Oxfam Festivals Privacy Notice - New

What: Name, age, address, phone number, date of birth, gender, photo, and previous Oxfam experience

Why: To process your application, arrange your festival passes, confirm your attendance, contact you on site or in emergencies, provision on-site services proportionally, and place you in suitable roles.

What: Whether you have any unspent criminal convictions

Why: To assess your application on a case-by-case basis and ensure we can support you appropriately. Declaring a conviction doesn't automatically mean you can't volunteer - we'll contact you confidentially to discuss.

Important: This self-declaration is separate from any police licensing checks that may be required by some festival organisers.

What: Information about specific health conditions, plus any medical or medication information we'd need in an emergency

Why: To avoid exposing you to risk while volunteering and to respond appropriately in emergencies

What: Your NIMBUS card number (if applicable), any adjustments you're requesting, and whether you're using the festival's accessibility services

Why: Oxfam Festivals are open to everyone. We work with the NIMBUS Access Card scheme to understand your access needs and make appropriate arrangements.

What: Details of up to 5 friends you'd like to be on shift with

Why: To coordinate your shifts together. This information won't be used for anything else or marketing purposes.

What: Contact details for someone we should alert in an emergency

Why: We have a duty of care to look after our volunteers, including being able to reach your designated contact in emergencies

What: How you plan to arrive, your vehicle registration number (if applicable)

Why: To issue car passes, reserve parking spaces and live-in pitches, arrange busses, and permit vehicles to enter site.

What: The child's name, date of birth, photo, ticket information, and details of who will be looking after them when you're on shift.

Why: We use these details to arrange your child’s festival passes (where applicable), to identify them while onsite, and to ensure they have sufficient supervision and care during the festival.

What: Comments about your volunteering performance, disputes, or queries.

Why: To ensure continuity across festival seasons, place you in suitable roles, and support any praise or complaints raised by or about you

Who records this: Oxfam staff or volunteers on site or in the office, via our Festivals Management Application

What: Deposit payment information

Why: To manage collection and return of deposits, including any deductions (e.g., admin fees)

How it's handled: Payment services are provided by Stripe Inc. Oxfam doesn't process or hold payment details - only whether a payment succeeded and the amount. Stripe's privacy policy: https://stripe.com/gb/privacy

What: Driving licence information

Why: To ensure you're correctly qualified for roles involving driving a vehicle

What: Your preferences for receiving marketing updates from Oxfam GB

Why: To respect your communication preferences. You can change these at any time.

Legal basis: Legitimate interests (to administer festivals effectively and maintain volunteer records)

Includes: Name, address, email, festival application history, comments, complaints, and status updates

Retention: Up to 7 years from the last time you modify your festival profile or consent preferences

Legal basis: Legitimate interests (to protect volunteer welfare and coordinate festival operations)

Includes: Medical details, accessibility information, emergency contacts, transport arrangements, friendship group details

Retention: No more than 12 months from the time you apply for a festival

Legal basis: Contract (to process your deposit)

Handled by: Stripe Inc

What Oxfam holds: Only whether payment succeeded and the amount

Teams within Oxfam responsible for administering festivals, handling communications, or processing our data

When you use their service, we share information to help understand your access needs

We link your account to our volunteering records, track completed training courses, and send reminders for mandatory courses

Suppliers who support our information systems process data in accordance with Oxfam's instructions and to our security and privacy standards

Who: For some festivals, we share your data with the organisation that runs the event. Where required, we may also share directly with police or local licensing authorities.

Purpose:

• To manage accreditation
• To confirm your driving licence details if your role involves driving
• To arrange police licensing checks under the Licensing Act 2003, where these are required by the event's alcohol licence conditions

How Police Licensing Checks Work: We share basic identifiers (name, date of birth, address) with either the event organiser or directly with the police licensing team, depending on the festival.

The police carry out vetting checks using the Police National Computer under their statutory powers. Where an event organiser is involved, they receive only a binary outcome from police (approved/not approved), not your criminal record details, and may share this outcome with us to coordinate volunteer deployment.

These are not DBS checks - they are licensing vetting checks carried out by police under different legal powers (Licensing Act 2003, not the safeguarding regime).

Legal basis:

• Event organisers process your data under legal obligation
• Police process under statutory authority
• We process under legitimate interests (to ensure safe festival operations and compliance with event requirements)

For some festivals, suppliers contracted by the event to provide services such as ticketing and wristband management