Meadow Fest - Privacy policy

Meadow Fest Privacy Policy

Last Updated: July 29, 2025

Introduction

Stage Crash Events Ltd (“we”, “us”, “our”) is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, disclose, store, and protect your personal information in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 (DPA 2018), and the Privacy  Electronic Communications Regulations 2003 (PECR).

We are the data controller for the personal data we process about you. Our registered office is at 20 Wenlock Road, London, UK], and we are registered with the Information Commissioner’s -Office (ICO) under registration number ZB948115. If you have any questions about this Privacy Policy or our data practices, please contact our Data Protection Officer at contact@stagecrashevents.com or by post at the above address.

This policy applies to all personal data we collect through our website, (www.meadow-fest.com), ticket purchases, event attendance, marketing communications, and any other interactions related to Meadow Fest, our flagship boutique family-focused festival taking place May 1-3, 2026, at Cornbury Park. By providing us with your personal data, you acknowledge that you have read and understood this policy.

We may update this policy from time to time. Any changes will be posted on our website, and where appropriate, notified to you by email. Please check back regularly for updates.

Who We Are

Stage Crash Events Ltd is a UK-based event production company dedicated to creating live experiences that celebrate British culture, music, agriculture, and sustainability. Meadow Fest is our family-oriented event combining music performances, farming workshops, culinary activations, and community initiatives to support farmers and promote food security.

What Personal Data Do We Collect?

We collect and process the following categories of personal data:

• Identity Data: Such as your title, first name, last name, date of birth (for age verification, e.g., child/teen tickets), and gender.
• Contact Data: Including billing address, delivery address, email address, and telephone numbers.
• Financial Data: Bank account and payment card details (processed securely via third-party providers).
• Transaction Data: Details about payments to and from you, and other details of tickets, merchandise, or services you have purchased from us.
• Technical Data: IP address, browser type and version, time zone setting, browser plug-in types, operating system, platform, and other technology on the devices you use to access our website.
• Profile Data: Your username and password (for online accounts), purchases or orders, interests, preferences, feedback, and survey responses.
• Usage Data: Information about how you use our website, products, and services.
• Marketing and Communications Data: Your preferences in receiving marketing from us and our third parties, and your communication preferences.
• Special Category Data: In limited cases, such as health information (e.g., accessibility needs for wheelchair access, assistance dogs, or dietary requirements for culinary activations) or data about children (e.g., for family tickets or fully funded weekends for deserving families).

We do not collect any special category data without your explicit consent or where it is necessary for substantial public interest (e.g., health and safety at the event).

How Do We Collect Your Personal Data?

We use different methods to collect data from and about you, including:

• Direct Interactions: You may provide data by filling in forms on our website (e.g., ticket purchases, newsletter sign-ups, workshop registrations), corresponding with us by post, phone, email, or otherwise, or attending the event (e.g., on-site registrations).
• Automated Technologies or Interactions: As you interact with our website, we automatically collect Technical Data about your equipment, browsing actions, and patterns using cookies, server logs, and similar technologies. See our Cookies section below for more details.
• Third Parties or Publicly Available Sources: We receive personal data from various third parties, such as:
  • Analytics providers (e.g., Google Analytics, based outside the UK).
  • Payment and ticketing providers (e.g., Ticketmaster or similar partners).
  • Marketing partners or sponsors (e.g., local businesses for culinary activations).
  • Public sources (e.g., electoral register for verification purposes).

How Do We Use Your Personal Data?

We will only use your personal data when the law allows us to. Most commonly, we use it for the following lawful bases under UK GDPR:

• Performance of a Contract: To process ticket purchases, provide event access, and deliver services (e.g., workshop bookings or funded family weekends).
• Legitimate Interests: To run our business, improve our website and services, prevent fraud, ensure event safety, analyze attendance for future planning, and send you relevant updates about Meadow Fest (where your interests and rights do not override ours).
• Consent: For marketing communications, such as newsletters about upcoming events, promotions, or partner offers (e.g., from local farmers or brands). You can withdraw consent at any time.
• Legal Obligation: To comply with laws, such as health and safety regulations or tax requirements.
• Vital Interests: In emergencies, such as medical incidents at the event.

Specific uses include:

• Processing ticket sales and payments.
• Sending event information, updates, or changes (e.g., lineup alterations due to weather).
• Marketing sustainable farming initiatives or community support programs.
• Analyzing data to enhance user experience and event sustainability.
• Supporting accessibility and family-focused features, including processing special category data with consent.

We do not engage in automated decision-making or profiling that has legal or significant effects on you.

Sharing Your Personal Data

We may share your personal data with the following parties for the purposes outlined above:

• Service Providers: Acting as processors, such as ticketing platforms, payment processors (e.g., Stripe, PayPal), IT and system administration services, marketing tools (e.g., Mailchimp), and venue operators (Cornbury Park for site management).
• Partners and Sponsors: Local businesses, farmers, or community groups for event activations (e.g., free trading spaces or funded family tickets), only with your consent where required.
• Professional Advisers: Lawyers, bankers, auditors, insurers for business operations.
• Authorities: HM Revenue & Customs, regulators (e.g., ICO), law enforcement, or other authorities if required by law.
• Third Parties in Business Changes: In the event of a merger, sale, or restructuring.

We require all third parties to respect the security of your personal data and treat it in accordance with the law. Processors are only permitted to process data for specified purposes and per our instructions.

International Transfers

Your personal data is primarily stored and processed in the UK. However, some service providers (e.g., Google Analytics) may be based outside the UK. In such cases, we ensure appropriate safeguards are in place, such as UK International Data Transfer Agreements (IDTAs) or adequacy decisions, to protect your data in line with UK GDPR.

Data Security

We have implemented appropriate security measures to prevent your personal data from being accidentally lost, used, or accessed in an unauthorized way, altered, or disclosed. Access is limited to those employees, agents, contractors, and third parties who have a business need to know. They will only process your personal data on our instructions and are subject to a duty of confidentiality.

In the event of a data breach, we will notify you and the ICO where legally required.

Data Retention

We retain your personal data only for as long as necessary to fulfill the purposes we collected it for, including satisfying any legal, accounting, or reporting requirements. For example:

• Transaction data: Up to 7 years for tax purposes.
• Marketing data: Until you withdraw consent or up to 2 years after your last interaction.
• Event attendance data: 1 year post-event for analysis, unless longer retention is needed for legal reasons.

At the end of the retention period, your data will be securely deleted or anonymized.

Your Rights

Under UK GDPR, you have the following rights regarding your personal data:

• Access: Request a copy of your data.
• Rectification: Correct inaccurate or incomplete data.
• Erasure (“Right to be Forgotten”): Request deletion in certain circumstances.
• Restriction: Restrict processing in certain cases.
• Objection: Object to processing based on legitimate interests or for direct marketing.
• Data Portability: Receive your data in a structured format.
• Withdraw Consent: At any time where we rely on consent.

To exercise these rights, contact us at privacy@stagecrashevents.com. We may need to verify your identity. We respond within one month, extendable if complex. These rights are not absolute and may be subject to exemptions.

If dissatisfied, you can complain to the ICO at www.ico.org.uk or by phone at 0303 123 1113.

Children’s Data

Meadow Fest is family-focused, and we may collect data about children (e.g., for child tickets or funded family weekends). We require parental or guardian consent for processing data of under-16s. Guardians are responsible for supervising children’s data submission.

Cookies

Our website uses cookies to enhance user experience. Cookies are small files placed on your device. We use:

• Essential cookies for site functionality.
• Analytics cookies to understand usage.
• Marketing cookies for personalized ads.

You can manage cookies via your browser settings. For details, see our separate Cookie Policy at www.stagecrashevents.com/meadowfest/cookie-policy.

Third-Party Links

Our website may include links to third-party sites (e.g., partners or sponsors). Clicking these links may allow third parties to collect or share data about you. We are not responsible for their privacy practices.

Contact Us

For any privacy queries, complaints, or to exercise your rights, email privacy@stagecrashevents.com or write to us at [Insert Address].

Thank you for trusting us with your data. We look forward to welcoming you to Meadow Fest, where passion meets purpose!