PRIVACY POLICY
YOUR PRIVACY MATTERS TO US.
Last updated: 4 July 2026
Pol'n'Folk Festival ("Pol'n'Folk", "Festival", "we", "us", "our") is committed to protecting and respecting your privacy.
This Privacy Policy explains how we collect, use, store and protect your personal information when you visit our website, purchase tickets, submit applications, subscribe to our newsletter or otherwise interact with us. This policy complies with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
1. Who We Are Data Controller:
Roots & Circles Ltd United Kingdom Email: polnfolk@gmail.com Website: www.polnfolk.co.uk
2. Information
We Collect Depending on how you interact with us, we may collect: Identity Information
• First name
• Last name
• Stage or artist name
• Business name Contact Information
• Email address
• Telephone number
• Postal address
Event Information
Information submitted through:
• Artist applications
• Facilitator applications
• Vendor applications
• Volunteer applications
• Partnership enquiries
• Sponsorship enquiries
Ticketing Information
When purchasing tickets through Ticket Tailor:
• Name
• Email address
• Ticket type
• Order details
Payment information is processed securely by third-party payment providers and is not stored by Pol'n'Folk Festival.
Marketing Information
• Newsletter subscriptions
• Communication preferences
Technical Information
When visiting our website we may automatically collect:
• IP address
• Browser type
• Device information
• Website usage statistics
• Cookie information
3. How We Use Your Information
We may use your information to:
Event Administration
• Process ticket purchases
• Manage bookings
• Communicate important event information
• Provide customer support Applications
• Review artist, facilitator, vendor and volunteer applications
• Contact applicants regarding opportunities
Marketing
Where you have given consent, we may send:
• Festival news
• Artist announcements
• Ticket releases
• Special offers
• Event updates You may unsubscribe at any time.
Safety and Legal Compliance
We may process information where necessary to:
• Protect participants
• Meet legal obligations
• Respond to emergencies
• Prevent fraud or misuse
4. Legal Basis for Processing
We process personal data under one or more of the following lawful bases:
Contract To fulfil ticket purchases, bookings and applications. Consent For newsletters, marketing communications and optional submissions.
Legitimate Interests
To manage and improve the Festival and related activities.
Legal Obligations
Where processing is required by law.
5. Sharing Your Information
We do not sell your personal information. We may share information with trusted service providers involved in operating the Festival, including: Ticketing Ticket Tailor
Website Hosting
Wix Forms and Applications
Tally
Email Marketing
Mailchimp or similar newsletter providers
Payment Providers Stripe, PayPal or other approved payment processors
Professional Advisors Accountants, insurers, legal advisors and regulatory authorities where required.
Each provider is responsible for maintaining appropriate security standards and privacy protections.
6. International Data Transfers
Some of our service providers may store or process information outside the United Kingdom. Where this occurs, we take reasonable steps to ensure that appropriate safeguards are in place to protect your personal information.
7. Data Retention
We keep personal information only for as long as reasonably necessary to fulfil the purposes outlined in this policy. Retention periods may vary depending on:
• legal requirements
• accounting obligations
• operational needs
• safety considerations
When information is no longer required, it will be securely deleted or anonymised.
8. Photography, Video and Media
Photography, filming and audio recording may take place during Festival activities. By attending Pol'n'Folk Festival, you acknowledge that images and recordings may be used for:
• Festival promotion
• Social media
• Website content
• Future event marketing
• Archival and documentary purposes
If you or your child do not wish to be photographed or filmed during the Festival, please contact us before the event or inform a member of the Festival team on arrival. We will make reasonable efforts to respect your request.
If you have specific concerns regarding image use, please contact us before the event.
9. Children's Privacy
Pol'n'Folk is a family-friendly event. Parents and guardians are responsible for providing information relating to minors. We do not knowingly collect personal data from children without the involvement of a parent or legal guardian.
10. Your Rights
Under UK GDPR you may have the right to:
• Access your personal information
• Correct inaccurate information
• Request deletion of your information
• Restrict processing
• Object to processing
• Withdraw consent
• Request transfer of your information where applicable
Requests can be made by contacting us at: polnfolk@gmail.com
You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection matters. Website: ico.org.uk. Helpline: 0303 123 1113.
11. Data Security
We take reasonable organisational and technical measures to protect personal information from:
• unauthorised access
• loss
• misuse
• alteration
• disclosure
However, no online transmission or storage method can be guaranteed as completely secure.
12. Cookies
Our website may use cookies and similar technologies to:
• improve website functionality
• analyse website traffic
• understand visitor behaviour
• enhance user experience
You can manage cookie preferences through your browser settings and any cookie consent tools provided on our website. Please refer to our Cookie Policy for further information.
13. Third-Party Links
Our website may contain links to external websites. We are not responsible for the privacy practices or content of third-party websites and encourage users to review their privacy policies separately.
14. Changes to This Policy
We may update this Privacy Policy from time to time. The most recent version will always be available on our website.
15. Contact Us
If you have questions about this Privacy Policy or how your information is handled, please contact: Roots & Circles Ltd Email: polnfolk@gmail.com Website: www.polnfolk.co.uk
Thank you for trusting us with your information and for being part of the Pol'n'Folk community.