cookies are used to ensure that you are sent the correct content when your computer requests it. We also use cookies to store special information about services provided especially for you, such as pre-sales and special offers. If you choose to buy something, we will use a cookie to remember your choice as you move through our website.

In addition, we host content from some third parties that place cookies on your computer. These providers include our advertising partners, as well as companies such as Google. Some of these cookies have 'far future' expiration dates - in other words, they are designed to stay on your computer for as long as possible.

If you wish to remove any cookies our website has placed on your computer, please consult the instructions for your specific Internet browser.


Our cookies are categorised below to identify whether these cookies are required for the correct operation of the website or whether they are used for functional purposes only (and are therefore not mandatory). 

Category: Strictly Necessary
Description:Strictly necessary cookies are essential to enable you to move around our website and use its features and/or services.

Description:Functional cookies allow our website to remember choices you make, e.g. your username, log in details and language preferences and any customisations you make to pages during your visit. They are necessary to provide features and services specific to individual users.

Description:Performance cookies allow us to update this website to cater for user preferences and improve performance. Performance cookies may also be used to help manage website traffic during busy periods.

Description:These cookies collect information about your browsing habits on our site in order to make advertising (both on this site and other web sites you subsequently visit) relevant to you and your interests, to limit the number of times those adverts are served to you and to help measure the effectiveness of advertising campaigns.

Cookies we place on your computer

Purpose:Application server session cookie. Allows web servers to keep track your order (e.g. your ticket selections) throughout the purchase process.
Category:Strictly Necessary

Cookie:Server Management
Purpose:Load balancer server mapping. Used to ensure that requests to our site go to the same web server in our pool.
Category:Strictly Necessary

Cookie:Traffic Control
Purpose:Rate limiting (used for restricting traffic to our site when we are very busy)
Category:Strictly Necessary/Performance

Purpose:Pre-Sale (if we are running a password protected pre-sale, it is kept here).
Category:Strictly Functional

Cookie:Source Tracking
Purpose:Holds the source of your booking (used for tracking purposes).
Category:Strictly Functional

Cookie:Custom Data
Purpose:Used to save custom data from an affiliate or external alongside a user's order (e.g. a mailing list ID that this link was clicked from). 
Category:Strictly Functional

Cookie:User Reviews
Purpose:Applied by a third-party library from BazaarVoice which is used to manage user reviews for our events. 
Category:Strictly Functional

Cookie:Offers and Codes
Name:See-offer, see-codes
Purpose:Stores user entered offer/discount/registration codes used to allow access to certain ticket types. Stored in a cookie so that once you enter a code, the website remembers it (and auto applies it if you refresh the ticket selection page) until you close your browser window.
Lifespan:30 Minutes
Category:Strictly Functional

Cookie:Order Linking
Purpose:Allows user orders to be linked together for certain events.
Lifespan:20 Minutes
Category:Strictly Functional

Cookie:Affiliate Tracking
Purpose:Stores the affiliate ID (used for tracking affiliate referrals).
Lifespan:24 Hours
Category:Strictly Functional

Name:_ga, _gat, _gid, _lc.visitor_id.*
Purpose:These cookies are used to collect information about how visitors use our website. We use the information to compile reports and to help us improve the website. The cookies collect information in an anonymous form, including the number of visitors to the website and where visitors have come to the website from and the pages they have visited.
Lifespan:1 Year
Category:Strictly Functional

Purpose:Used to apply the user selected language/culture settings (including translations) when browsing the website
Category:Strictly Functional

Cookie:Localisation (Google Translate)
Name:googtrans, google-language
Purpose:Used to apply language translations (where applicable) for dynamic content on the website. Powered by Google Translate.
Category:Strictly Functional

Cookie:User authentication
Set when you log in with a user account, to acknowledge you are logged in and give access to 'user only' areas of the website.
Lifespan:Session (6 months if you select 'remember me') 
Category:Strictly Functional

Cookie:Cookie Consent
Set when you accept our use of cookies via the cookie information banner at the bottom of the page. Once you've accepted we won't show this message again.
Lifespan:90 Days 
Category:Strictly Functional

Other cookies (placed by our partners)

Some cookies maybe be placed on your computer by third parties and partners we work with. These cookies may differ depending on the event you buy tickets for. Full information can be made available on request

Change your cookie settings

Most web browsers allow some control of most cookies through the browser settings. To find out more about cookies, including how to see what cookies have been set, visit www.allaboutcookies.org.

Find out how to manage cookies on popular browsers:

Google Chrome
Microsoft Edge
Mozilla Firefox
Microsoft Internet Explorer
Apple Safari

To find information relating to other browsers, visit the browser developer's website.

To opt out of being tracked by Google Analytics across all websites, visit http://tools.google.com/dlpage/gaoptout.