LANCRAFT EVENTS - Privacy Policy

The type of personal information we collect

We currently collect and process the following information:

  • Personal identifiers

  • Contacts and characteristics (for example, contact details)

  • Details provided for ticket sales through Ticket Tailor

  • Parental consent forms for customers aged 16 and 17

  • Payment details processed through third-party payment providers such as Stripe, PayPal, and Apple Pay

How we get the personal information and why we have it

Most of the personal information we process is provided to us directly by you for one of the following reasons:

  • Contacting you about information for future LANCRAFT Events

  • Facilitating ticket sales through Ticket Tailor

  • Validating check-in and attendance at live events, including the use of Ticket Tailor for checking in at events

  • Processing parental consent forms to validate the attendance of customers aged between 16 and 17

  • Facilitating seating at events through our integration with Seat Picker

  • Processing payments through third-party payment processors. (Stripe)

We use the information that you have given us in order to contact you about our future events, manage ticket sales, ensure a smooth check-in process at events, facilitate seating arrangements where applicable, and process payments securely.

We will not share this information with any other person or company, except as necessary to process payments through our third-party provider (Stripe).

Data Sharing

We use third-party software systems to process and store your data. These systems are either based in the EU or have appropriate protections through the EU-US Privacy Shield framework. Below is a list of systems that may store your data and the reasons for their use. Please note that any requests to modify or remove your data will be communicated to these organisations as part of our data flow:

  • Google (Google Drive) – We use Google for email communications and office software, meaning any emails you send to us, as well as internal working documents, may be stored on Google servers.

  • Squarespace – Squarespace is our provider for sending out mass emails and communications to customers.

  • Discord – Discord is used primarily for internal team communications within LANCRAFT. It is not used to store personal information, except for occasional confidential communications among the team.

  • Stripe – Stripe is used to process customer payments for LANCRAFT tickets and services.

  • Ticket Tailor – Ticket Tailor is used for facilitating ticket sales & services for LANCRAFT events.

  • Lloyds Bank – LANCRAFT uses Lloyds Bank for managing its financial transactions. Occasionally, payments are made to customers (e.g., for prize distribution) or suppliers. Details of payment recipients may be stored on the bank’s system for future reference.

Our third party software systems may store data on servers outside of the EU. However, all of these organisations comply with EU-US Privacy Shield standards, and copies of their data protection safeguards can be found on their respective websites and at https://www.privacyshield.gov/list.

Retaining Your Data

We retain your data while you remain an active customer with us to facilitate future bookings and to track your historical attendance. If you do not use our services for a period of 2 years, which we define as not attending an event, we will notify you that your data will be automatically removed. After 2 weeks following this notification, your data will be deleted.

To retain your account, simply attend a LANcraft event during that period. For information on how to manually request the removal of your data, please see the "Your Rights" section below.

Under the UK General Data Protection Regulation (UK GDPR), the lawful bases we rely on for processing this information are:

  • Your consent. You are able to remove your consent at any time. You can do this by contacting privacy@lancraftevents.com.

  • We have a legitimate interest.

How we store your personal information

Your information is securely stored. We keep email addresses, payment information (as processed by our payment providers), and any other personal data collected for tickets or parental consent for as long as reasonably necessary to fulfil the purposes we collected it for. We will then dispose of your information by deleting it from our database.

Your data protection rights

Under data protection law, you have rights including:

  • Your right of access - You have the right to ask us for copies of your personal information.

  • Your right to rectification - You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.

  • Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances.

  • Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal information in certain circumstances.

  • Your right to object to processing - You have the right to object to the processing of your personal information in certain circumstances.

  • Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

Please contact us at privacy@lancraftevents.com if you wish to make a request.

How to complain

If you have any concerns about our use of your personal information, you can make a complaint to us at privacy@lancraftevents.com. You can also complain to the ICO if you are unhappy with how we have used your data.

The ICO’s address:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113
ICO website:https://www.ico.org.uk