Data Handling Policy

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Introduction

Pixels Events LTD is committed to maintaining the privacy and security of all personal data collected during the planning, promotion, and execution of our events. This Data Handling Policy outlines how personal data is collected, processed, stored, and protected, in compliance with the General Data Protection Regulation (GDPR) and the Data Protection Act 2018.

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Purpose of the Policy

The purpose of this policy is to ensure that all personal data relating to event attendees, staff, volunteers, and third parties involved in event management is handled responsibly, securely, and in accordance with applicable data protection regulations.

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Scope

This policy applies to all personal data collected, stored, or processed by Pixels Events LTD, including but not limited to:

• Attendees’ personal information (e.g., name, contact details, payment details)

• Staff and volunteer information

• Data collected through online registration, ticketing systems, or event surveys

• Personal data shared by third-party vendors involved in event delivery

• Data collected through Google Forms for feedback, DJ submissions, KinkMart Pop-Up Market applications, and advertising requests

• Data recorded in spreadsheets for approved KinkMart traders

• Data held on our Wix contacts page

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Data Protection Principles

In compliance with GDPR, personal data will be processed according to the following principles:

• Lawfulness, Fairness, and Transparency – Data will be processed lawfully, fairly, and transparently.

• Purpose Limitation – Data will only be collected for specific, legitimate purposes related to event planning and management.

• Data Minimisation – Only the minimum necessary personal data will be collected and processed.

• Accuracy – Personal data will be kept accurate and up to date.

• Storage Limitation – Data will be kept only as long as necessary for its intended purpose.

• Integrity and Confidentiality – Personal data will be protected against unauthorised processing, loss, destruction, or damage.

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Data Collection and Use

Types of Data Collected

Pixels Events LTD may collect:

• Contact details (e.g., name, email, phone number)

• Payment information (via ticketing platforms)

• Demographic information (e.g., age, location)

• Special requests or preferences (e.g. accessibility needs)

• Emails for marketing purposes, where explicit consent is given

• Data provided via Google Forms (feedback, DJ submissions, KinkMart trader & community table applications & advertising requests)

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Purposes of Data Collection

Personal data may be used for:

• Event registration and ticketing

• Communication with attendees (e.g., reminders, updates)

• Event logistics (e.g., catering, security, accommodation)

• Post-event feedback and surveys

• Marketing communications (only where consent is provided)

• Processing trader applications and managing KinkMart participation

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Consent

• Obtaining Consent – Personal data will only be collected with explicit consent, unless another lawful basis applies (e.g., contractual necessity).

• Marketing Consent – Emails for marketing will only be collected and used if individuals have actively opted in. Attendees may opt out at any time.

• Withdrawal of Consent – Data subjects may withdraw their consent at any time, without affecting the legality of prior processing.

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Data Security and Storage

Data Protection Measures

Pixels Events LTD will implement appropriate technical and organisational measures, including:

• Secure encryption for digital data where appropriate

• Access controls to limit data handling to authorised personnel

• Regular security reviews to address potential risks

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Data Retention

• Ticket sales and booking information will be retained only as long as legally required (e.g., accounting purposes).

• Trader data is held in spreadsheets (KinkMart Pop-Up Market traders only) and deleted once no longer relevant.

• Data collected through Wix and Google Forms will be periodically reviewed and removed when no longer necessary.

• We do not sell or distribute personal data under any circumstances.

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Data Sharing and Third Parties

• Vendors & Service Providers – Data may be shared with third-party service providers (e.g., ticketing platforms, caterers, security teams) where necessary. All third parties must comply with data protection requirements and, where appropriate, sign data processing agreements.

• International Transfers – Data will not be transferred outside the UK or EEA unless appropriate safeguards are in place (e.g., Standard Contractual Clauses).

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Rights of Data Subjects

Individuals have the following rights under GDPR:

• Access – To request a copy of personal data held.

• Rectification – To correct inaccurate or incomplete data.

• Erasure – To request deletion of data where it is no longer required.

• Restriction – To request limits on data processing in certain cases.

• Data Portability – To receive data in a machine-readable format and transfer it to another controller.

• Objection – To object to processing, particularly for direct marketing.

Requests to exercise these rights can be submitted via the contact form on our website.

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Data Breach Procedures

In the event of a data breach:

• Immediate Action – Steps will be taken to secure data and prevent further access.

• Notification – Where risks are high, affected individuals will be informed within 72 hours.

• Regulatory Reporting – Serious breaches will be reported to the Information Commissioner’s Office (ICO) within the required timeframe.

• Investigation – The cause will be investigated and corrective measures applied.

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Training and Awareness

All staff involved in event planning and delivery will receive data protection training. Training covers responsibilities under GDPR, security practices, and safeguarding personal data.

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Review of Policy

This policy will be reviewed annually, or sooner if there are changes in law, technology, or event practices. Updates will be communicated to staff and, where relevant, attendees.

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Conclusion

Pixels Events LTD is committed to protecting personal data, ensuring it is used responsibly, securely, and lawfully. We only use data for purposes directly related to event planning, delivery, and marketing where consent has been given, and we will never sell or distribute personal data.