Galway Uke Fest GDPR & Data Protection Policy

Company Name: Galway Uke Fest CLG
Company Number: 721997
Last Updated: Jan 2025

1. Introduction

Galway Uke Fest CLG is committed to protecting the personal data of all individuals we interact with, including audience members, artists, volunteers, funders, and partners. We comply with the General Data Protection Regulation (EU) 2016/679 (GDPR) and the Data Protection Acts 1988–2018 in Ireland.

This policy outlines how we collect, store, process, and protect personal data in the course of running our annual music festival and related activities.

2. What Data We Collect

We may collect and process the following types of personal data:

  • Audience and Ticket Holders: names, email addresses, postal addresses, phone numbers, payment info (via secure third-party platforms), event attendance history.

  • Artists and Workshop Leaders: names, bios, contact details, photos, payment details for invoices, contracts.

  • Volunteers and Contractors: contact details, emergency contacts, role-related data.

  • Newsletter Subscribers: names and email addresses.

  • Website Visitors: IP addresses, browser type, and other technical data via cookies (see section 8).

We do not collect or process special categories of personal data (e.g. health, religion, ethnicity) unless absolutely necessary and with explicit consent.

3. How We Collect Data

We collect personal data through:

  • Ticket sales platforms (e.g. Ticket Tailor or Eventbrite)

  • Online newsletter signups (Mailchimp or similar)

  • Artist and contractor correspondence

  • Volunteer application forms

  • Website forms or cookies

4. Lawful Basis for Processing

We only process personal data when we have a lawful basis to do so. These include:

  • Consent: e.g. for email marketing.

  • Contractual necessity: e.g. paying an artist or confirming ticket purchases.

  • Legal obligation: e.g. accounting and tax compliance.

  • Legitimate interest: e.g. keeping audiences informed about future events, improving festival experiences.

5. How We Use Personal Data

We use personal data for the following purposes:

  • To deliver tickets and event information.

  • To communicate with artists, contractors, and volunteers.

  • To send email newsletters (with consent).

  • To pay artists and service providers.

  • To comply with financial and reporting requirements.

  • To analyse attendance trends and improve our events.

6. Data Sharing and Storage

We only share data when necessary and only with trusted third parties, such as:

  • Ticketing platforms

  • Email marketing providers

  • Accountants and auditors

  • Insurance or funding bodies (where required)

We store data securely using password-protected systems and cloud services with appropriate security protocols.

7. Data Retention

We retain personal data only as long as necessary:

  • Ticketing data: up to 7 years (for audit and tax purposes)

  • Marketing mailing lists: until users unsubscribe

  • Artist/contractor data: for duration of engagement + 6 years

  • Volunteer data: for up to 2 years unless otherwise agreed

8. Cookies and Website Tracking

Our website may use cookies to improve user experience and collect anonymous analytics (e.g. via Google Analytics). Users can control cookie settings in their browser.

9. Your Rights

Under GDPR, individuals have the following rights:

  • Access: request a copy of your data.

  • Rectification: correct inaccurate data.

  • Erasure: request deletion of your data.

  • Restriction: limit processing of your data.

  • Objection: object to certain types of processing.

  • Portability: request transfer of your data to another provider.

  • Withdraw consent at any time where processing is based on consent.

To exercise any of these rights, please contact us at: [Insert Contact Email]

10. Data Breaches

If a personal data breach occurs that poses a risk to individuals’ rights and freedoms, we will notify the Data Protection Commission and affected individuals in accordance with GDPR requirements.

11. Review and Updates

This policy is reviewed annually or as required by changes in legislation or practice.

Contact:
If you have any questions about this policy or how we handle your data, please email: info@galwayukefest.com