Legal

Privacy policy

Last updated: [EDIT — date you publish this]

This policy explains what personal information Sustainable Fashion Week Hub Torquay collects,
why we collect it, how long we keep it, and what rights you have over it.

Who we are

Sustainable Fashion Week Hub Torquay is organised by Minycled Ltd, a company
registered in England and Wales (company number [EDIT — your company number]), whose registered
address is [EDIT — your registered address].

Minycled Ltd is the data controller for the personal information described in this policy.
For anything to do with your data, contact us at
hello@sfwhubtorquay.co.uk [EDIT — confirm this address].

What we collect and why

If you subscribe to our newsletter

Your first name, if you give it
Your email address
Your chosen email frequency and the topics you’re interested in
The date and time you consented

Why: to send you the updates you asked for.
Lawful basis: your consent. You can withdraw it at any time using the
unsubscribe link in any email, or by emailing us.

If you use our contact form

Your name and email address
The category you choose and the message you write

Why: to read and reply to your message.
Lawful basis: our legitimate interest in responding to people who contact us.

If you apply to exhibit or take part

Your name and, where relevant, your business, organisation, charity or college
Your contact details: email, telephone, location, website and social media handles
Information about your work, products, sustainability practices and how you’d like to take part
Your stall, workshop, fashion show and access requirements
Whether you hold public liability insurance, your insurer and your policy expiry date
Your photography preference and the declarations you confirm

Why: to assess your application, plan the event, and contact you about it.
Lawful basis: taking steps at your request before entering into a contract, and
our legitimate interest in running the event safely and well.

If your application is successful

We will then ask you to email a copy of your public liability insurance certificate, and any risk
assessment or PAT certificate that applies to you. We ask for these only after we’ve offered you a
place, so that we aren’t holding documents belonging to people we haven’t accepted. These are kept
in our email system and event records, are seen only by the organising team, and are not passed to
anyone else except where we’re required to by law or by the venue.

If you pay us

Payments are taken by Stripe. Your card details go directly to Stripe and are
never seen or stored by us. We receive only confirmation that a payment succeeded, along with the
name and email associated with it.

What we don’t do

We never sell your personal information.
We never share your details with other exhibitors, sponsors or third parties for their own marketing.
We don’t use your data to make automated decisions about you.

Who processes your data on our behalf

[EDIT — your website host, e.g. WordPress.com or your hosting company] — hosts this website.
Formspree — receives our website form submissions and forwards them to us by email. Formspree is based in the United States, so your form data is transferred outside the UK under the standard safeguards in their data processing terms.
[EDIT — your email provider, e.g. Google Workspace or Microsoft 365] — our email.
[EDIT — your newsletter platform, if you use one, e.g. Mailchimp] — sends our newsletter.
Stripe — processes payments.

How long we keep it

Newsletter subscribers: until you unsubscribe, or after two years with no engagement, whichever comes first.
Contact enquiries: up to 12 months after your enquiry is resolved.
Unsuccessful applications: up to 12 months after the event, so we can invite you to apply again.
Successful applications and insurance documents: up to six years after the event, which is the period during which a liability claim could be made.
Payment records: six years, as required by UK tax law.

Cookies and information stored in your browser

This site does not use advertising or tracking cookies.

The exhibitor application form saves your answers in your own browser as you type, so you can close
the page and come back without losing your work. This information stays on your device, is never
sent to us until you press Send application, and you can remove it at any time using the
Clear draft button on the form or by clearing your browser data.

WordPress may set essential cookies needed for the site to function. [EDIT — if you add analytics,
embedded videos, maps or a booking system later, list them here and add a cookie banner.]

Your rights

Under UK data protection law you have the right to:

ask for a copy of the personal information we hold about you
have inaccurate information corrected
ask us to delete your information, where we don’t need to keep it
ask us to restrict how we use it
object to us using it on the basis of legitimate interests
ask for your information in a portable format
withdraw consent at any time, where consent is our basis for using it

To exercise any of these, email hello@sfwhubtorquay.co.uk.
We’ll respond within one month.

Complaints

If you’re unhappy with how we’ve handled your information, please tell us first so we can put it
right. You also have the right to complain to the Information Commissioner’s Office at
ico.org.uk, or by
calling their helpline on 0303 123 1113.

Photography at the event

A photographer documents the event for use in promoting it, including on this website and on social
media. If you’d rather not be photographed, tell a member of the team on the day and we’ll pass it
on, or let us know in advance. Exhibitors can state their preference on the application form, and it
makes no difference to whether an application is accepted. If a photograph of you has already been
published and you’d like it removed, email us and we’ll take it down.

Changes to this policy

If we change how we handle personal information, we’ll update this page and change the date at the
top. Significant changes will be flagged in the newsletter.