PRIVACY POLICY.
Brixham Pirate Festival Ltd
Last updated: 4 November 2026
1. Who We Are
Brixham Pirate Festival Ltd is a not-for-profit company responsible for organising and delivering the annual Brixham Pirate Festival in Brixham, Devon.
We are committed to protecting the privacy and personal information of our visitors, volunteers, traders, sponsors, performers and supporters.
Brixham Pirate Festival Ltd is the data controller for personal information collected and processed in connection with our activities, in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, as amended.
Company name: Brixham Pirate Festival Ltd
Company registration number: 09558279
Registered in: England
Registered office: 12 The Quay, Brixham, Devon, TQ5 8AW
Email: info@brixhampiratesfestival.com
Website: www.brixhampiratesfestival.com
2. Information We Collect
Depending on how you interact with Brixham Pirate Festival, we may collect:
Contact details: Names, email addresses, telephone numbers and postal addresses.
Trader and sponsor information: Business details, application information, agreements, payment records and correspondence.
Volunteer information: Contact details, availability, relevant experience and information necessary to coordinate festival duties.
Performer information: Contact details, performance arrangements, contractual information and relevant payment details.
Competition information: Children's names, age groups, parent or guardian contact details and competition entries.
Communications: Information provided through emails, online forms, messages and enquiries.
Photography and filming: Photographs and video recordings taken during festival activities.
Website information: Technical and statistical information collected through our website hosting and analytics services.
We collect information directly from individuals, authorised representatives, application forms and correspondence. We may also receive relevant information from event partners or publicly available business sources.
We aim to collect only the information reasonably necessary for each purpose.
3. How We Use Personal Information
We use personal information to:
Respond to enquiries and requests.
Process trader, sponsor, performer and volunteer applications.
Organise, administer and safely deliver the festival.
Communicate operational arrangements to participants.
Manage sponsorships, agreements and payments.
Administer competitions, workshops and community activities.
Maintain financial, accounting and administrative records.
Address safeguarding concerns or incidents where necessary.
Promote and document the festival through appropriate photography and publicity.
Maintain relationships with individuals who have agreed to ongoing contact.
Maintain and improve our website.
Fulfil applicable legal and regulatory obligations.
Where information is necessary to process an application or enter into an agreement, failure to provide relevant details may mean we cannot proceed with the arrangement.
We do not sell personal information.
4. Our Legal Basis for Processing
Under UK data protection legislation, we must have a lawful basis for processing personal information.
The lawful basis depends on the purpose:
Contract: To process applications, administer agreements and fulfil contractual commitments where the individual is a party to the contract.
Legal obligation: To maintain required financial records, comply with applicable legislation and fulfil statutory responsibilities.
Legitimate interests: To organise, administer, communicate about, protect and promote the festival, where our legitimate interests are not overridden by individuals' rights and freedoms.
Consent: Where individuals have agreed to particular activities, including relevant ongoing communications or the promotional use of identifiable images of children.
Vital interests: In exceptional emergency situations where processing is necessary to protect someone's life.
We assess the appropriate lawful basis for each activity and apply additional safeguards where required.
5. Volunteers, Safeguarding and Event Safety
Personal information provided by volunteers is used to coordinate duties, organise activities and communicate relevant festival arrangements.
We do not routinely collect or retain medical records relating to festival visitors.
Professional first aid and medical support is provided during the festival by an appointed external medical provider, which is responsible for managing medical information it collects in accordance with its own data protection responsibilities.
Brixham Pirate Festival Ltd does not routinely collect safeguarding-related personal information.
If a safeguarding concern or incident occurs, relevant information may be recorded or shared with appropriate individuals or authorities where necessary and lawful.
Any such records are treated confidentially, with access restricted according to the circumstances and the responsibilities of those involved.
Safeguarding records are retained according to their nature and any applicable legal or safeguarding requirements.
6. Children's Information and Competitions
Brixham Pirate Festival Ltd organises and supports family-friendly events, workshops and competitions.
We take particular care to protect children's privacy and collect only the personal information necessary to administer these activities.
Children's Competitions
Competition entry forms may collect information such as a child's name, age and parent or guardian contact details.
Entry forms are initially retained with the corresponding competition entries.
When entries are prepared for public display, personal information forms are separated from the artwork and stored securely.
Entry forms are retained until the winners have been announced, after which they are securely destroyed, unless there is a specific legal reason to retain particular information.
Children's personal contact details are not added to ongoing marketing lists or used for unrelated purposes.
Artwork may be displayed or used in accordance with the competition's published rules and permissions. We take reasonable steps to avoid disclosing unnecessary personal information when displaying entries.
Photography and Publicity
We always seek parental or guardian permission before using identifiable photographs or video recordings of children for festival publicity or promotional purposes.
Parents or guardians can contact us with questions or concerns about information collected for children's activities.
7. Photography and Filming
Brixham Pirate Festival is a public event where photography and filming may take place for documentation, publicity and promotional purposes.
Photographs and recordings may be used on our website, official social media channels, printed materials and other festival-related publicity.
We seek appropriate permission where required and take particular care when using identifiable images of children and individuals in sensitive circumstances.
Anyone concerned about the use of an identifiable image may contact us at:
info@brixhampiratesfestival.com
Requests will be considered promptly and in accordance with applicable data protection legislation.
8. Sharing Personal Information
We do not sell or trade personal information.
Where necessary, information may be shared with:
Authorised festival committee members and volunteers.
Contractors and suppliers involved in delivering the festival.
Website hosting and administrative service providers.
Professional advisers and relevant regulatory authorities.
Event safety, medical or safeguarding professionals where appropriate and lawful.
We share only information reasonably necessary for the relevant purpose and restrict access where appropriate.
Our principal electronic systems include Google Drive, authorised committee email accounts and IONOS website services.
9. Storage and Security
Personal information is primarily stored electronically using Google Drive and authorised festival committee email accounts.
Access is restricted to committee members and authorised personnel who require information to fulfil their responsibilities.
We take reasonable organisational and technical measures to protect information against unauthorised access, accidental loss, misuse or disclosure.
Temporary paper records may be used for festival preparation and delivery. These are stored securely and destroyed after the event when no longer required, unless a legal, safeguarding or other legitimate reason requires their retention.
10. How Long We Keep Information
Brixham Pirate Festival Ltd retains personal information only for as long as necessary for the purposes for which it was collected or as required by law.
Festival Administration Records
General electronic festival administration and application records are normally retained for up to five years, unless no longer required sooner or a longer period is legally necessary.
Financial and Accounting Records
Financial and accounting records are generally retained for at least six years from the end of the relevant financial year, or longer where required by law.
Ongoing Contact Information
Contact details for traders, sponsors, performers, volunteers and other festival contacts may be stored separately within our Google Drive system.
Where individuals have agreed to ongoing communications, relevant contact details may be retained beyond the standard administrative period for future festival involvement.
These details are reviewed periodically and individuals may request removal from ongoing contact lists.
Children's Competition Records
Personal information collected through children's competition entry forms is securely destroyed after the winners have been announced, unless specific information must be retained for a lawful reason.
Paper Records
Temporary paper records are securely destroyed once they are no longer required.
Safeguarding Records
Any safeguarding information is retained according to the circumstances and applicable legal or safeguarding requirements.
When information is no longer required, it is securely deleted, anonymised or destroyed.
11. Website Analytics and Cookies
Our website is created and hosted using IONOS MyWebsite NOW.
The standard MyWebsite NOW service does not use cookies.
IONOS uses SiteAnalytics to collect technical and statistical website information through server logs or tracking technology that does not rely on cookies.
Information collected may include:
The website or page visited.
The referring website.
Browser type and version.
Operating system and device type.
Time of access.
Anonymised IP address information used to determine approximate geographical location.
This information is used for statistical evaluation, website performance monitoring and technical optimisation.
We do not currently use Google Analytics or separate advertising-tracking tools on our website.
External services, embedded content or applications may introduce additional cookies or similar technologies. Where these are used, we will provide appropriate information and consent or objection mechanisms where required by law.
Further information about IONOS is available at:
12. Social Media
Brixham Pirate Festival Ltd maintains official Facebook and Instagram accounts, managed using Meta Business Suite.
When individuals interact with our social media accounts, we may receive information associated with messages, comments, enquiries and other interactions.
We use this information to communicate festival news, respond to enquiries, engage with supporters and manage our social media presence.
We may also use aggregated audience and engagement statistics provided through Meta Business Suite to understand the reach and effectiveness of our communications.
Meta independently processes certain information in accordance with its own privacy policies.
Further information is available at:
www.facebook.com/privacy/policy/
13. International Data Transfers
Some of our electronic service providers, including Google and Meta, operate internationally.
Where personal information is transferred outside the United Kingdom, we will ensure that appropriate safeguards are in place where required under UK data protection legislation.
Individuals may contact us for further information about relevant international transfers and safeguards.
14. Your Data Protection Rights
Under UK data protection legislation, individuals have rights concerning their personal information.
Depending on the circumstances, these may include the right to:
Access personal information held about them.
Request correction of inaccurate information.
Request deletion of information.
Request restriction of processing.
Object to certain processing activities.
Request the transfer of information where applicable.
Withdraw consent where consent is the lawful basis for processing.
Individuals have the right to object to processing for direct marketing purposes.
To exercise these rights, please contact:
info@brixhampiratesfestival.com
We will respond in accordance with applicable data protection legislation.
15. Complaints
If you have a concern or complaint about how Brixham Pirate Festival Ltd handles personal information, please contact:
complaints@brixhampiratesfestival.com
We will acknowledge data protection complaints within 30 days and investigate and respond without undue delay.
You also have the right to complain to the Information Commissioner's Office (ICO), the UK's independent data protection regulator.
ICO website: www.ico.org.uk
16. Changes to This Privacy Policy
We may update this Privacy Policy to reflect changes in legislation, our activities or the way we process personal information.
The latest version will be published on our website.
Brixham Pirate Festival Ltd
Company No. 09558279
12 The Quay, Brixham, Devon, TQ5 8AW
info@brixhampiratesfestival.com