Effective Date: 01/08/25

1. Who We Are

Helsby Trick or Treat Festival is the name used to describe our organisational group. We are not a company or business. We create, advertise and distribute the trick or treat trail map on behalf of the participants.

Other events described on this website such as the Halloween market, trivia night and Witches Coven night are co-organised separately to the trail by our independent team, ‘Til Death Bakery and The Helsby Tap.

You can contact us regarding the trail or these events here:
Email: boo@helsbytrickortreat.co.uk

For the purpose of data protection law, the independent team organising the trail are the ‘data controller’ of the personal information you provide.

2. What Information We Collect

We may collect and process the following information:

• – House Registration Details:
    – Full name
    – House address
    – Photographs of the house submitted.
• – Email Addresses:
    – When you subscribe to receive updates or register interest in the event
    – For our event mailing list

3. How We Use Your Data

We use your personal data for the following purposes:

House Registration

• – To list participating addresses on the Trick or Treat Trail map
  – To contact you about your participation in the event
  – Your address may appear publicly on printed or digital maps if you opt in

Mailing List

• – To send updates about the Trick or Treat Trail event, including reminders, schedule changes, or future event invitations
  – We will never send unrelated marketing or share your email without consent

4. Lawful Basis for Processing

We process your data under the following lawful bases:

– Consent: You have given us clear permission to process your data for specific purposes (e.g., inclusion on the trail or email updates).
– Legitimate Interests: To run and promote the community event while respecting your rights and freedoms.

5. How We Store and Protect Your Data

• – All personal data is stored securely, either on encrypted devices or trusted cloud-based systems (e.g., password-protected spreadsheets or GDPR-compliant platforms such as Google Workspace or Mailchimp).
  – Access is limited to authorised organisers only.
  – Data will be retained only as long as necessary:
    – House registration data is deleted within 2 months after the event concludes, however photos and copies of the map will exist indefinitely on social media or downloaded data by attendees.
    – Email addresses may be retained for future events if you opt in. You can unsubscribe at any time.

6. Your Data Protection Rights

Under the UK GDPR, you have rights including:
– The right to access – You can request copies of your personal data.
– The right to rectification – You can ask us to correct inaccurate or incomplete data.
– The right to erasure – You can ask us to delete your data.
– The right to restrict processing – You can ask us to limit how we use your data.
– The right to object – You can object to how we use your data.
– The right to data portability – You can request that your data be transferred to another organisation.

To make a request, email us at: [Insert contact email]

7. Cookies and Website Use 

We may use cookies to improve your browsing experience. You can set your browser not to accept cookies, and you can delete cookies at any time.

8. Third Parties

We do not sell or share your personal data with third parties unless required by law or with your explicit consent. If we use external platforms (e.g., Mailchimp for emails), they are carefully selected to comply with UK GDPR.

9. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of significant changes by email or by posting a notice on our event page.

10. Contact Us

For any questions about this policy or your data rights, please contact:
Email: boo@helsbytrickortreat.co.uk
Data Controller: Kirstie-ann Pimbblet

You also have the right to complain to the Information Commissioner’s Office (ICO) if you are unhappy with how we handle your data. Visit https://www.ico.org.uk for more information.