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1st Dec – 1st Jan 2023 Cardiff

Christmas at Bute Park Privacy Policy

This privacy notice describes the privacy policy of FTF2 Ltd (referred to in this policy as “FTF2” or “we”). We are the organiser and operator of the Christmas at Bute Park event and the Christmas at Bute Park website (“Site”) and other similar events. References in this policy to “Event” are to the Christmas at Bute Park event or any other event we organise in relation to which we collect personal information from or about you.

We respect your privacy and are committed to protecting your personal data.
This privacy policy was last updated on 3rd August 2021.

1. Important Information

FTF2 Ltd (Registered in England and Wales under company number 13437184) is the Data Controller and responsible for your personal data. Please contact us using the details below if you have any questions regarding this Privacy Policy or wish to exercise your legal rights outlined in this Privacy Policy.

  • Contact Details

If you have any questions or would like to contact us about this Privacy and Cookies Policy, please do so at the following:
Address:FTF2 Ltd, Office 102, 19 Lever Street, Manchester, M1 1AN United Kingdom
Email: hello@christmasatbutepark.com

We are registered as a data controller with the Information Commissioner’s Office under registration number ZB152806.

Complaints: You have the right to lodge a complaint at any time to the Information Commissioner’s Office (ICO) (https://ico.org.uk), who are the UK supervisory authority for data protection issues. We would appreciate the opportunity to deal with any concerns you address before approaching the ICO. Please contact us in the first instance at the above email address.

2. Changes to our privacy policy and your duty to inform us of changes
We reserve the right to make changes to this Privacy Policy and will do so in compliance with, and taking into account, current applicable data protection laws. Any updates or any changes to this Privacy Policy shall be uploaded and published on this Site. The date of the most recent revisions will appear at the end of the opening paragraph of this policy. You are advised to check it from time to time when you submit personal information to us. If material changes are made to the Privacy Policy, for instance affecting how we would like to use your personal information, we will provide a more prominent notice (including, for certain services, email notification of Privacy Policy changes).

Changes in your information: It is important to ensure the personal data we hold about you is accurate and up-to-date. Please keep us informed if any of the details you provide change during the course of your relationship with us.

2. Data we collect about you and when

We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows:
Identity Data includes first name, maiden name, last name, username or similar identifier, marital status, title, date of birth and gender.
Contact Data includes billing address, delivery address, email address and telephone numbers.
Financial Data includes bank account and payment card details.
Transaction Data includes details about payments to and from you and other details of products and services you have purchased from us or our partners or Event suppliers.
Technical Data includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access this Site.
Profile Data includes your username and password, purchases or orders made by you, your interests, preferences, feedback and survey responses and information that we collect from you when or after you interact with us or use or comment about our products and services.
Usage Data includes information about how you use our Site, products and services including content that we collect from you when you use our products and services or products or services provided at an Event.
Marketing and Communications Dataincludes your preferences in receiving marketing from us and our third parties and your communication preferences.
Sensitive Data personal data that is deemed by data protection laws to be special category data including health related data and data related to user disabilities.

We use different methods to collect data from and about you directly, indirectly or through third parties.

1. Direct Information

We collect Identity Data, Contact Data, Financial Data and Sensitive Data as described below.
If you make a ticket purchase with us we will collect any information necessary to fulfil your transaction (including Identity Data, Contact Data, Financial Data and Sensitive Data) as follows:
We collect your name, age, email address, account password, date of birth, and payment details so we can process your ticket purchase and deliver your ticket by post or email.

We collect information about any requirements you may have in order to attend the Event. This may mean providing us with information including further basic details, including your age or Sensitive Data relating to health or any disabilities.
In some circumstances, if applicable to certain Events, we may require to collect additional information specifically relevant to your ticket purchase, which could include verifying your age with identification for entry or fraud prevention and detection.

Marketing Preferences

During your booking of a ticket for an Event via the Site you can opt-in to receiving electronic marketing communications. You can also use the Site to subscribe to receive information by email about our events or services, including newsletters, event alerts and exclusive presale access.

You can unsubscribe from our marketing emails at any time by following the unsubscribe link on the relevant email.
Additionally, during your booking, you may opt-into receive marketing information from a third party promoter (“Promoter”) regarding other events and for them to contact you about their event or other events managed by them. To remove your consent, please review the Privacy Policy of such Promoter on their site, or unsubscribe from their emails at any time.


If you make a purchase with us (whether for an Event ticket, Event package or any other goods and/or services) we will collect any information necessary to provide you with your purchase (which may include Identity Data, Contact Data, Financial Data and Sensitive Data). For example:

We will typically ask for your name, age, email address, account password and date of birth so we can process your Event ticket purchase, deliver your ticket and/or your cashless payment wristband to you;

We will collect information about any particular requirements you may have in order to gain access to an Event: this may mean providing us with information about your physical health, disabilities or similar Sensitive Data;

If there are circumstances where we need to verify your age for entry to an Event or for fraud prevention and detection, we will ask for proof of identity and age (such as a driver’s licence or passport); and

We may (if applicable), collect additional information specifically relevant to the goods and/or services that you are purchasing. For example: if you buy a Park & Ride ticket we might ask for your vehicle registration number to manage vehicles at our Events;

We use third parties (such as ticket agencies and online payment gateways) for all card and payment transactions but do not retain any card details. We retain reference details of the card transaction. When you enter card details you are in communication over a secure link with any financial system and payment gateway provider we may use from time to time. The payment gateway/third party payment provider may also hold your card details.


From time to time, you may be invited to participate in competitions or surveys relating to events sold through our Site, or regarding a booking for an upcoming event or post event.

On entry, your personal data, including Identity Data and Contact Data such as your name, email address or any other relevant entry data may be collected in order to participate and record your entry and used to deliver the prize. If you win, your data will be used to contact you to arrange delivery of your order.


From time to time, we may invite you by email to participate in pre- and post-event surveys to gather additional data to fulfil your order, or obtain feedback on your experience.

Sensitive Information
If you require a disabled access ticket with or without a free carer ticket, you might need to disclose certain Sensitive Data (such as health or medical information) as evidence. This information is passed onto the Promoter for the Event you are booking your ticket for and may be used to ensure entry.

2. Indirect Information

Contacting Us

When you contact us through our Site using one of our online forms, our social media channels, any review websites, or by telephone or email, we may retain Profile Data and related information (including a copy of these conversations) in order to fulfil and resolve your question related to your query and/or your booking.

IP Address

When you browse our Site, information about your visit is collected and stored in our web server logs. As you navigate through the Site, the server logs stores the details and contents you request and stores your IP address and the date and time of your page requests. We collect this Technical Data in order to enhance yours and other users’ experience when using the Site.

Device Information

When you browse our Site, information may be collected by a third-party analytics service provider on our behalf and/or may be collected using cookies including length of visit, page views, geographical location, your device. Data obtained via cookies and similar technologies will be processed in accordance with the cookies policy below. We collect this Technical Data in order to enhance yours and other users’ experience when using the Site.

Email Engagement & Responses

We may collect information (including Profile Data and Usage Data) on how you respond, engage and submit information from emails we send you, for example, if you opened or actively engaged with the content by clicking a link.

Information posted on third-party online platforms

When using online platforms that are associated with our Site, such as a review website or a social media channel, we may collect information (including Profile Data) relating to all posts, inclusive of comments made online about our events, ourselves and that are visible in the public domain.

For instance, if you leave a review about Christmas at Bute Park on a third-party social media website, or a review website, we collect this information for the purposes of improving our services to customers and such information will be governed by this policy.
We are not in control of these third-party platforms and their own personal data controls. Please refer to their privacy policy to discover how they use your information that is shared on their platforms.

3. Third Parties

Booking on third-party online platforms

When you book tickets for an Event on our Site, we may offer a quick registration option through your existing social media accounts or a quick pay function, these include Facebook and Apply Pay.

If you sign in through your social media account, we may obtain information, such as your profile name, in accordance with your privacy settings on that social media site. Please read the privacy policies and check your privacy settings of those social media sites to learn how they manage your information.

You can read the privacy policy for Facebook here: https://www.facebook.com/legal/FB_Work_Privacy

3.1 How we use your personal data

We will only use your personal data where the law allows and permits us to act. Most commonly, we will use your personal data where:
We need to perform the contract we are about to enter into or have entered into with you or to take steps at your request before entering into such a contract, including to complete the sale, including management of booking, printing and delivery of your ticket(s).
When necessary for our legitimate interests, or those of a third party for the Event you have booked ( where your interests and fundamental rights do not override those interests).

When necessary to comply with a legal or regulatory demanded obligation.

Legitimate Interest means the interest of our business in conducting and managing our business to enable us to give you the best service/product and the best and most secure experience. We make sure we consider and balance any potential impact on you (both positive and negative) and your rights before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law). Further details of our legitimate interests used as a basis for processing your personal data are set out in the Table in the Appendix to this Policy. You can obtain further information about how we assess our legitimate interests against any potential impact on you in respect of specific activities by contacting us at hello@christmasatbutepark.com.

Consent and Marketing

Generally, we do not rely on consent as a legal basis for processing your personal data other than in relation to sending third party direct marketing communications to you via email or other electronic message. Should you have provided consent when making a booking or when subscribing to our marketing database, we may use your information provided for marketing purposes by email or other electronic message (to the extent consented to). You have the right to withdraw consent to marketing at any time.
There may be other specific situations where we seek your consent to certain types of processing of your personal data, in which case, consent will be the basis for processing of that particular type of processing.

Opt Out : You can opt out by following the opt-out links on any marketing message sent to you or via your account profile preference settings. You will be provided the opportunity to customise, update or unsubscribe from our marketing emails at any time and we respect your choice and privacy at all times.

Purpose and basis of processing

At the end of this privacy policy in the Appendix we have set out, in a table format, a description of all the ways we plan to use your personal data, and which of the legal bases we rely on to do so. This is to be read in conjunction with the details given in Section 2 above (after Heading “Data we collect about you and when”) and the description of how we use your personal data under the heading “Operational” below. We have also identified in that table what our legitimate interests are where appropriate.

Note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data. Please contact us if you need details about the specific legal ground we are relying on to process your personal data where more than one ground has been set out in the table at the end of this policy.


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We collect and use your personal information to:

4. Process and deliver your ticket or any other goods by post or email and information requested. (Identity Data, Contact Data, Financial Data)

5. Enable us to provide customer service and support and deal with enquiries, update you of changes to your ticket and contact you with service messaging regarding important event information relating to your ticket. (Identity Data, Contact Data, Profile Data Usage Data)

6.Enable us to monitor access and attendance at our Promoters’ events, inclusive of your entry to events, age and identification verification, or where applicable, other applicable information in relation to your ticket including medical or disability information provided. (Identity Data, Contact Data, Profile Data, Usage Data, Sensitive Data)

7. Provide insight to improve and update the experience of our Site and ensure content from our Site is presented to you correctly with factual information and details of the event you are booking for. (Profile Data, Usage Data)

8. Enable us to carry out aggregated and anonymised research and analysis on engagement with Site goods and services.

Disclosure of personal data to third parties
We may share your personal data with:

9. Our Promoters and Event partners who manage and promote the Event which you have booked for to fulfil your ticket order and other purchases, including (but subject to) your marketing consent preferences.

10. Advertisers and their networks to serve relevant, customised adverts based strictly in anonymised or aggregated form, subject to appropriate cookie and/or opt-in consents.

11.Service providers acting as processors who provide IT and system administration services, data analytics, marketing or other services

12. Professional advisers acting as processors or joint controllers including lawyers, bankers, auditors and insurers based who provide consultancy, banking, legal, insurance and accounting services.

13. HM Revenue & Customs, regulators and other authorities acting as processors or joint controllers who require reporting of processing activities in certain circumstances.

14.Partners or suppliers acting as processors or controllers who will provide goods or services to you relating to the Event and who need such personal data in order to fulfil such goods or services.

15. Third parties to whom we may choose to sell, transfer, or merge parts of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this privacy notice.

We require all third parties, inclusive of Promoters of the Event you book a ticket for, to respect the security and privacy of your personal data and treat it in accordance with the law.

We only permit our third party service providers who process your personal data on our behalf to process your personal data for specified purposes and in accordance with our instructions.

Where the third party receives your personal data as a controller, upon contacting you each such third party will supply to you a copy of its own privacy policy, which will govern that third party’s use of your personal data.

Internal Third Parties – We may share your personal data with other companies in our group of companies acting as joint controllers or processors and who provide IT and system administration services and undertake leadership reporting and/or who provide services in order to fulfil our contract with you.

Change of purpose
We will only use your personal data provided for the purposes we collected it for. If we require to use your personal data for an unrelated purpose, we will notify you and explain the legal basis for us to process your data for this purpose.

Transfers of personal data outside the EEA
If the United Kingdom leaves the European Union, personal data will be processed in, and may be transferred from our European Union service providers to, the United Kingdom; in such event, we will take steps to ensure that any transfers of your personal data between the European Union and United Kingdom are carried out in accordance with applicable data protection laws.

2. Third Party Content
Our Site may contain content, links and information that are the property and control of a third party and third party websites. We do not govern these third-party websites and the data they collect. As such, this Privacy Policy does not cover these websites. Please visit the third-party website to review their privacy policy, terms of use and what data they may collect about you.

3. Data Retention
We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including (i) providing you a service to deliver or provide your ticket and any other goods or services you have requested from us or this Site (ii) sending you marketing and related communications that you have requested and consented to (iii) for the purposes of satisfying any legal, accounting, or reporting requirements.

Additionally, we will retain your data for as long as is necessary in order to enforce or defend our legal rights, and in accordance with any legal obligations we are demanded to comply and enforce.

To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.

In some circumstances, we may anonymise your personal data for research and statistical purposes only.
You may request us to delete your data. Please see section ‘Your Legal Rights’ below for further information.

4. Data Security

We strive to ensure your data with us is safe, and we have put in place the appropriate security measures to prevent your personal data from being compromised, altered, damaged, disclosed, accidently lost, used or accessed in an unauthorised manner.
In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality. We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

5. Your legal rights
You have the following legal rights to:

  • Be informed of the terms of our privacy policy on or before receipt of your personal data via self-registration.
  • Request access to the personal data that we hold about you. This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
  • Request to correct, update and amend any personal data that is incorrect or incomplete. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.
  • Request not to use your personal data for marketing purposes. You can do this in the manner explained in this policy including by unsubscribing from marketing by following instructions in our email communications.
  • Object to automated decision making and profiling using your personal data.
  • Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.
  • Request to erase your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see above), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.
  • Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios: (a) if you want us to establish the data’s accuracy; (b) where our use of the data is unlawful but you do not want us to erase it; (c) where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or (d) you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.
  • Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.
  • Withdraw consent at any timewhere we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.

If you wish to exercise any of the rights set out above, you can do so at any time by contacting us at hello@christmasatbutepark.com.

No fee usually required: You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances to the extent permitted by applicable laws including GDPR.

What we may need from you: We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

Time limit to respond: We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.

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