Privacy Policy

1. What We Collect

We collect only the data we need to run events smoothly and safely, including:

• Contact information: name, email, phone
• Booking details: event dates, ticket type, amount paid, your answers to booking questions and payment references
• Attendance: which events you booked and attended, and whether a weekend balance is still owed
• Survey responses: preferences, dietary requirements, accessibility needs
• Event media: photos and videos taken at our events, and whether you have asked not to appear in them
• Communication records: emails or messages with us

Special category data. Our events are for gay men, so booking, attending, appearing in event photos or joining our mailing list can reveal your sexual orientation. Dietary and access needs can reveal health information. UK GDPR gives this data extra protection. We only process it with your explicit consent, which you give when you book, sign up or fill in our forms, and you can withdraw it at any time.

If you work for a venue, supplier or organisation we might work with, we hold your business contact details: name, job title, employer, work email and work phone.

2. How We Collect Data

• Bookings through Luma, our event booking platform (card payments on Luma are processed by Stripe)
• Bank transfers through Wise, for larger payments such as weekend balances
• Survey and feedback forms before and after events
• Mailing list sign-up
• The contact form on this website
• One-to-one communications via Gmail, WhatsApp, phone and other means
• At events, where we take photos and videos
• Business contact details of people at venues and suppliers, from Apollo.io (a business contact database) and from their organisation's own public pages
• Visits to this website (see section 9)

3. Why We Collect It (Legal Basis)

• Contract: to confirm bookings, send tickets, manage refunds
• Legitimate interest: to create a safe, inclusive event environment using surveys
• Legitimate interest: to contact people at venues and suppliers about working with us
• Consent: for marketing emails, analytics cookies and use of event media
• Explicit consent: for special category data: what a booking, our mailing list or event photos reveal about your sexual orientation, and any health, dietary or access needs you tell us about
• Legal obligation: for financial record-keeping

4. How We Use It

• Confirm and manage your booking
• Share event updates and reminders
• Plan logistics (e.g. meals, accessibility)
• Send occasional event newsletters (if opted-in)
• Create social posts and marketing materials using event media, except of anyone on our no-photo list
• Contact people at venues, suppliers and partners about working with us
• Meet legal and tax obligations

5. Sharing Your Data (Processors)

We do not sell your data. We share it only with the service providers below, which we use to run our events, this website and our mailing list:

6. International Data Transfers

Your data may be stored or processed outside the UK/EU (e.g. in the U.S.). Where it is, we rely on the safeguards UK data protection law requires, such as the UK International Data Transfer Addendum to the EU Standard Contractual Clauses, or the UK Extension to the EU-US Data Privacy Framework. Ask us at privacy@nosexgayweekend.com if you would like details for a particular provider.

7. Data Retention

We only keep your data as long as it’s needed for the purposes we collected it for, and sometimes longer if we’re legally required to.

Here’s how that breaks down:

• Booking & payment info: kept for up to 7 years, as required by accounting and legal obligations
• Attendance, the record of which events you booked and attended: kept for two years after the event, then deleted
• Survey responses & event notes: we may keep these indefinitely, to help us improve future events, unless you ask us to delete them
• Marketing emails: we'll keep your contact info until you unsubscribe (you can do this any time)
• Event photos & videos: published unless you have asked not to appear; removed from anything we control if you change your mind
• Business contacts at venues and suppliers: kept while we're working together or talking about it, removed after 2 years with no contact, or straight away if you ask
• General contact or community data: if we haven't heard from you for 2+ years, we may clean out old records unless there's a good reason to keep them (like a past booking)

We don’t delete things automatically without good reason, but we do aim to be responsible with your data.

Let us know if you ever want to access, update, or remove something.

8. Your Data Rights

Under UK GDPR, you can:

• Access or correct your data
• Request deletion or restrict processing
• Withdraw consent for marketing or media usage, or for us to hold special category data about you
• Object to certain uses, including any approach to you about working with us, which we stop straight away
• Request data portability
• Report a complaint to the Information Commissioner's Office (ICO)

To exercise these rights, email privacy@nosexgayweekend.com.

9. Cookies & Tracking

10. Data Security

We follow UK GDPR principles (legality, purpose limitation, minimisation, accuracy, storage limitation, and integrity/confidentiality).

Your data is protected by:

• Secure login and encryption
• Access restricted to organisers
• Secure storage via our processors
• Location and camera details removed from photos before they are published

11. Privacy of Event Media

12. Children & Age

Our events are for adults (18+) only. We do not knowingly collect data from minors.

13. Policy Updates

We may update this policy occasionally. Any significant changes will be posted on our website and, if it affects your data use, notified by email.

14. Contact & Complaints