Privacy Policy

1. Introduction

The VVFV App ("the App") is operated by the administrators and organisers of Valhalla Viking Festival. We are committed to protecting your privacy and handling your personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

This Privacy Policy explains what information we collect, why we collect it, how it is used, and your rights regarding your personal data.

2. Who We Are

VVFV App is a volunteer management platform used to organise volunteers for Valhalla Viking Festival.

The App is intended for volunteers aged 18 years and over and is available only within the United Kingdom.

For any questions regarding this Privacy Policy or your personal data, please contact:

Email: Ellis.l.smith182@gmail.com

3. Information We Collect

We may collect the following personal information:

Information You Provide

• Full name
• Email address
• Profile photograph
• Emergency contact name and telephone number
• Mobile telephone number
• Number of years attended the festival
• T-shirt size
• Driving licence status
• Messages and information submitted through the App

Information Collected Automatically

We may collect certain technical information, including:

• Device information
• Usage statistics and analytics
• Error reports and diagnostic information
• Login and activity records

4. How We Use Your Information

• Manage volunteer registrations
• Create volunteer schedules and rotas
• Communicate with volunteers
• Assign volunteer roles and responsibilities
• Contact emergency contacts where necessary
• Improve the App and monitor performance
• Maintain security and prevent misuse of the App
• Comply with legal obligations

5. Lawful Basis for Processing

Under UK GDPR, we process personal data on the following lawful bases:

6. Sharing Your Information

We do not sell, rent, or trade personal information.

Information may be shared with:

• Festival organisers and authorised administrators
• Emergency services where necessary to protect an individual's safety
• Service providers responsible for hosting and maintaining the App

Volunteer information will only be accessed by individuals who require it to perform festival administration duties.

7. Data Storage and Security

The App uses Base44 to provide account management, authentication, and data hosting services.

We take reasonable technical and organisational measures to protect personal information against unauthorised access, loss, misuse, alteration, or disclosure.

However, no online system can guarantee absolute security.

8. Data Retention

We retain personal information only for as long as necessary to manage volunteers and fulfil the purposes outlined in this Privacy Policy.

Volunteer records may be retained for up to 3 years after a volunteer's last involvement with the festival, unless a longer retention period is required by law.

Data that is no longer required will be securely deleted.

9. Communications and Messaging

The App includes messaging and chat features which allow volunteers and administrators to communicate.

Users are responsible for ensuring that information shared through these features is appropriate and relevant to festival activities.

Administrators may access messages where necessary for moderation, safeguarding, security, or operational purposes.

10. Your Rights

Under UK GDPR, you have the right to:

• Access your personal data
• Correct inaccurate information
• Request deletion of your information
• Restrict processing of your information
• Object to certain processing activities
• Request transfer of your data where applicable
• Withdraw consent where processing is based on consent

Requests can be made using the contact details provided above.

11. International Transfers

The App is intended for use within the United Kingdom.

Where any service provider stores or processes data outside the UK, appropriate safeguards will be implemented in accordance with UK GDPR requirements.

12. Children's Privacy

The VVFV App is intended solely for individuals aged 18 years and over.

We do not knowingly collect personal information from children.

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time.

Any significant changes will be communicated through the App or other appropriate means.

14. Complaints

If you are unhappy with how we handle your personal data, you have the right to lodge a complaint with the UK data protection regulator, the Information Commissioner's Office.

You are encouraged to contact us first so we can attempt to resolve your concerns.