Privacy Notice

This Privacy Notice explains how England’s Medieval Festival Ltd, trading as EMF - King’s Grove Festival, may collect and use personal information when you visit our website, buy tickets, sign up to our mailing list, contact us, apply to participate, or attend the festival.

1. Who We Are

EMF - King’s Grove Festival is operated by England’s Medieval Festival Ltd. For the purposes of this Privacy Notice, “we”, “us”, and “our” refers to England’s Medieval Festival Ltd and the festival team responsible for operating the event, website, ticketing, communications, and related services.

2. Information We May Collect

We may collect personal information including:

• Name and contact details, such as email address, phone number, and postal address.
• Ticket booking information, including ticket type, booking reference, attendance dates, and payment status.
• Information provided when signing up to our newsletter or updates.
• Information submitted through contact forms, application forms, trader forms, performer forms, volunteer forms, or participant forms.
• Accessibility, carer, medical, or dietary information where you choose to provide it so we can support your visit or participation.
• Images, video, or audio captured at the event for security, operational, or promotional purposes.
• Website usage information, such as pages visited, browser type, device type, and basic analytics data.

3. How We Use Your Information

We may use your information to:

• Process ticket bookings and manage festival entry.
• Send booking confirmations, event information, updates, and important service messages.
• Respond to enquiries, requests, complaints, or feedback.
• Manage applications from traders, performers, re-enactors, volunteers, media, creators, and other participants.
• Support accessibility, safety, safeguarding, medical, or operational requirements where relevant.
• Send marketing communications where you have opted in or where we are otherwise permitted to do so.
• Improve our website, communications, ticketing process, and visitor experience.
• Protect the safety, security, and integrity of the festival, our visitors, staff, traders, participants, and site.
• Comply with legal, regulatory, insurance, accounting, or contractual obligations.

4. Ticketing, Payments, and Third-Party Services

Ticket purchases, payments, mailing list sign-ups, forms, and other services may be managed through third-party platforms. These providers process personal information on our behalf or as independent service providers. They may include ticketing platforms, payment processors, email marketing systems, form providers, website hosting providers, and analytics services.

Payment information is usually processed directly by secure payment providers and is not stored by us in full. Please review the privacy notices of any third-party platforms you use when purchasing tickets or submitting information.

5. Marketing Communications

If you sign up to receive festival news, offers, announcements, or updates, we may contact you by email. You can unsubscribe at any time by using the unsubscribe link in our emails or by contacting us.

We do not sell your personal information to third parties.

6. Photography, Filming, and Promotional Use

Photography and filming may take place at the festival. Images and video may be used for promotional, archival, media, social media, website, or marketing purposes.

If you have concerns about being photographed or filmed, please speak to a member of the festival team where practical. We will consider reasonable requests, but due to the public nature of the event, we cannot guarantee that all images or footage can be avoided.

7. Accessibility, Medical, and Sensitive Information

In some cases, you may choose to provide information about accessibility needs, carer requirements, medical needs, allergies, dietary requirements, or other sensitive information. We use this information only where necessary to support your visit, participation, safety, or event experience.

Please only provide information that is relevant and necessary for the request being made.

8. Children’s Information

The festival is family-friendly and children may attend with responsible adults. We do not knowingly collect personal information directly from children for marketing purposes. Where information about children is provided, it should be submitted by a parent, guardian, or responsible adult.

9. Sharing Your Information

We may share information where necessary with:

• Ticketing, payment, email, hosting, form, and technology providers.
• Festival staff, contractors, stewards, security, first aid, and operational teams where needed.
• Insurance providers, professional advisers, legal advisers, or accountants.
• Emergency services, regulators, public authorities, or law enforcement where required or appropriate.
• Event partners or suppliers where necessary to fulfil a specific service or request.

10. How Long We Keep Information

We keep personal information only for as long as reasonably necessary for the purposes described in this notice, including event administration, legal compliance, accounting, insurance, safeguarding, dispute resolution, and operational records.

Marketing contact information is kept until you unsubscribe or ask us to remove it, unless we need to retain limited information to respect your communication preferences.

11. Security

We take reasonable steps to protect personal information from loss, misuse, unauthorised access, disclosure, alteration, or destruction. However, no website, email, or online service can be guaranteed to be completely secure.

12. Cookies and Website Analytics

Our website may use cookies and similar technologies to help the site function, understand how visitors use the website, improve content, and support marketing or analytics activity. You can control cookies through your browser settings.

13. Your Rights

Depending on applicable law, you may have rights to access, correct, delete, restrict, or object to the use of your personal information. You may also have the right to withdraw consent where we rely on consent.

To make a privacy-related request, please contact us using the details below.

14. Contact Us

If you have questions about this Privacy Notice or how your information is used, please contact us:

Email: info@englandsmedfest.co.uk
Website: www.englandsmedievalfestival.com

15. Changes to This Notice

We may update this Privacy Notice from time to time. Any updates will be posted on this page with a revised “last updated” date.