WFOFAD Privacy Notice
In short
WFOFAD keeps personal information about stall applicants, stallholders, volunteers, performers and sponsors. We use it to organise the festival. We do not sell it. To ask what we hold, or to have it deleted, email wfofad@witneyparish.org.uk
Who we are
WFOFAD is organised by the Parochial Church Council (PCC) of Witney, registered charity 1129784. The PCC is responsible for your personal information (the “data controller”).
What we collect
- Stall applicants and stallholders: your name, business or organisation name, email, phone number and address, a description of your products or services, your website or social media link, your stall and power needs, and insurance and food business registration details.
- Volunteers, performers and sponsors: your name, email and phone number, and the details we need to organise your role or sponsorship.
- Records: booking and payment records.
- Images: photographs and video taken at the festival.
- Website: standard technical logs kept by our web host, such as IP addresses, for security.
We collect this from you directly, mainly through our stall enquiry form, email and bookings, or from someone arranging your participation for you.
Why we use it, and our legal basis
- Enquiries, volunteers, performers and sponsors: to reply, plan and run the festival. Legitimate interests: running a charity festival.
- Bookings and payments: to carry out our agreement with you (contract), and to keep financial records (legal requirement).
- Emails to stallholders, volunteers, performers and sponsors: invitations to rebook, invoices, rotas and joining instructions. Contract and legitimate interests. You can ask us to stop at any time.
- Photographs and video: to publicise the festival. Legitimate interests. Tell an organiser if you would rather not be photographed and we will remove an image on request. For posed promotional photographs of children, we ask a parent or carer first.
- Website security: legitimate interests.
Who sees it
Authorised organisers, church staff and volunteers see your information only where they need it. We do not sell your details or share them for anyone else’s marketing. Trusted providers for our website hosting, stall enquiry form, email and secure backups handle data only on our instructions, and some may process it outside the UK with legal safeguards. Stall enquiries are submitted through Microsoft Forms and held in the PCC’s Microsoft 365 account. Details agreed for public promotion, such as a business description, may be published on our website and social media.
How long we keep it
- Unsuccessful stall enquiries: deleted after 12 months, including the copy held in Microsoft Forms.
- Booking and payment records: 6 years, for accounting.
- Stallholder, volunteer, performer and sponsor contact details: deleted 3 years after you last took part or supported the festival.
- Photographs and video: while in use. We remove an image on request.
Cookies
Our website does not use cookies to track visitors. The stall enquiry form is hosted by Microsoft and is covered by Microsoft’s privacy statement.
Your rights
You can ask to see, correct or delete the information we hold about you, to stop us using it for a purpose (including invitations), or to withdraw consent where we rely on it. You can also complain to the Information Commissioner’s Office: ico.org.uk or 0303 123 1113.
Contact us
WFOFAD / Benefice Office
St Mary’s Church, Church Green, Witney OX28 4AW
Email: wfofad@witneyparish.org.uk | Telephone: 01993 779492
We will reply within one month.
Last updated: 21 October 2026