Privacy Policy for CHIPS

The event organiser, CHIPS, has the legal responsibility to tell ticket buyers and event attendees how their personal information will be collected and used. You can find their Privacy Policy below or contact them to request it.

Privacy policy - Fundraising events platform
CHIPS ("we", "us", "our") Registered charity number: 1069535 Registered address: CHIPS Playschemes, Four Rivers House, Fentiman Walk, Hertford, SG14 1DB

Last updated: 7 June 2026 · Version 2.0

1. About this policy

We are committed to protecting your privacy and handling your personal information with care. This policy explains what personal information we collect when you book, attend, support, or take part in one of our fundraising events, how we use it, and the rights you have over it.

This policy is specific to our fundraising events. For information about how we handle personal data in other parts of our work, please see our main Privacy Policy at chipsplay.org/privacy-policy-2.

We are the "data controller" for the personal information described in this policy, which means we are responsible for deciding how it is used. We comply with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

If you have any questions about this policy or about how we use your information, please contact us at info@chipsplay.org or 01992 804952.

2. How we collect your information

We collect personal information about you when you:

• book or buy tickets for an event (online through Ticket Tailor, or directly with us);
• register, sponsor, or fundraise for an event;
• make a donation in connection with an event;
• contact us with a question, request, or accessibility requirement;
• attend an event in person; or
• complete a feedback form or survey after an event.

Most of the information we hold comes directly from you. In some cases we may receive it from a fundraising platform, a colleague who books on your behalf, or from a parent or guardian where the booking relates to a child.

3. What information we collect

Depending on the event and how you take part, we may collect:

• Contact details — your name, email address, postal address, and telephone number.
• Booking and attendance details — the event(s) you have booked, number of tickets, ticket type, and the names of others in your party where you provide them.
• Payment information — your payment is processed securely by our ticketing and payment providers (see Section 6). We do not see or store your full card details.
• Accessibility and dietary requirements — any information you choose to share so we can make the event accessible and enjoyable for you (for example, mobility needs, dietary needs, or other adjustments). Some of this may be special category data (such as health-related information), which we handle with extra care (see Section 5).
• Emergency contact details — where relevant to the event.
• Gift Aid information — if you make a Gift Aid declaration, we collect your name, home address, and confirmation of your taxpayer status.
• Photographs and video — we may take photos or film at our events (see Section 8).
• Correspondence — records of any communication between you and us.

You do not have to provide accessibility, dietary, or emergency information, but if you don't, we may not be able to make certain arrangements for you.

4. How we use your information and our lawful basis

The law requires us to have a "lawful basis" for using your personal information. Here is how we use your information at each stage, and the basis we rely on.

The important bit: we use your details to administer the event itself, and we will only use them to contact you about other things — such as our news, future events, or appeals — if you have given us your permission to do so. You can withdraw that permission at any time (see Section 11).

5. Special category data

If you share accessibility or health-related information so we can support you at an event, this is treated as "special category data" and given extra protection. We only use it to make reasonable adjustments and to keep you safe at the event, and we rely on your explicit consent, or on the basis that the information is necessary for reasons of substantial public interest, where applicable. We delete this information once it is no longer needed for the event.

6. Ticket Tailor and payment processing

We use Ticket Tailor (tickettailor.com) to manage ticket sales and bookings for many of our events. When you book through Ticket Tailor, the information you provide is processed on our behalf — Ticket Tailor acts as a "data processor" and only handles your data according to our instructions and their own privacy terms.

Payments made through Ticket Tailor are handled securely by Square, our payment provider. Your card details are processed securely by Square and are not stored by us.

You can read Ticket Tailor's own privacy policy at tickettailor.com/privacy-policy to understand how they handle your data as part of the booking process.

7. Who else we share your information with

We will never sell your personal information, and we only share it where necessary. We may share your information with:

• Our ticketing and payment providers (Ticket Tailor and Square), to process your booking and payment;
• HMRC, where you have made a Gift Aid declaration;
• Event venues, caterers, or partners, only where necessary to deliver the event (for example, sharing dietary or accessibility needs);
• Our service providers (such as email or IT providers) who process data on our behalf under appropriate contracts; and
• Regulators or authorities, where we are required to by law.

Where we use other organisations to process data on our behalf, we put contracts in place requiring them to keep your information secure and to use it only as instructed.

8. Photography and filming at events

We sometimes take photographs or film at our fundraising events, which we may use in our publicity, on our website, in printed materials, and on social media to promote our work.

• We will always make it clear at the event when photography or filming is taking place.
• If you would prefer not to be photographed, or would prefer images of you not to be used, please let a member of our team know on the day or contact us in advance at info@chipsplay.org.
• Children: we take particular care with images of children. Where photographs feature children, we will seek the consent of a parent or guardian before using them, and we will respect any wishes you share with us. We will not publish a child's full name alongside their image without specific permission.

9. Children's information

As a children's charity, we are especially mindful of the privacy of children. Where a booking or event involves a child, we expect a parent or guardian to provide and manage that information on the child's behalf. We only collect information about children where it is necessary for the event, and we handle it with appropriate care and security.

10. How long we keep your information

We only keep your information for as long as we need it.

• Booking and event information is kept for the event and for up to 24 months afterwards to deal with any follow-up, then deleted.
• Financial and Gift Aid records are kept for 6 years to meet our legal and HMRC obligations.
• Marketing preferences and contact details (where you have given consent) are kept until you ask us to stop contacting you or withdraw your consent.
• Accessibility and health-related information is deleted once the relevant event has passed.

11. Your rights

Under data protection law, you have the right to:

• be informed about how we use your information (this policy);
• access the personal information we hold about you;
• ask us to correct information that is inaccurate or incomplete;
• ask us to delete your information in certain circumstances;
• restrict or object to how we use your information;
• ask us to transfer your information to another organisation in certain circumstances; and
• withdraw your consent at any time, where we rely on consent (for example, to stop receiving our news and event updates).

To exercise any of these rights, please contact us at info@chipsplay.org. We will respond within one month. There is normally no charge.

You can unsubscribe from our marketing communications at any time using the link in any email we send, or by contacting us directly.

12. Keeping your information secure

We take appropriate technical and organisational measures to protect your personal information against loss, misuse, and unauthorised access. We limit access to your information to those who need it, and we require our service providers to do the same.

13. International transfers

Some of our service providers may store or process data outside the UK. For example, Ticket Tailor hosts its data within the European Economic Area (in Dublin, Ireland). Where information is processed outside the UK, we make sure appropriate safeguards are in place so that it receives the same level of protection as it would in the UK.

14. Complaints

If you are unhappy with how we have handled your personal information, please contact us first at info@chipsplay.org so we can try to put things right.

You also have the right to complain to the Information Commissioner's Office (ICO), the UK's data protection regulator:

• Website: ico.org.uk
• Helpline: 0303 123 1113

15. Changes to this policy

We may update this policy from time to time. When we do, we will change the "last updated" date at the top. Any significant changes will be highlighted where appropriate.

16. Contact us

If you have any questions about this policy or your information, please contact:

CHIPS Anita Ash CHIPS Playschemes, Four Rivers House, Fentiman Walk, Hertford, SG14 1DB Email: info@chipsplay.org Phone: 01992 804952

chipsplay.org website privacy policy