Friends of Four Marks School PTA

Firework Display Privacy Notice

Last updated: 5 October 2026

1. Who we are
   Friends of Four Marks School is a registered charity, charity number 296536. In this notice, references to “the PTA”, “we”, “us” or “our” mean Friends of Four Marks School.
   For the purposes of UK data-protection law, the PTA is the controller of the personal information described in this notice.
   You can contact us at:
   Email: fofmpta@gmail.com

 

2. What this notice covers

This notice explains how we collect and use personal information in connection with PTA events such as the PTA firework display, including:

• Ticket purchases and event administration.
• Accessibility and companion-ticket requests.
• Enquiries, complaints and refund requests.
• Photography, video and audio recording.
• Event safety, security, medical incidents and safeguarding.
• Volunteer and contractor administration, where applicable.

The ticketing platform and independent event vendors may process personal information for their own purposes. Their own privacy notices will apply to that processing.

3. Information we may collect

Depending on how you interact with us, we may collect:

• Your name, email address, telephone number and postal address.
• Ticket details, booking reference and information about your transaction.
• Communications with us, including enquiries, complaints and refund requests.
• Information needed to consider an accessibility adjustment or companion ticket.
• Photographs, video or audio recordings taken at the event.
• Information relating to an accident, medical incident, safeguarding concern, security matter or insurance claim.
• Information about volunteers, contractors and suppliers involved in delivering the event.

Payment-card details are normally collected directly by the ticketing or payment provider. The PTA does not receive or retain full payment-card details unless expressly stated at the point of collection.

4. How we use personal information

We may use personal information to:

• Process and administer ticket purchases.
• Send booking confirmations and important information about the event.
• Verify tickets and manage admission.
• Respond to questions, complaints and refund requests.
• Consider accessibility requirements and companion-ticket applications.
• Plan and provide reasonable adjustments.
• Manage event safety, security, first aid and safeguarding.
• Investigate incidents and deal with legal or insurance matters.
• Take and use appropriate event photographs and recordings.
• Promote the PTA’s activities and fundraising.
• Manage volunteers, contractors and suppliers.
• Meet our legal, regulatory, accounting and charity-governance obligations.

We will not use personal information for an unrelated purpose unless we have a lawful reason to do so and, where required, have informed you.

5. Our lawful bases

We rely on one or more of the following lawful bases:

Contract: where using your information is necessary to sell or administer a ticket, provide the event or deal with a refund.

Legal obligation: where we must retain or use information to comply with applicable law, including accounting, safeguarding, health and safety or regulatory obligations.

Legitimate interests: where using information is reasonably necessary for the PTA’s legitimate interests or those of another person, and those interests are not overridden by your rights. These interests may include:

• Safely and efficiently organising the event.
• Preventing fraud and ticket misuse.
• Handling enquiries and complaints.
• Maintaining appropriate event and charity records.
• Promoting the PTA’s charitable activities.
• Using proportionate crowd and event photography.
• Establishing, exercising or defending legal claims.

Where we rely on legitimate interests for photography, we consider the nature of the event, attendees’ reasonable expectations, the intended use of the image and the particular need to protect children. Where reasonably possible, we provide a way for attendees to avoid close-up promotional photography. ICO guidance indicates that identifiable photographs are normally personal data and that people should be told upfront how official event photographs will be used; particular care is required with children.

Consent: where we ask for a clear choice about a specific use of information. Consent may be withdrawn at any time, although this will not affect processing that took place before withdrawal.

6. Accessibility and health information

Information about a disability, medical condition or access requirement may constitute special-category personal data and receives additional protection under data-protection law.

We will only request information reasonably necessary to understand an access requirement, consider a companion-ticket application or make an appropriate adjustment. Wherever practicable, we will record only the outcome of the assessment rather than retain copies of supporting documents.

Before sending benefit letters, medical information or other supporting documents, please contact fofmpta@gmail.com. We will explain what limited evidence is required and how it should be provided.

Our lawful bases for using this information are:

• Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
• Legal Obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

Our separate special-category condition for this processing is Explicit Consent.

Where we rely on explicit consent, we will request it separately and explain how it may be withdrawn. If consent is withdrawn before a request has been decided, we may be unable to complete the assessment unless another lawful basis applies.

7. Photography and recording

Authorised photographers or PTA volunteers may take photographs, video and audio recordings at the event for publicity, fundraising, security and event-record purposes.

General crowd photographs may include attendees incidentally. We will take particular care when considering identifiable close-up images of children.

Photography notices will be displayed where reasonably practicable. If you or a child in your care should not be included in close-up promotional photography, please contact us before the event or speak to a steward on arrival. We will take reasonable steps to respect the request, although we cannot guarantee exclusion from every general crowd or background image.

If you have a concern about an identifiable image published by the PTA, contact fofmpta@gmail.com. We will consider the circumstances and, where appropriate, remove the image or cease further use.

Images taken by attendees for purely personal or household purposes are generally outside UK data-protection law. Attendees at events remain responsible for using images lawfully and respectfully and for complying with the event terms and any safeguarding instructions.

8. Who we may share information with

Where necessary, we may share relevant information with:

• The ticketing, payment and email-service providers we use.
• PTA trustees, committee members and authorised volunteers.
• The school or venue operators.
• Event contractors, including security, medical, photography and firework-display providers.
• Insurers, professional advisers and claims handlers.
• Emergency services, local authorities, regulators or law-enforcement bodies.
• Safeguarding bodies or other organisations where sharing is necessary to protect a child or vulnerable person.
• Other parties where required by law or necessary to establish, exercise or defend legal rights.

We will only share information that is reasonably necessary for the relevant purpose.

Independent vendors, such as caterers and ride operators, are responsible for information they collect directly from attendees.

9. International transfers

We do not intend to transfer personal information outside the United Kingdom except where an IT, ticketing, payment, email or cloud provider stores or accesses information overseas.

Where an international transfer takes place, we will require an appropriate legal safeguard, such as applicable UK adequacy regulations or approved contractual protections.

10. How long we keep information

We retain personal information only for as long as reasonably necessary. Unless a longer period is required for legal, insurance, safeguarding or accounting reasons, our anticipated retention periods are:

• Ticketing and financial records: up to six years after the end of the relevant financial year.
• Routine enquiries: up to 12 months after the enquiry is closed.
• Complaints and refund records: up to three years after resolution.
• Accessibility requests: supporting documents will normally be deleted promptly after the request has been decided and, where practicable, within 30 days. A minimal record of the adjustment or ticket decision may be kept until three months after the event.
• Incident, accident, safeguarding and insurance records: for the period required by law, safeguarding obligations or the relevant insurer, taking account of the circumstances and whether a child is involved.
• Event photographs and recordings: for as long as they remain appropriate and relevant to the PTA’s charitable, historical or promotional purposes, subject to periodic review.
• Unselected or duplicate images: deleted when no longer required for selection, editing or administration.

These periods may be extended where information is needed for an ongoing complaint, investigation, claim or legal obligation.

11. How we protect information

We take reasonable organisational and technical measures to protect personal information. Access is limited to people who need it for an authorised purpose.

We ask attendees not to send medical records, full benefit documents or other unnecessary sensitive information unless we have explained what is required and how it should be provided.

12. Your rights

Depending on the circumstances, you may have the right to:

• Be informed about how your information is used.
• Request access to your personal information.
• Ask us to correct inaccurate or incomplete information.
• Ask us to delete information in certain circumstances.
• Ask us to restrict the use of information.
• Object to processing based on legitimate interests.
• Receive certain information in a portable format.
• Withdraw consent where processing is based on consent.
• Complain to the Information Commissioner’s Office.

These rights are subject to legal conditions and exemptions. To exercise a right, contact fofmpta@gmail.com. We may need to verify your identity before responding.

13. Complaints

Please contact us first if you have a concern about how your personal information has been handled:

Email: fofmpta@gmail.com

You may also complain to the Information Commissioner’s Office:

Website: ico.org.uk
Telephone: 0303 123 1113

14. Changes to this notice

We may update this notice to reflect changes to the event, our practices or applicable law. The latest version will be made available through https://fofmpta.co.uk