Dubtoberfest PRIVACY POLICY

WHO WE ARE AND WHAT WE DO

We are VW Festivals LTD, registered office VW Festivals LTD, 1 Hastings rd, Battle, East Sussex TN33 0TA

You can contact us by emailing info@dubtokoberfest.co.uk

 

We organise an event called Dubtoberfest which is a camping weekend held in the grounds of Cheltenham Race Course.

We are committed to safeguarding the privacy of our website visitors and platform ticket purchasers, this document sets out what information is collected and how it is used.

 

WHAT'S BEING COLLECTED

CONSUMERS

Event Data:
In order to facilitate the successful transaction and contract of a ticket order a certain amount of information is required, the minimum being a name and email address for etickets with the addition of a postal address for tickets or wristbands that will be posted out prior to the event. 

In some instances, event organisers may request additional information through the check out order forms, this would normally be event specific information such as the name of a club or business or a contact telephone number, this is controlled and at the discretion of the event organiser or promoter. 

Any event information collected is stored within the event organisers account CRM, this allows for the tracking of tickets sales, ticket transfers, refunds as well as the managing of event specific data and processes.

 

Website and Ticket Platform:
We make a distinction between our website, which you are currently on now and the ticket platform. You can tell the difference by looking at the url, the website will have www.dubtoberfest.co.uk whereas the ticket platform will have a prefix of shop.weselltickets or register.weselltickets depending where you are in the ticket purchase flow. 

We have gone through and audited our digital supply chain, looking carefully at our suppliers, some of these will be sub processing data on our behalf. We have ceased using any company that does not comply with the new GDPR policies coming into force May 25th. Below you will find a list of our sub processors:

 

Website

Google - Analytics, Email, Cloud Storage, Tag Manager - Based in the United States

Squarespace - Hosting, Web Forms - Based in the United States 

 

Ticket Platform

Weselltickets – Ticket platform – Based in the United Kingdom

Stripe - Payment processing - Based in the United States 

 

Payment Processing:
Stripe is the payment gateway that is used by the platform to process transactions, each organiser will have their own account to take payments for their events. Debit or credit card information is required at point of purchase however at no point is this information stored or available to any party that has access to the platform. The system uses tokens so that critical card information is never made available to any party throughout the process. 

Email:
As a ticket purchaser you will receive an email containing your tickets or purchase confirmation. This is a transactional email and is necessary in order to facilitate the completion and contractual obligation of your ticket purchase. 

Customer Service:
Where applicable, we provide a customer service solution for event organisers, this covers live chat, inbound telephone number, web form as well as an inbound email address. In order to effectively deal with customer service issues from ticket buyers we will request a certain amount of information such as booking email address, order id and buyer name. We don't keep a record of this information once the service request has been completed. 

  

ALL USERS
We collect certain technical information about our site users, this includes browser information, IP address, whether you are using a desktop of mobile. This is done so that we can monitor our site and how visitors interact with it and look to improve the site experience. We use Google Analytics to track this information in aggregate. You can find out more about cookies and how we use them here.

Processing your Personal Data:

The legal grounds for us processing your personal data will be: 
• you provided your consent; 
• it is necessary for our contractual relationship; 
• the processing is necessary for us to comply with our legal or regulatory obligations; and/or
• the processing is in our legitimate interest as an event ticketing platform (for example, to protect the security and integrity of our systems and to provide you with customer service, etc.). 

VW Festivals LTD as a data controller and a data processor: 

EU data protection law makes a distinction between organisations that process personal data for their own purposes (known as "data controllers") and organisations that process personal data on behalf of other organisations (known as "data processors"). If you have a question or complaint about how your personal data is handled, these should always be directed to the relevant data controller since they are the ones with primary responsibility for your personal data. 

Vanwest Ltd may act as either a data controller or a data processor in respect of your Personal Data, depending on the circumstances. 

For example, if you create a booking to purchase tickets for our event, Vanwest Ltd will be a data controller in respect of the Personal Data that you provide as part of your booking. 


 

INTERNATIONAL DATA TRANSFER

EU US Privacy Shield:
For data transfers outside of the EEA to the United States the EU US privacy shield is the mechanism by which companies in the US will provide data protection to users based in the EEA. You can find more information about the EU US privacy shield here.

 

DATA RETENTION PERIOD 

We will keep data for a period that is required to provide both our platform users and their ticket buyers the service we offer, as well as for other important purposes such as complying with legal obligations, resolving disputes, and enforcing our agreements. 

 

GDPR INFORMATION AND LINKS

You can find more information about GDPR by visiting the dedicated portal here or the ICO website here.

 

GETTING IN TOUCH

If you need to contact us or have any queries please email info@dubtokberfest.co.uk

 

Policy Updated May 15th, 2018

 TERMS OF BOOKING

Please observe the following rules to ensure that your weekend and that of all our other visitors is safe and enjoyable.

  • GATE TIMES
    The gates open for camping at 12:00 on Friday. There are no day visitors on Friday.
    The gates are open from 09:00 - 22:30 on Saturday and day visitors must be off site by 19:00
    The gates are open from 09:00 - 16:00 on Sunday with no entry / re entry after 13:00

  • 5 MPH SPEED LIMIT EVERYWHERE ON SITE AND NORMAL DRINK DRIVING RULES APPLY
    Please watch your speed when driving on-site and keep to the roads. There are many people walking around especially young children.

  • NO GLASS ON SITE
    No glass bottles, jars etc allowed on site. This is for you and your car's safety and especially for those in the camping areas.

  • WATER
    There are fresh water taps on site, please check the site map for locations.

  • NOISE
    There is a noise curfew in operation in all camping areas, all music and engines must be switched off by 22:00 in family camping and at 24:00 in general and club camping.

  • NO TRESPASSING
    Do not trespass onto any of the adjoining private fields.

  • SMOKING / VAPING
    Is not permitted in the marque or covered areas.

  • FIRES 
    Absolutely no open fires allowed. Only contained fires, raised off the ground are permitted.

  • BARBECUES
    Barbecues are welcome but must be off the grass, on something safe. After use let them cool properly and please dispose appropriately.

  • PETS
    We welcome friendly pets onsite providing they are kept on a lead at all times and that you please clean up after then, if your pet is found to be doing their business on a traders stock, expect to pay for items damaged.

  • NO CHINESE LANTERNS
    Chinese lanterns are not permitted at Dubtokberfest as they are a fire hazard, anybody caught releasing Chinese lanterns will be removed from site.

  • NO FIREWORKS
    No Fireworks of any kind are not permitted on site.

  • FOOD VENDORS AND BAR
    Are available on site.

  • PROHIBITED ITEMS
    No quad bikes, mopeds or any other unlicensed motorised vehicles are allowed on site. No illegal substances or weapon, this also includes nitrous oxide (laughing gas). No portable laser equipment or pens. As mentioned before no Chinese lanterns or fireworks of any kind are allowed on site.

  • NO INDEPENDENT SOUND SYSTEMS
    Independent sound systems are not allowed on site. Any music should be played at a reasonable level please see noise curfews above.

  • FIRST AID
    Medical assistance can be found at the Medical Centre, please head to the information tent for assistance.

  • SECURITY
    Security will be on site at all times throughout the event to ensure that you have a safe and enjoyable time. Their instructions must be followed at all times. Please contact them in any emergency.

  • CHILDREN
    Under 16s must be accompanied by an adult if staying on site over night.

  • PARKING
    No parking on any roadway - park only in the camping or parking areas and in accordance with the instructions of the parking marshals.

  • DRIVING CURFEW
    No driving around the site after 9PM.

  • LITTER
    Please dispose of your litter in the refuse sacks provided and/or in the clearly marked bins throughout the site. Cheltenham Race Course is a beautiful location, lets keep it that way.

  • VALUABLES
    Do not leave on display in vehicles.

  • REFUNDS
    Tickets are non refundable unless the event has been cancelled or postponed, as per our terms and conditions. In the event of a refund only the face value of the tickets, not including booking fee, postage costs or any other surcharges, will be refunded using the same method used to purchase them. It is the responsibility of the customer to inform us of any change of address, contact phone number or email address, both before and after receipt of the goods. Please note that our preferred method of contact for customers booking online is by email, so care should be taken to provide a current, valid email address.

  • PRIVACY POLICY
    View the full Dubtokberfest Privacy Policy here..

  • NO DRONES
    No unauthorised aerial drones of any kind are permitted over the site.

  • DRUGS & ILLEGAL SUBSTANCES
    Dubtokberfest does not condone the dealing in or use of illegal substances; if it’s illegal in the UK it’s also illegal at our event.

All of us at Dubtokberfest hope that you have a safe and enjoyable weekend at our event. Please let us know if you have any ideas or suggestions you think might make your future visits better.

PLEASE DRIVE CAREFULLY THROUGH THE SURROUNDING VILLAGES.