Privacy Policy - TEDxRoyal Tunbridge Wells

TEDXROYALTUNBRIDGEWELLS LIMITED customer privacy notice

Version History:

V1 – 23rd November 2024

V2 – 11th July 2025 – Updated to remove inactive and add active suppliers, updated to include further data collection and processing reasons.

This privacy notice tells you what to expect us to do with your personal information.

Contact details

Email

hello@tedxroyaltunbridgewells.com

Name

Nathan Friend, Company Director of TEDxRoyalTunbridgeWells Limited

What information we collect, use, and why

We collect or use the following information to provide services and goods, including delivery:

Names and contact details
Purchase or account history
Payment details (including card or bank information for transfers and direct debits)
Website user information (including user journeys and cookie tracking)

We collect or use the following information for service updates or marketing purposes:

Names and contact details
Marketing preferences

We collect or use the following information for speaker and volunteer recruitment purposes:

Contact details (eg name, address, telephone number or personal email address)

We collect or use the following information to comply with event licenses as issued by The TED Foundation:

Names and contact details

Lawful bases and data protection rights

Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.

Which lawful basis we rely on may affect your data protection rights which are in brief set out below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:

Your right of access – You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. You can read more about this right here.
Your right to rectification – You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. You can read more about this right here.
Your right to erasure – You have the right to ask us to delete your personal information. You can read more about this right here.
Your right to restriction of processing – You have the right to ask us to limit how we can use your personal information. You can read more about this right here.
Your right to object to processing – You have the right to object to the processing of your personal data. You can read more about this right here.
Your right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. You can read more about this right here.
Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time. You can read more about this right here.

If you make a request, we must respond to you without undue delay and in any event within one month.

To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.

Our lawful bases for the collection and use of your data

Our lawful bases for collecting or using personal information to provide services and goods are:

Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:

We organise events using ticketing systems. In order for these to function properly, we need to collect certain identifying information to ensure tickets are matched to the correct purchasers.
We may sell goods at our events. In order for the systems we use to function properly, we need to collect payment information. In some cases where you have already used our provider with separate stores, your name and email may be tied to your card. TEDxRoyalTunbridgeWells Limited does not collect this data when making a purchase with us, and where this data is not already stored by our provider.

Our lawful bases for collecting or using personal information for service updates or marketing purposes are:

Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

Our lawful bases for collecting or using personal information for speaker and volunteer recruitment purposes are:

Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
We collect information from prospective volunteers and speakers so that we can contact them when an opportunity arises. This data is destroyed upon request from these individuals, and after the individual has been contacted with a final update on their application.

Our lawful bases for collecting or using personal information for compliance with event licenses as issued by The TED Foundation are:

Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
As part of our licence with The TED Foundation, we have to pass along the emails of ticket buyers to a third-party survey provider, Delighted. These emails are only used for this purpose, in line with The TED Foundation’s and Delightful’s privacy policy.

Where we get personal information from

Directly from you
Suppliers and service providers

How long we keep information

Our data is stored for a maximum of two years from the date that V1 of this policy came into effect (1^st January 2025). This time period renews when you directly engage with us. This is done in a range of ways including (but not limited to): purchasing tickets to an event, signing up to our mailing list, contacting us for the purposes of providing direct feedback or enquiring about volunteering or speaker opportunities.

Who we share information with

Data processors

Delighted

This data processor does the following activities for us: Delighted send out our post-event surveys, as required by our licence with The TED Foundation.

Google

This data processor does the following activities for us: Google runs our email and form system, allowing us to communicate with you, and collection information for speaker and volunteer recruitment purposes.

Ticket Tailor

This data processor does the following activities for us: Where we don’t use our host venue’s ticketing systems, Ticket Tailor processes tickets for our attendees, and connects to payment processors as needed.

Mailchimp

This data processor does the following activities for us: Mailchimp provides our email marketing services, allowing us to send emails promoting our events and offerings.

Stripe

This data processor does the following activities for us: Handling payment processing for tickets, or other purchases made through Ticket Tailor.

Zettle by PayPal (aka Paypal Point of Sale)

This data processor does the following activities for us: Handling payment processing for event merchandise sales, or the sale of any other goods with the exception of tickets to our events.

Others we share personal information with

Organisations we need to share information with for safeguarding reasons
Suppliers and service providers

Third-Party Services: Ticket Sales and Management

For TEDxRoyal Tunbridge Wells’ March 2025 event, ticket sales are managed by Trinity Theatre using their booking system, Spektrix. Trinity Theatre acts as a third-party service provider for ticketing and payments.

Trinity Theatre does not share attendees’ personal data with us unless bookers explicitly opt in to share their contact details during the booking process. If you choose to opt in, your data will be processed in accordance with our privacy policy to provide event-related updates or marketing communications.

For information on how Trinity Theatre processes your data, please refer to their privacy policy, available: https://www.trinitytheatre.net/privacy-policy.

This section will be removed in the next version of this privacy policy.

Sharing information outside the UK

Where necessary, we may transfer personal information outside of the UK. When doing so, we comply with the UK GDPR, making sure appropriate safeguards are in place.

For further information or to obtain a copy of the appropriate safeguard for any of the transfers below, please contact us using the contact information provided above.

Organisation name: Delighted

Category of recipient: Post-event Survey Provider