Wortley Rotary Vintage Vehicle Show Privacy Notice

Wortley Rotary Club is the controller of the personal information collected through the Vintage Vehicle Show exhibitor registration form and related event administration. This notice explains what information we collect, why we use it, how long we keep it, and your rights in relation to it. Privacy notices should identify the controller, purposes, recipients, retention, rights, and complaint route.

What information we collect

We may collect and use information such as your name, email address, telephone number, vehicle registration number, vehicle details, arrival preferences, passenger details where relevant, payment status, and any event-related accessibility or support information you choose to provide. We aim to collect only information that is adequate, relevant, and limited to what is necessary for running the event.

Why we use your information

We use this information to administer exhibitor registrations, confirm bookings, manage arrivals and entry to the event, record and reconcile payments, communicate with exhibitors about the event, support any relevant access or attendance arrangements, and run the event safely and efficiently. Privacy information should clearly explain the purposes for processing.

Our lawful basis for processing

Our lawful basis for processing most of this information is that it is necessary to take steps at your request and to administer your booking and participation in the event. We may also process some information where necessary for our legitimate interests in organising and managing the event effectively. Where information is used to send future invitations to this and similar Wortley Rotary vehicle events, that should be treated as direct marketing and individuals have the absolute right to object to that use.

Accessibility or support information

If you choose to provide accessibility, mobility, or similar support information, we will use it only so far as reasonably necessary to help manage your attendance appropriately. Some disability or health-related information may amount to special category data and requires extra protection.

Who we may share information with

We may share relevant information only where necessary with trusted service providers and organisers involved in administering the event, including platforms used for registration, spreadsheet administration, email communication, and payment processing, such as Google and PayPal. Relevant organisers or volunteers may also access limited information where needed for exhibitor administration, entry management, or payment checking. Privacy information should explain who personal data is shared with.

How long we keep information

We keep exhibitor registration information for as long as reasonably necessary to administer the event, reconcile payments, respond to queries, and maintain appropriate event records. We may also retain basic exhibitor contact and vehicle details for the purpose of sending invitations to future Wortley Rotary vintage or classic vehicle events, unless you ask us not to contact you for this purpose. We will periodically review the information we hold and remove data that is no longer necessary or appears inaccurate. If you ask not to receive future invitations, we may keep a minimal suppression record of that preference so that we can ensure you are not contacted again in error. The ICO says personal data must not be kept longer than necessary, should not be retained on a just-in-case basis, and that suppression lists may be kept to respect objections to marketing.

Your rights

You have rights in relation to your personal information, including the right to be informed, the right of access, the right to rectification, the right to erasure, the right to restrict processing, the right to object, and, where applicable, the right to data portability. If you object to your information being used for direct marketing, we must stop using it for that purpose.

Contacting us and making a complaint

If you have any questions about this notice or wish to exercise your rights, please contact: info@wortleyrotary.co.uk

You also have the right to complain to the Information Commissioner’s Office if you are unhappy with how your personal information is handled. Privacy information should explain both how to exercise rights and how to complain.