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Privacy Policy

Last updated: 5 March 2026 (revised to reflect current data processors)  ·  Applies to: volleyfest.co.uk

1. Who We Are

London VolleyFest is a one-day volleyball festival taking place on 12 & 13 September 2026 at Crystal Palace Sports Centre, London. The event is organised by:

John Lowney is the data controller for personal data collected through this website. This privacy policy explains what data we collect, why, and how it is used and protected.

2. What Data We Collect

When you submit the registration of interest form on this website, we collect:

• First name and last name
• Email address
• Phone number (optional)
• Club or organisation name (optional)
• Event(s) you are interested in entering
• Number of teams you intend to enter
• Your role (player, coach, club administrator, etc.)
• Any additional information you choose to provide in the free-text field

We do not collect payment card details through this website. When booking opens in May 2026, you will be directed to Ticket Tailor — a third-party booking platform — where payment is processed securely. We never see or store your card details.

If you register interest in Beach Volleyball, your enquiry is noted on this form for capacity planning purposes only. You will be directed to Deep Dish Beach Sports to complete your registration independently. Deep Dish collect and process their own data under their own privacy policy.

3. Why We Collect Your Data

We collect and use your personal data for the following purposes:

• To record and manage your pre-registration of interest for London VolleyFest 2026
• To send you an automated acknowledgement confirming your interest and event selections
• To contact you in May 2026 with your personalised booking link when registration opens
• To manage event logistics, team allocations and capacity planning
• To send you booking confirmation and event entry details via Ticket Tailor
• To respond to any queries or requests you submit

The lawful basis for processing your data is consent — you provide this by ticking the consent checkbox on the registration form. You may withdraw your consent at any time by contacting us at privacy@volleyfest.co.uk.

4. Third-Party Services (Data Processors)

To operate this website and manage registrations, we use the following third-party services. Each acts as a data processor on our behalf and is contractually required to handle your data securely and in accordance with UK GDPR.

Please note — Beach Volleyball: The Beach Volleyball element of London VolleyFest is managed and operated independently by Deep Dish Beach Sports (deepdishbeach.com). If you register for Beach Volleyball, you will be directed to Deep Dish's own website and will be subject to their privacy policy and terms. We do not collect, store or process any personal data on behalf of Deep Dish, and Deep Dish is not a data processor acting on our behalf.

Service	Purpose	Data Shared
Zapier	Receives form submissions via secure webhook, routes data between services and triggers automated emails	All form fields
Google Sheets	Registration tracking and capacity management	Name, email, event selections, team quantities
Mailchimp	Sending personalised booking emails when registration opens in May	Name, email, event selections
Ticket Tailor	Event booking platform — manages spaces, payments and confirmation emails	Name, email (when you complete your booking)
Stripe	Payment processing (via Ticket Tailor)	Payment details handled directly by Stripe — we never see card data
Deep Dish Beach Sports	Independent operator of the Beach Volleyball element — manages their own registrations, payments and data	Any data you provide to Deep Dish is governed by their own privacy policy

We do not sell, rent or share your personal data with any other third parties for marketing or commercial purposes.

5. How Long We Keep Your Data

We will retain your personal data for a maximum of 12 months after the event (i.e. until September 2027), after which it will be securely deleted from all systems under our control (Zapier, Google Sheets, Mailchimp).

Ticket Tailor retains booking records in accordance with their own privacy policy, which you will be asked to accept when completing your booking on their platform.

Stripe is required by law to retain payment transaction records for up to 7 years for accounting and tax purposes. This is governed by Stripe's own privacy policy and is outside our control.

6. Your Rights

Under UK GDPR, you have the following rights regarding your personal data:

• Right of access — you can request a copy of the data we hold about you
• Right to rectification — you can ask us to correct inaccurate data
• Right to erasure — you can ask us to delete your data ("right to be forgotten")
• Right to restrict processing — you can ask us to limit how we use your data
• Right to data portability — you can request your data in a portable format
• Right to withdraw consent — you can withdraw consent at any time without affecting the lawfulness of prior processing
• Right to object — you can object to us processing your data

To exercise any of these rights, please contact us at privacy@volleyfest.co.uk. We will respond within 30 days.

7. Data Security

We take reasonable steps to protect your personal data. All third-party services we use (Zapier, Google, Mailchimp, Ticket Tailor and Stripe) employ industry-standard encryption and security practices. Data is transmitted over HTTPS at all times. Payment card data is handled exclusively by Stripe and is never stored or accessed by us.

While we take all reasonable precautions, no method of transmission over the internet is 100% secure. If you have concerns about data security, please contact us.

8. Cookies

This website does not currently use tracking cookies or analytics tools. If this changes, this policy will be updated and a cookie notice will be displayed on the site.

9. Children's Data

This website is intended for adults (18+) registering on behalf of themselves or their team. Junior event registrations should be submitted by a parent, guardian or club administrator. We do not knowingly collect personal data directly from individuals under the age of 16.

10. Changes to This Policy

We may update this privacy policy from time to time. Any changes will be posted on this page with an updated date at the top. We encourage you to review this page periodically.

11. Complaints

If you are unhappy with how we have handled your personal data, you have the right to lodge a complaint with the UK's data protection authority:

We would, however, appreciate the opportunity to address your concerns before you contact the ICO — please reach out to us first at privacy@volleyfest.co.uk.

12. Contact

For any privacy-related queries, please contact the data controller: