Privacy Policy

1. Introduction

Tribe Events ("we", "us", "our") is committed to protecting the privacy and security of your personal information. This Privacy Policy explains how we collect, use, store, and protect your data when you attend our 16-18 youth events.

2. Information We Collect

2.1 Personal Information

When you purchase a ticket or attend our events, we may collect:

• Name (attendee and parent/guardian)
• Date of birth (to verify age eligibility)
• Email address
• Phone number (attendee and parent/guardian for emergency contact)
• Photo ID (viewed at entry for age verification, not stored)
• Payment information (processed securely by third-party payment providers)

2.2 Event Information

• Attendance records (entry/exit times)
• Incident reports (if safeguarding concerns arise)
• CCTV footage (for security and safety purposes)

2.3 Photography & Video

• Images and video footage taken at events for promotional purposes (as outlined in our Child Safety Policy)

2.4 Automatically Collected Information

• Website usage data (cookies, IP address, browser type) when you visit our website

3. How We Use Your Information

We use your personal data for the following purposes:

3.1 Event Management

• Processing ticket purchases and bookings
• Verifying age eligibility (16-18 years only)
• Managing event capacity and attendance
• Providing customer support

3.2 Safety & Safeguarding

• Emergency contact in case of incidents or welfare concerns
• Compliance with child protection requirements
• Security monitoring via CCTV
• Incident documentation and reporting

3.3 Communication

• Sending booking confirmations and event details
• Event updates, changes, or cancellations
• Marketing communications about future events (with your consent)

3.4 Legal Compliance

• Meeting UK safeguarding legislation requirements
• Cooperation with police and licensing authorities
• Responding to legal requests or court orders

3.5 Marketing & Promotion

• Creating promotional materials using event photography/video
• Social media posts and website content
• Advertising future events

4. Legal Basis for Processing

We process your personal data under the following legal bases:

• Contract Performance - To fulfill our obligations when you purchase tickets
• Legal Obligation - To comply with safeguarding and licensing requirements
• Legitimate Interests - For event safety, security, and business operations
• Consent - For marketing communications and promotional photography (where required)

5. Data Sharing & Disclosure

We may share your information with:

5.1 Essential Service Providers

• Payment processors (for secure transaction processing)
• Ticketing platforms (if using third-party booking systems)
• Venue operators (The Venue and its staff)

5.2 Legal & Safety Authorities

• Police and emergency services (in case of incidents or legal requirements)
• Local authority safeguarding teams (if child protection concerns arise)
• Licensing authorities (as required by law)

5.3 Parents & Guardians

• Emergency contact if welfare concerns arise
• Incident notifications as outlined in our Child Safety Policy

6. Data Retention

We retain your personal data for the following periods:

After these periods, data will be securely deleted or anonymized.

7. Your Rights

Under UK data protection law (UK GDPR), you have the following rights:

7.1 Right to Access

Request a copy of the personal data we hold about you.

7.2 Right to Rectification

Request correction of inaccurate or incomplete data.

7.3 Right to Erasure ("Right to be Forgotten")

Request deletion of your personal data (subject to legal retention requirements).

7.4 Right to Restrict Processing

Request limitation on how we use your data.

7.5 Right to Object

Object to processing based on legitimate interests or for marketing purposes.

7.6 Right to Data Portability

Request your data in a portable format to transfer to another service.

7.7 Right to Withdraw Consent

Withdraw consent for marketing or photography at any time.

7.8 Right to Opt-Out of Photography

Request removal of your images from our promotional materials, website, and social media.

8. Photography & Image Rights

8.1 Consent

By attending our events, you consent to being photographed or filmed for promotional purposes (as stated in our Child Safety Policy, Section 6).

8.2 Opt-Out Process

If you or your parent/guardian wish to:

• Not be photographed - Inform staff at the event
• Remove existing images - Email info@trybeevents.co.uk with details

We will comply with removal requests within 7 working days.

8.3 Safeguarding

All photographers are DBS checked and supervised. No personal details (names, addresses, schools) will be attributed to images.

9. Data Security

We implement appropriate technical and organizational measures to protect your data:

• Secure payment processing via PCI-DSS compliant providers
• Encrypted data transmission (SSL/TLS) on our website
• Access controls - Only authorized staff can access personal data
• Staff training on data protection and safeguarding
• Regular security reviews and updates

9.1 Data Breaches

In the unlikely event of a data breach, we will:

• Notify affected individuals within 72 hours (where required by law)
• Report to the Information Commissioner's Office (ICO) if necessary
• Take immediate action to secure data and prevent further breaches

10. Children's Privacy

As our events are exclusively for 16-18 year olds, we take extra care with data protection:

• Parental involvement - Parent/guardian contact details required for under-18s
• Limited data collection - We only collect data necessary for event management and safety
• Enhanced safeguarding - All staff are DBS checked and trained
• Transparent communication - This policy is written in clear, accessible language

11. Cookies & Website Tracking

Our website may use cookies to improve your experience:

11.1 Essential Cookies

Required for website functionality (e.g., booking system, security).

11.2 Analytics Cookies

Help us understand how visitors use our website (e.g., Google Analytics).

11.3 Marketing Cookies

Used for targeted advertising (only with your consent).

12. Third-Party Links

Our website may contain links to third-party websites (e.g., social media, ticketing platforms). We are not responsible for the privacy practices of these sites. Please review their privacy policies separately.

13. Marketing Communications

13.1 Consent

We will only send marketing emails if you have opted in or provided consent.

13.2 Unsubscribe

You can unsubscribe at any time by:

• Clicking "unsubscribe" in any marketing email
• Emailing info@trybeevents.co.uk
• Contacting us via our website

14. International Data Transfers

Your data is stored and processed within the United Kingdom. If we ever transfer data outside the UK, we will ensure appropriate safeguards are in place (e.g., Standard Contractual Clauses).

15. Changes to This Policy

We may update this Privacy Policy from time to time. Changes will be posted on our website with an updated "Last Updated" date. Significant changes will be communicated via email to ticket holders.

16. Contact & Complaints

16.1 Contact Us

For any privacy-related questions or to exercise your rights:

16.2 Complaints

If you are unhappy with how we handle your data, you have the right to complain to:

17. Summary of Key Points