Privacy policy

This privacy policy explains how BeckingtonBall (“we”, “us”) collects and uses personal information when you use beckingtonball.com to register as a table organiser, book a table, or otherwise contact us about the Arabian Nights charity ball on 17 April 2027.

Who we are

BeckingtonBall is a community charity ball event. Proceeds are donated in support of RUHX, the official NHS charity of the Royal United Hospitals Bath. For privacy questions, contact us at [email protected].

Information we collect

Depending on how you use the site, we may collect:

• Table organiser details — name, email address, phone number, postal address, and account password (stored as a secure hash, not in plain text).
• Guest details — guest names, and optionally email and phone numbers, provided by the table organiser for seating, tickets, dietary requirements, and event communications.
• Booking and payment records — booking references, table numbers, ticket prices, amounts paid, extras orders, dietary notes, and related admin notes needed to run the event.
• Technical account data — sign-in session information needed to keep organisers and administrators logged in securely (see our cookie policy).

How we use your information

We use personal information to:

• Create and manage table organiser accounts and bookings
• Communicate about booking status, payment, tickets, and the event
• Issue tickets (if a guest has no email, their ticket is sent to the table organiser)
• Manage dietary requirements and optional extras
• Administer the event on the night (for example door check-in)
• Where organisers have agreed, contact guest email addresses (where provided) to promote the charity and this event
• Respond to sponsorship or other enquiries you send us

Lawful bases

We process information where it is necessary to perform a booking arrangement with you, where we have a legitimate interest in running a safe and successful charity event, where you have given consent (for example promotional contact via guest emails), or where we need to meet a legal obligation.

Sharing your information

We do not sell your personal information. We may share limited information with:

• Service providers who help us operate the website or send emails on our behalf (for example hosting and email automation), only as needed to provide those services
• Event helpers or door staff, limited to what is needed for check-in and hospitality on the night
• Professional advisers or authorities if required by law

Charity donation information may be shared in anonymised or aggregated form with RUHX where appropriate; we do not pass guest contact lists to third parties for their own marketing unless you agree otherwise.

How long we keep information

We keep booking and organiser records for as long as reasonably needed to organise BeckingtonBall, complete payments and donations, and deal with any follow-up after the event. We then delete or anonymise data when it is no longer needed, unless a longer period is required for legal or accounting reasons.

Your rights

Under UK data protection law you may have rights to access, correct, delete, or restrict use of your personal information, and to object to certain processing or withdraw consent where we rely on it. To exercise these rights, email [email protected]. You can also complain to the Information Commissioner’s Office (ICO) if you are unhappy with how we handle your data.

Children

This site is intended for adults organising or attending the ball. If you believe we hold information about a child inappropriately, please contact us so we can delete it.

Changes

We may update this policy from time to time. The “Last updated” date at the top of this page will change when we do.

Contact

Privacy enquiries: [email protected]

Related: Cookie policy