Privacy policy

This Privacy Policy applies to personal data collected and processed by Ayclive CIC (referred to as “AycLive”, “we”, “us”, or “our”).

Ayclive CIC is a Community Interest Company registered in England and Wales. We organise and operate the annual AycLive music festival at the OakLeaf Sports Complex in Newton Aycliffe, County Durham.

For the purposes of applicable UK data protection laws (including the UK General Data Protection Regulation and the Data Protection Act 2018), Ayclive CIC is the data controller responsible for your personal information.

If you have any questions about how we handle your data, you can reach us at hello@ayclive.co.uk.

We collect personal information when you interact with our website, sign up for ticket alerts, purchase tickets, apply for access schemes, or communicate with us. This includes:

• Contact & Identity Data: Your name, email address, telephone number, billing address, and postal address.
• Ticketing & Transaction Data: Details about ticket purchases, pre-orders (such as merchandise, campervan passes, or add-ons), booking reference numbers, and payment verification logs (processed securely via our ticketing partners).
• Demographic & Registration Data: Details submitted via competition entries, data capture forms, or survey submissions.
• Accessibility & Medical Welfare Data: Information provided voluntarily when applying for Carer / Personal Assistant tickets, accessible parking, or medical support on-site.
• CCTV & Event Media: Video footage captured by security CCTV on site, as well as general festival photography and videography taken in public event areas.
• Technical & Usage Data: IP addresses, browser types, device identifiers, operating systems, and website interaction data collected via essential and optional web cookies.

We use your personal data to deliver a safe, seamless festival experience, including:

• Fulfilling Orders & Ticketing: Processing your ticket bookings, issuing digital Apple Passes/tickets, managing under-5s registration, and delivering pre-ordered merchandise or campervan passes.
• Event Operations & Customer Support: Managing on-site entry, staffing help desks, handling ticket queries, and verifying carer credentials prior to backend ticket dispatch.
• Safeguarding & Welfare: Ensuring proper steward coverage, monitoring site capacities/headcounts, and managing emergency medical care or lost child protocols during the festival weekend.
• Marketing & Announcements: Sending you festival updates, lineup drops, early bird ticket alerts, and official store news (where you have opted in or where we have a legitimate interest).
• Site Security: Operating CCTV systems and maintaining crowd control to keep event attendees and staff safe.
• Website Optimisation: Improving our website performance, layout, and user experience.

Under UK data protection law, we rely on the following legal bases to process your information:

• Contractual Necessity: Processing required to fulfill your ticket order or merchandise purchase (e.g., delivering your digital tickets or processing payments).
• Legitimate Interests: Processing necessary for our legitimate operational interests as a community festival, such as monitoring event safety, improving our website, preventing ticket fraud, and sending direct festival updates to past ticket buyers (where you haven’t opted out).
• Legal Obligation: Processing required to comply with health and safety laws, licensing requirements from Durham County Council, emergency services compliance, or accounting obligations.
• Explicit Consent: Where you have explicitly opted in to receive direct marketing or third-party communications (e.g., festival announcements), or where you voluntarily share special category health data for accessibility support. You can withdraw your consent at any time.

We never sell your personal information. However, to operate the festival, we share data with trusted third-party service providers who assist us:

• Ticketing & Operations Partners: Our official ticketing infrastructure provider (Atrevo) for managing checkout, store operations, Apple Pass delivery, and on-site help desk tech support.
• Payment Processors: Secure merchant platforms that handle payment authorisation.
• Event Infrastructure & Security Staff: Third-party security personnel (such as Securicorp), stewarding teams, and medical welfare providers for safety management and emergency response.
• Email & Analytics Providers: Trusted platforms (such as MailChimp) used to distribute email newsletters, ticket alerts, and store updates.
• Legal & Regulatory Authorities: Local authority licensing officers, emergency services, or law enforcement if required by law or to protect public safety.

We retain your personal data only for as long as necessary to fulfill the purposes for which it was collected, including satisfying legal, accounting, or reporting requirements.

• Ticketing & Financial Records: Kept for up to 6 years following the event in line with UK statutory financial and tax obligations.
• Marketing Contacts: Retained until you unsubscribe or request deletion of your details from our mailing lists.
• Accessibility & Medical Documents: Deleted or securely anonymised within 90 days following the conclusion of the festival weekend once all assistance requirements are fulfilled.
• CCTV Footage: Retained for 30 days post-event unless required for an ongoing investigation or licensing review.

Under UK data protection laws, you have several rights regarding your personal data:

• Access: Request a copy of the personal information we hold about you.
• Rectification: Ask us to correct any inaccurate or incomplete personal information.
• Erasure (“Right to be forgotten”): Request that we delete your personal data under certain conditions.
• Restriction: Ask us to suspend or restrict the processing of your data in specific scenarios.
• Object: Object to us using your data for direct marketing or processing based on legitimate interests.
• Data Portability: Request the transfer of your data to you or a third party in a structured, commonly used format.

To exercise any of these rights, please contact us at hello@ayclive.co.uk. You also have the right to lodge a complaint with the UK Information Commissioner’s Office (ICO) at www.ico.org.uk.

If you have any questions about this Privacy Policy, wish to exercise your legal rights, or have concerns about how your data is handled by Ayclive CIC, please get in touch:

• Email: hello@ayclive.co.uk
• Post: Ayclive CIC, OakLeaf Sports Complex, School Aycliffe Lane, Newton Aycliffe, County Durham, DL5 6QZ