Privacy Policy

Privacy Notice – Lincoln Book Festival

Last updated: June 2026.

Who we are: Lincoln Book Festival (a non-profit company limited by guarantee, registration number: 07876164).
Contact: email: hello@lincolnbookfestival.org | Postal address: Lincoln Book Festival, University of Lincoln, Brayford Pool, Lincoln, LN6 7TS.

The terms “us”, “we”, “our”, or “owners” refers to Lincoln Book Festival and administrative operators of this website, www.lincolnbookfestival.org . “You” refers to the user or viewer of this website.

What this covers

This Privacy Notice covers how and why we collect and use personal data on the website www.lincolnbookfestival.org and when you contact us by web forms or email, such as when making an enquiry, booking event tickets, or entering competitions.

What data we collect

We collect personal data in order to deliver Lincoln Book Festival, an annual literary festival which features ticketed events and activities for the public. The types of data we collect can include:

  • Contact details (name, email, phone number, postal address)
  • Booking/ticket details and preferences
  • Enquiries and feedback
  • Newsletter sign-up details
  • Technical data (IP address, device, pages viewed, cookies/analytics – see Cookies & Tracking)
  • Event photography
  • Submissions of creative work

Why we use your data (lawful basis for processing)

Our lawful bases for processing personal data under the General Data Protection Regulations (GDPR) are:

  • Contract – to provide tickets/services you request.
  • Legal obligations – finance records, safeguarding policies (where applicable).
  • Legitimate interests – to operate and improve our website; respond to enquiries; manage partnerships; measure interest in our programme; and provide event information. We balance this against your rights and offer simple opt-out.
  • Consent – for direct email marketing where required by PECR, and for publishing identifiable images of children or handling certain access needs.

Direct marketing

We send direct marketing by email only where we have: (a) your consent or (b) a valid soft opt-in. You can unsubscribe from our emails at any time. We keep a suppression list to respect opt-outs.

Cookies & tracking

We use cookies and similar technologies to run our website and understand how people use it.

  • Essential cookies help the site work securely (e.g., load pages, remember your cookie choice). These run automatically.
  • Optional cookies (e.g. analytics such as Google Analytics help us improve our website and the user experience. These only run if you agree.

Your choices: On your first visit to our website you’ll see a small Cookies banner. You can Accept or Reject optional cookies, or Manage settings to change your mind at any time.

What analytics collect (if you consent): aggregated information like pages visited, time on page, and device type. We do not use analytics to identify you personally. IP addresses are not stored in analytics reports.

Who sets cookies: Some cookies are set by us; some by our service providers (e.g., analytics). If any provider stores data outside the UK, we use valid safeguards. See ‘Who we share data with’.

How long cookies last: essential cookies that remember your choice up to 12 months; analytics cookies (if you consent) typically up to 13 months.

Changing your choice later: Use the Cookie settings link in your browser settings to block/delete cookies. Blocking essential cookies may affect how the site works. For more information on cookies, see: www.allaboutcookies.org.

Who we share data with

We use trusted service providers acting under agreement as data processors, and may share limited data with delivery partners/venues to run festival events. We do not sell personal data. Where partners act as independent controllers (e.g., collect data via a venue’s own systems), they will provide their own privacy notice at the point of collection.

We use third party tools including Mailchimp (for mailing list subscriptions) and Google Analytics (for website analytics). These platforms may be located in the US (see International transfers).

International transfers

If data is stored or processed outside the UK by our providers, we use a permitted safeguard (UK adequacy, the ICO International Data Transfer Agreement or the UK Addendum to EU SCCs), plus a transfer risk assessment where required.

How long we keep data

We keep data only as long as needed. Typical retention periods are:

  • Ticketing information: 7 years from financial year-end.
  • Mailing list: until opt-out plus 2 years for audit trail. We keep a suppression list.
  • General event images: up to 3 years.
  • Identifiable images of named children: short retention period only with parental/school-confirmed consent.
  • Access-needs information: usually one year after the event.

Your Data Rights

You can access, rectify, erase, restrict, object (including to marketing/legitimate interests), and portability (where applicable). To exercise these rights, email: hello@lincolnbookfestival.org. We normally respond within one month. This may extend by two months for complex requests. Subject access requests can be made free of charge, except for manifestly unfounded/excessive requests or further copies. You can complain to the Information Commissioner’s Office (ICO) if you’re unhappy with our handling.

Security

We use proportionate technical and organisational measures and require processors to meet UK GDPR standards.

Children and special category data

We collect the minimum needed for adjustments (access needs) and protect it with strict controls. We will not publish identifiable images of children without parental/guardian or school-confirmed consent.

Changes to this Privacy Notice

We reserve the right to update this Privacy Notice from time to time or as required by law. We’ll publish updates here and change the Last updated date above.