Privacy Policy

Our contact details

Name: Sandown Carnival
Postal Address: Data Protection Officer, Sandown Carnival, 77a High Street, Sandown, Isle of Wight, PO36 8AD
Email: dpo@sandowncarnival.com
You can also contact us with any queries using the contact form available on the contact page.

What information we collect, use, and why

We collect or use the following information to provide services and goods, including delivery and third party referrals:

  • Names and contact details

  • Addresses

  • Service use history

  • Payment details (including card or bank information for transfers and direct debits)

  • Website user information (including user journeys and cookie tracking)

  • Information relating to compliments or complaints

We collect or use the following information to receive donations or funding and organise fundraising activities:

  • Names and contact details

  • Addresses

  • Payment or banking details

  • Donation history

  • Tax payer information (for Gift Aid purposes)

  • Gifts in wills

  • Visitors to our stores and website

We collect or use the following personal information for the prevention, detection, investigation or prosecution of crimes:

  • Names and contact information

  • Customer or client accounts and records

  • Video recordings of public areas (including indoor and outdoor spaces)

  • Relevant information from previous investigations

  • Witness statements and contact details

  • Information relating to health and safety

We collect or use the following personal information for service updates or marketing purposes:

  • Names and contact details

  • Addresses

  • Marketing preferences

  • Purchase history

  • Donation history

  • IP addresses

  • Website and app user journey information

  • Records of consent, where appropriate

We collect or use the following personal information to comply with legal requirements:

  • Name

  • Contact information

  • Identification documents

  • Financial transaction information

  • Any other personal information required to comply with legal obligations

  • Health and safety information

  • Safeguarding information

  • Criminal offence data

We collect or use the following personal information for recruitment purposes:

  • Contact details (eg name, address, telephone number or personal email address)

  • Date of birth

  • Employment history (eg job application, employment references or secondary employment)

  • Education history (eg qualifications)

  • Details of any criminal convictions (eg Disclosure Barring Service (DBS), Access NI or Disclosure Scotland checks )

  • We also collect or use the following special category information for recruitment purposes. This information is subject to additional protection due to its sensitive nature:

    • Health information

We collect or use the following personal information for dealing with queries, complaints or claims:

  • Names and contact details

  • Address

  • Video recordings of public areas

  • Witness statements and contact details

  • Relevant information from previous investigations

  • Customer or client accounts and records

  • Financial transaction information

  • Information relating to health and safety (including incident investigation details and reports and accident book records)

  • Correspondence

Lawful bases and data protection rights

Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.

Which lawful basis we rely on may affect your data protection rights which are set out in brief below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:

If you make a request, we must respond to you without undue delay and in any event within one month.

To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.

Our lawful bases for the collection and use of your data

Our lawful bases for collecting or using personal information to provide services and goods, including delivery and third party referrals are:

  • Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

  • Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

Our lawful bases for collecting or using personal information to receive donations or funding and organise fundraising activities are:

  • Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

  • Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

Our lawful bases for collecting or using personal information for the prevention, detection, investigation or prosecution of crimes are:

  • Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

  • Recognised legitimate interests - our pre-approved purpose for collecting or using personal information for the prevention, detection, investigation or prosecution of crimes: We need to prevent, detect, or investigate a crime, including the apprehension and prosecution of offenders (the ‘crime condition’).

Our lawful bases for collecting or using personal information for service updates or marketing purposes are:

  • Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

Our lawful bases for collecting or using personal information to comply with legal requirements are:

  • Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

Our lawful bases for collecting or using personal information for recruitment purposes are:

  • Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

  • Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

  • Recognised legitimate interests - our pre-approved purpose for collecting or using personal information for recruitment purposes: We need to protect the physical, mental or emotional well-being of people who need extra support, or to protect them from harm or neglect (the ‘safeguarding condition’).

Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are:

  • Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

Where we get personal information from

  • Directly from you

  • Regulatory authorities

  • Family members or carers

  • CCTV footage or other recordings

  • Insurance companies

  • Publicly available sources

  • Councils and other public sector organisations

  • Providers of marketing lists and other personal information

  • Suppliers and service providers

How long we keep information

General customer/service records (purchases, bookings, contact details, service use history)

  • 6 years after the end of the relationship/contract

Payment/financial transaction records, donation records & donor history

  • 6 years from the end of the financial year

Gift Aid declarations and tax payer information

  • 6 years after the last claim made, or until declaration cancelled + 6 years

Gifts in wills/legacies

  • Retained until administration complete, then 6 years

CCTV footage (public areas)

  • 28 days, unless required for an investigation or incident, in which case retained until resolved

Crime prevention/investigation records, witness statements

  • 6 years from closure of case, or duration of any legal proceedings + limitation period

Website/app analytics and IP addresses

  • 26 months (or per Squarespace Analytics default)

Recruitment records — unsuccessful candidates

  • 6 months after the recruitment process ends

Recruitment records — successful candidates (including volunteers)

  • Moves into employee/volunteer file; retained 6 years after employment/volunteering ends

DBS/criminal record check results

  • 6 months after decision, per DBS Code of Practice (a barcoded check number may be retained longer)

Safeguarding information / criminal offence data

  • Minimum 7 years from last action, or longer if concerns relate to a child (until the child's 25th birthday is common practice)

Health and safety incident records / accident book

  • 3 years from date of incident; 21 years + 3 months if the injured person was a child at the time

Complaints, claims and correspondence

  • 6 years from resolution; longer if a personal injury claim is possible

Identification documents / legal compliance records

  • As long as required by the specific law that necessitated collection, reviewed annually

For more information on how long we store your personal information or the criteria we use to determine this please contact us using the details provided above. 

Who we share information with

Data processors

  • Squarespace Analytics

o   This service collects personal data to power our site analytics, including:

§  Information about your browser, network, and device

§  Web pages you visited prior to coming to this website

§  Your IP address

o   This information may also include details about your use of this website, including:

§  Clicks

§  Internal links

§  Pages visited

§  Scrolling

§  Searches

§  Timestamps

o   We share this information with Squarespace, our website analytics provider, to learn about site traffic and activity.

  • Squarespace Cookies

o   This website uses cookies and similar technologies, which are small files or pieces of text that download to a device when a visitor accesses a website or app. For information about viewing the cookies dropped on your device, visit The cookies Squarespace uses. These functional and required cookies are always used, which allow Squarespace, our hosting platform, to securely serve this website to you. These analytics and performance cookies are used on this site, as described below, only when you acknowledge our cookie banner. We use analytics cookies to view site traffic, activity, and other data.

  • Squarespace Hosting

    • This website is hosted by Squarespace. Squarespace collects personal data when you visit this website, including:

      • Information about your browser, network and device

      • Web pages you visited prior to coming to this website

      • Your IP address

    • Squarespace needs the data to run this website, and to protect and improve its platform and services. Squarespace analyses the data in a de-personalized form.

  • Google reCAPTCHA

    • This website uses Google reCAPTCHA to increase security and prevent bots from submitting forms or performing other actions. This integration may or may not be visible to you.

    • For the full details of data collected, view the Google privacy policy linked below, however this includes:

      • Screen size and resolution, date, language, browser plug-ins, and all Javascript objects

      • IP address

      • CSS information from the page you are on

      • A count of mouse and touch events

    • Google reCAPTCHA needs this data to provide the service covered above.

    • By using this site, you are also agreeing to be bound by the Google Privacy Policy and Google Terms of Service.

  • Isle of Wight Council

    • We may be required to share information you provide to the Isle of Wight Council, either for legal or licencing requirements/obligations. For example, if you apply for a trader pitch at one of our events, we are required to provide your details, public liability insurance certificate and other information to the council in order to allow them to process and grant a market licence.

    • The Isle of Wight Council Privacy Policy applies to this shared data.

Others we share personal information with

  • Insurance companies, brokers and other intermediaries

  • Organisations we need to share information with for safeguarding reasons

  • Legal bodies or authorities

  • Local authorities or councils

  • Relevant regulatory authorities

  • External auditors or inspectors

  • Organisations we’re legally obliged to share personal information with

  • Publicly on our website, social media or other marketing and information media

  • Suppliers and service providers

How to complain

If you have any concerns about our use of your personal information, you can make a data protection complaint to us:

Email: dpo@sandowncarnival.com

Post: Data Protection Officer, Sandown Carnival, 77a High Street, Sandown, Isle of Wight, PO36 8AD

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO. 

The ICO’s address:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113
Website: https://www.ico.org.uk/make-a-complaint