This policy explains what personal data SMEC collects,how we use it,your rights,and how we protect your information. This policy is written in plain language so everyone,including children,can understand it.

Data ControllerThe data controller is Southport Model Engineering Club ("SMEC","we","us","our").

Contact Details: halloween@southportmec.com

ICO Registration:SMEC is registered with the Information Commissioner's Office (ICO) and compliant with UK GDPR.

What Personal Data We CollectWe collect minimal personal data only when necessary. As we use Facebook and external ticket providers,we hold NO personal data directly. We may collect:

• Name,contact details (email,phone) - through ticket providers only
• Booking information (number of tickets,session chosen) - through ticket providers only
• Payment details (via third-party payment processors) - we never see your payment information
• Any special requirements (accessibility,medical) - if you tell us in advance. See our Accessibility Statement for details
• Optional:photos/video taken at the event (see below)

How We Use Your DataWe use your data to:

• Process your booking and payment
• Communicate with you about the event (confirmations,changes,cancellations)
• Ensure your safety and accommodation of special requirements
• Send you marketing and promotional information (if you have opted in)
• Use photos/video for promotional purposes,See Photography section below

Legal Basis for Processing

• Fulfilment of contract (booking &attendance)
• Legitimate interests (promoting SMEC events,improving facilities)
• Consent (for direct marketing,photographs/video where required by law)

Sharing Your Data

• With third-party service providers (Facebook,external ticketing platforms,payment processors) solely for fulfilling booking &payments.
• With contractors/volunteers only when necessary (e.g. to accommodate access needs).
• We will not sell or rent your personal data to third parties.
• We have conducted a Data Protection Impact Assessment (DPIA) for this event to ensure children's data is protected.

Storage &Retention

• Data will be stored securely.
• We will retain booking and purchase data for as long as needed for legal/accounting requirements (e.g. 6 years typical in the UK,see HMRC,etc.).
• Personal data for marketing will be kept only while you want to receive it or until you opt out.

Your RightsYou have certain rights under UK GDPR data protection law,including:

• Right to access your personal data
• Right to correct inaccurate data
• Right to erase data (in certain circumstances)
• Right to restrict processing
• Right to object to processing (e.g. direct marketing)
• Right to data portability

Children's RightsChildren have the same rights as adults under UK GDPR. If your child is competent (typically 12+ in Scotland),they can exercise these rights themselves. Parents/guardians can also exercise these rights on behalf of younger children.

How to Exercise Your RightsContact us at halloween@southportmec.com to exercise any of these rights. We will respond within one month.

Making a ComplaintIf you're unhappy with how we handle your data,you can complain to the Information Commissioner's Office (ICO):

• Website:ico.org.uk
• Helpline:0303 123 1113
• Address:Information Commissioner's Office,Wycliffe House,Water Lane,Wilmslow,Cheshire,SK9 5AF

PhotographySMEC discourages flash photograpny and imposes no particular restriction on personal photography at the premises,although we expect individuals to respect the privacy of others. Where a child is likely to form part of the main scene in a photograph,we advise permission should be sought,where practicable,from the relevant parent or guardian.

The club publishes photographs on the public part of our website and also on social media. These photographs may contain identifiable images of individuals. The legal basis for this is that it falls within the legitimate interests of the club and you agree to these terms by attending the event on our premises.

Please use discretion and respect other visitors'privacy when taking personal photos at our Ghost Train event.

Consent for Photography / MediaBy attending the Event,you consent to Personal and/or Professional photography / video filming by SMEC,our partners or Visitors,which may include you or minors under your supervision,for promotional use. By attending,you consent to this. SMEC and partners shall endeavour to seek permission prior to official professional photos band videos being taken and recorded during the event where possible and practical. If you do not wish for images to be used,please inform staff upon arrival or contact us in advance.

If you see your digital image being used in a promotional capacity,please contact us at halloween@southportmec.com for removal.

Security and CCTVWe take reasonable technical and organisational measures to protect your data from unauthorised access,loss or alteration. CCTV Is also in Operation,Please see our Safety Policy for details.

Cookies and TrackingIf the website uses cookies or other tracking technologies,we will provide notice (e.g. via a cookie banner) and you have choice to accept or reject non-necessary cookies.

Changes to this Privacy PolicyWe may amend this policy and other policies referenced on this website from time to time. Updated versions will be published on the website with the date of revision.

Contact UsIf you have questions about this Privacy Policy or want to exercise your data rights,please contact:Email: halloween@southportmec.com

This policy incorporates elements from SMEC safeguarding-policy-v4.

Version 1.0
Revised:September 18,2025