Privacy (Data) Policy

Merthyr Science Festival works with a wide range of contributors, including multinational companies, universities and local community organisations, to share content with public audiences on a non-commercial basis. We do not sell personal data and operate in line with our not-for-profit objectives.

This policy explains how we collect, use and protect your personal data.

WHO WE ARE

We are Merthyr Science Festival, a not-for-profit organisation based in Wales.

If you have any questions about this policy or wish to exercise your legal rights, please contact: info@merthyrsciencefestival.co.uk

HOW WE USE YOUR DATA

1. When you attend one of our events

When you attend an event, we may collect your name, contact details (such as email address), and booking information.

We do this because it is in our legitimate interests to manage and deliver our events effectively.

We may also take photographs or videos and collect feedback or comments. This helps us promote our work and improve future events.

You can opt out of photography or filming at any time by informing staff at the event or contacting us afterwards.

2. When you contribute to an event

If you register as a contributor, we may collect:

·   Name

·   Job title and organisation

·   Contact details (email, phone number)

·   Social media information

·   Details included in your submitted content

We use this information to organise your participation and, where applicable, enter into a contract with you.

3. When you apply for a role or volunteer

If you apply to work or volunteer with us, we may collect:

·   Name and contact details

·   CV and application information

·   Qualifications and experience

·   References and right-to-work documentation

We process this information to assess your suitability and to take steps towards entering into a contract. Legal obligations apply where required (for example, right-to-work checks).

4. When you contact us

If you contact us by email, phone or via our website, we may collect your name and contact details.

We use this information to respond to your enquiry under our legitimate interests.

5. Social media

When you interact with us on platforms such as Facebook, or Bluesky, we may process your name, handle and publicly available information to respond to your queries or comments.

6. News and updates

If you sign up to receive updates, we will use your name and email address to send you relevant information.

·   Where you opt in, we rely on your consent

·   In some cases, we may rely on legitimate interests to share relevant updates

You can unsubscribe at any time via the link in our emails or by contacting us.

7. Website usage (cookies and analytics)

With your consent, we collect technical information about how you use our website.

This helps us improve performance and user experience. More details are provided in our Cookie Policy.

8. If our organisation changes

If our organisation is transferred or restructured, your data may be shared with a new operator where necessary.

This is done under our legitimate interests to ensure continuity of our services.

WHO WE SHARE YOUR DATA WITH

We may share your data with:

·   Service providers and partners supporting event delivery

·   Co-organisers or collaborators, where relevant (you will be informed and able to opt out where appropriate)

·   Regulators or legal authorities, where required by law

·   Prospective organisational partners or successors, if our operations change

We do not sell your personal data.

WHERE YOUR DATA IS STORED

Your data is stored in the United Kingdom and the European Economic Area (EEA) using trusted third-party providers.

Where data is transferred outside these areas, we ensure appropriate safeguards are in place in accordance with UK data protection law.

HOW LONG WE KEEP YOUR DATA

We only retain personal data for as long as necessary.

For example:

·   Event attendance and feedback data is typically retained for up to 2 years

·   Data may be retained longer where required for legal, regulatory or accounting purposes

Where possible, we may anonymise data so it can no longer identify you. This anonymised data may be used indefinitely for research and evaluation.

YOUR RIGHTS

Under UK data protection law, you have the right to:

·   Access your personal data

·   Correct inaccurate or incomplete data

·   Request deletion of your data

·   Restrict how your data is used

·   Request transfer of your data

·   Object to processing

·   Withdraw consent at any time

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO), the UK regulator for data protection.

Please note that some rights may not apply in all circumstances.

CONTACT AND FEEDBACK

If you have any questions, concerns or feedback about this policy, please contact: info@merthyrsciencefestival.co.uk

We aim to keep this policy clear and accessible. If you believe it can be improved, we welcome your suggestions.

March 2026 v1.0