Privacy Policy

01Who We Are

The festival organiser ("we", "us", "our") operates this Festival OS platform and its associated public intake forms and attendee application. We are the data controller for personal information collected through these services.

Contact us with privacy questions at: privacy@festivalos.app

02What We Collect

When you submit an application through our intake forms, we may collect:

• Your name and contact details (email address, phone number)
• Dietary requirements and allergy information
• Emergency contact details
• Skills, availability, and role preferences
• Portfolio links, social media handles, and biographical information (for artists, vendors, and performers)
• Photos or media files you choose to upload

We do not collect payment information directly. Any ticketing is handled by a third-party provider subject to their own privacy policy.

03Why We Collect It

Your information is used solely for festival coordination purposes, including:

• Reviewing and processing your application
• Communicating with you about your application status
• Scheduling, rostering, and on-site logistics
• Catering and welfare planning (dietary information)
• Emergency response (emergency contact details)
• Publishing artist, vendor, and performer information on the public lineup page (only what you supply for that purpose)

04Legal Basis for Processing

We process your personal information on the basis of your consent (given when you submit an application) and, where applicable, our legitimate interests in running the festival safely and effectively. Health and dietary information is processed only for welfare and catering purposes.

05Who We Share It With

We do not sell or share your personal information with third parties for marketing purposes. We may share your information with:

• Trusted team members and volunteers coordinating the festival
• Service providers who help us operate (e.g. email delivery, cloud hosting), bound by confidentiality agreements
• Authorities where required by law

06How Long We Keep It

Application data is retained for up to 12 months after the festival concludes, after which it is securely deleted. If your application is accepted and you participate, we may retain coordination records for up to 3 years for operational and legal reasons. You may request deletion at any time (see Section 8).

07Security

Your data is stored on encrypted servers with access controls limiting who can view it. Intake forms are served over HTTPS. Uploaded files are stored in private object storage accessible only to authorised festival staff. No system is completely secure; please contact us immediately if you suspect a data breach.

08Your Rights

Depending on your location, you may have the right to:

• Access a copy of the personal data we hold about you
• Request correction of inaccurate information
• Request deletion of your data
• Withdraw consent at any time (this does not affect processing carried out before withdrawal)
• Lodge a complaint with your local data protection authority

To exercise any of these rights, email us at privacy@festivalos.app. We will respond within 30 days.

09Changes to This Policy

We may update this policy from time to time. Material changes will be notified via the festival website or email where possible. The date below reflects the last update.