Privacy Policy | Otherside Events

PRIVACY NOTICE

Last updated: 17 August 2026

At Otherside Events Ltd, we respect your privacy and are committed to protecting your personal information. This Privacy Notice explains what information we collect, why we use it, who we may share it with and the rights you have over your information. This notice applies when you visit our website, contact us, join our mailing list, purchase tickets, apply to take part in an event, attend an event or otherwise interact with Otherside Events.

1. Who we are

Otherside Events Ltd is the data controller responsible for the personal information covered by this Privacy Notice.

Otherside Events Ltd
The Business Centre
1 Burrough Court
Burrough on the Hill
Melton Mowbray
Leicestershire
LE14 2QS
United Kingdom

Company number: 17400212
Website: www.othersideevents.co.uk
Email: hello@othersideevents.co.uk

If you have any questions about this Privacy Notice or how we use your information, please contact us using the email address above.

2. What information we collect

The information we collect depends on how you interact with us. This may include:

Website visitors and enquiries

name
email address
telephone number
postcode
information provided through Wix Forms or Wix Chat
correspondence with us
website account information if you create a Wix Member account
information about how you use our website, including information collected through cookies and analytics

Mailing list subscribers

name
email address
marketing preferences and subscription status

Ticket purchasers and event attendees

Where you purchase or enquire about tickets, we may receive information such as your name, contact details, booking information, ticket type and number, and information needed to administer your attendance. Tickets may be sold through a third-party ticketing provider. The provider may collect and process your information under its own privacy notice and provide relevant booking information to us so that we can administer the event.

Exhibitors, makers and other event contributors

If you apply or book to take part in one of our events, we may collect information such as your name, contact details, business or trading name, website and social media details, information about your products or services, booking and payment information, and documentation reasonably required to operate the event safely and lawfully. This may include insurance documents, risk assessments, licences, food hygiene information, electrical or gas safety documentation and other relevant event-safety information.

Performers, workshop hosts, speakers, activity providers, sponsors and partners

We may collect contact details, business or organisation information, professional or biographical information, photographs, promotional material, booking information, contracts, invoices, insurance and safety documentation, and other information relevant to your involvement with an event.

3. How we use your information

We use personal information where necessary to:

provide and administer our events and services
process ticket and event bookings
manage exhibitor and contributor applications
communicate with customers, exhibitors and other event contributors
process payments, invoices and refunds
manage event logistics and safety
respond to enquiries and provide customer support
make reasonable accessibility arrangements
send marketing communications where permitted
administer competitions and giveaways
improve our website and understand how people use it
promote our events and business
meet legal, accounting, insurance and regulatory requirements
protect our business, customers and events from fraud, misuse or other risks

We rely on different lawful bases under UK data protection law depending on the circumstances. These may include:

Contract – where we need your information to provide something you have booked or to take steps before entering into an agreement.
Legal obligation – where we are required to process or retain information to comply with the law.
Legitimate interests – where processing is reasonably necessary to operate, develop and promote our business and events, provided those interests are not overridden by your rights.
Consent – where you have actively agreed to a particular use of your information, such as certain marketing or non-essential cookies.

4. Marketing and staying in touch

We use Mailchimp to manage and send our marketing emails. If you join our general mailing list, we will normally rely on your consent to send you information about things such as:

new events and event announcements
ticket releases
event news
opportunities to take part in our events
competitions and giveaways
relevant offers and updates from Otherside Events

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

If you have booked a ticket, applied to take part in an event or entered into an agreement with us, we may still send you essential information relating to that booking or event. These operational communications are not marketing emails.

Where we collect information from exhibitors or other event contributors, we may also contact them about relevant future opportunities where permitted by law. Any applicable marketing preferences or opt-out options will be explained when their information is collected.

We may retain a minimal record of an unsubscribe or marketing opt-out so that we can respect your preference and avoid contacting you again unintentionally.

5. Accessibility information

We want our events to be accessible and welcoming. If you contact us to request an accessibility arrangement, we may collect limited information needed to understand and provide the support requested, such as a requirement for accessible parking. You do not need to provide unnecessary medical information or a diagnosis. Where accessibility information reveals information about a person's health or disability, additional data protection rules may apply. Where appropriate, we will obtain explicit consent to process this information. We will not use identifiable accessibility information for marketing.

We aim to delete or anonymise identifiable accessibility information when it is no longer needed, normally after the relevant event, unless there is a legitimate reason to retain it for longer.

6. Competitions and giveaways

From time to time, Otherside Events may run competitions, giveaways or other promotional activities. If you enter, we may use the information you provide to:

administer your entry
confirm eligibility
select and contact winners
arrange prizes
prevent fraudulent or duplicate entries

The information collected will depend on the particular competition and will be explained when you enter. Entering a competition will not automatically add you to our general marketing mailing list. Where we would like to use your details for marketing, we will provide a separate opportunity to sign up where required. Specific competitions may also have their own terms and conditions.

7. Photography and filming at our events

Photography and filming may take place at events organised by Otherside Events. Images and video may be used to:

promote our events
promote Otherside Events
update our website
share content on social media
produce marketing and advertising
provide material to press and media
document our events and activities

We may take general crowd, atmosphere and event photography where this is reasonable and proportionate and where we have a lawful basis for doing so. We will take reasonable steps to make visitors aware that photography and filming are taking place. This may include information provided during ticket booking, event communications and signage at the event. Where an individual is specifically selected as the subject of an interview, testimonial or promotional photograph or video, we may seek separate permission where appropriate. We take particular care where children are the principal focus of photographs or filming. If you have concerns about appearing in photographs or video, please speak to a member of the Otherside Events team at the event or contact us at hello@othersideevents.co.uk.

8. Exhibitor and contributor promotional material

If you take part in an event, you may provide us with photographs, logos, business descriptions, biographies, videos or other promotional material. We may use these materials to promote your participation, the relevant event and Otherside Events. Any specific rights or permissions relating to promotional material may also be covered in our exhibitor or contributor terms and conditions.

9. Our website, cookies and analytics

Our website is built and hosted using Wix. We use Wix services including Wix Forms, Wix Chat and Wix Members. We may also use:

Google Analytics
Google Ads
Meta/Facebook Pixel
Instagram functionality or embedded content
Google Maps

These technologies may collect information about how visitors use our website and may help us understand website performance, measure advertising and promote our events. Some cookies and similar technologies are necessary for the website to operate. Other cookies, including certain analytics and advertising technologies, may require your consent. Where required, we will ask for your consent before using non-essential cookies or tracking technologies. You can manage or withdraw your cookie choices using the cookie settings available on our website. Third-party services such as Google, Meta, Instagram and Google Maps may process information in accordance with their own privacy policies and terms.

10. Who we share your information with

We do not sell your personal information. We may share relevant information with trusted organisations where this is reasonably necessary to operate our business and events. These may include:

Wix
Mailchimp
our appointed ticketing provider
payment and banking providers
event venues
event contractors and suppliers
security and first-aid providers
insurers and insurance advisers
accountants and other professional advisers
marketing, website and technology suppliers
photographers and videographers
local authorities and licensing bodies
Safety Advisory Groups
regulators, law enforcement or other authorities where legally required

We aim to share only the information reasonably required for the particular purpose. For example, an event venue may need relevant exhibitor insurance or safety documentation, while a ticketing provider may need information required to process a booking. Where third parties process information on our behalf, we take appropriate steps to require it to be handled securely and in accordance with applicable data protection law.

11. International transfers

Some of the service providers we use may process or store information outside the UK. Where personal information is transferred internationally and UK data protection law requires additional safeguards, we will take appropriate steps to ensure that a permitted transfer mechanism or other appropriate safeguard is in place.

12. How long we keep your information

We keep personal information only for as long as we reasonably need it for the purpose for which it was collected, or where we have a legal, contractual or other legitimate reason to retain it. Retention periods vary depending on the type of information. For example:

General enquiries: Up to 2 years
Mailing-list information: Until you unsubscribe, subject to suppression records
Event and booking information: Normally up to 2 years after the event
Successful exhibitor/contributor records: Normally up to 6 years after the relevant event or relationship
Unsuccessful applications: Normally up to 2 years
Financial and accounting records: Normally 6 years, where required by law
Event safety documentation: Normally up to 3 years
Accessibility information: Normally deleted or anonymised when no longer required, ordinarily after the relevant event
Competition information: Normally up to 6 months after the competition has ended
Wix Member accounts: While the account remains active, subject to other records we need to retain
Marketing preferences and opt-outs: As long as reasonably necessary to respect your choices

Some information may need to be retained for longer where it relates to an accident, complaint, insurance matter, legal claim, dispute, regulatory requirement or other legitimate reason. We periodically review the information we hold and delete or anonymise information that is no longer required.

13. How we keep your information secure

We take reasonable organisational and technical measures to protect personal information from unauthorised access, accidental loss, misuse, alteration or disclosure. Access to personal information is limited to people who reasonably require it for their work, and we expect organisations processing information on our behalf to protect it appropriately. However, no internet or electronic storage system can be guaranteed to be completely secure.

14. Your data protection rights

Depending on the circumstances, you may have the right to:

ask what personal information we hold about you
request a copy of your information
ask us to correct inaccurate or incomplete information
ask us to delete your information in certain circumstances
ask us to restrict how we use your information in certain circumstances
object to certain processing
object to direct marketing
request the transfer of certain information to you or another organisation
withdraw consent where we rely on consent

These rights are subject to certain conditions and exceptions under data protection law. To exercise your rights, please contact: hello@othersideevents.co.uk. We may need to confirm your identity before dealing with certain requests. You can unsubscribe from marketing emails at any time using the unsubscribe link in the email.

15. Complaints

If you have concerns about how we use your personal information, please contact us first so that we have an opportunity to investigate and resolve your concern. Email: hello@othersideevents.co.uk. You also have the right to complain to the Information Commissioner's Office (ICO), the UK's data protection regulator. You can find information about making a complaint on the ICO's website.

16. Changes to this Privacy Notice

We may update this Privacy Notice from time to time if our business, events, website, technology, suppliers or data-processing activities change, or where legal requirements change. The latest version will always be published on our website and the “Last updated” date will show when it was most recently revised.

17. Contact us

If you have any questions about this Privacy Notice, want to exercise your data protection rights or have concerns about how we use your information, please contact: