Privacy Policy

Data Protection & Privacy Policy for

Flow in the Forest

Last updated: August 31st 2025

Flow in the Forest is a brand of Neon Cat Media Limited (trading as Neon Cat Events). We are committed to protecting your privacy and handling your personal data responsibly in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

This policy explains what information we collect, how we use it, the lawful bases for processing your data, and your rights.

1. Who We Are

Data Controller: Neon Cat Media Limited (trading as Neon Cat Events)
Brand Name: Flow in the Forest
Registered in England and Wales
Email contact: help@flowintheforest.com

2. What Data We Collect

We may collect and store the following types of personal information:

Contact details (name, email address, phone number)
Ticket or booking details (if you attend an event)
Information you provide as a stallholder, performer, or volunteer
Your communication preferences

We do not collect sensitive personal data unless it is voluntarily shared with us for accessibility, medical, or dietary reasons relating to event participation.

3. Lawful Basis for Processing Data

Under UK GDPR, we must have a lawful basis for processing your personal data. We rely on the following:

Consent
- When you sign up to our mailing list via Mailchimp
- When you choose to receive communications about Flow in the Forest events
- You may withdraw consent at any time by unsubscribing or contacting us
Contract
- When you purchase a ticket, register as a stallholder, performer, or volunteer, we process your data to fulfil our agreement with you (e.g., event entry, payment processing, or participation arrangements)
Legitimate Interests
- To communicate essential event updates and safety information
- To manage event logistics and relationships with attendees, stallholders, performers, and volunteers
- To keep records necessary for insurance, security, or health & safety
Legal Obligations
- Where we must retain or share information to comply with the law (e.g., tax or regulatory requirements, accident reporting)

4. How We Use Your Data

We use your data only for purposes connected to Flow in the Forest, including:

Communicating with prospective and confirmed attendees, volunteers, performers, and stallholders
Providing event information, updates, and schedules
Managing ticketing, bookings, and participation
Complying with legal obligations (e.g., health & safety, insurance)

We will never sell, rent, or share your data with third parties, except:

Where required by law, or
With trusted agents acting on behalf of Flow in the Forest (e.g., technical service providers).

5. How We Store Your Data

Google Drive: Access is restricted to event organisers only.
Mailchimp: Used for mailing lists and newsletters (you can unsubscribe at any time).
WordPress: Ticket holder and attendee data may be stored securely on our website.

We take appropriate technical and organisational measures to keep your data safe.

6. Marketing & Communications

You will only receive marketing or event communications from us relating to Flow in the Forest.

You can opt out anytime by clicking “unsubscribe” in Mailchimp emails.
You can request deletion of your data by emailing help@flowintheforest.com.

7. Your Data Rights

Under UK GDPR, you have the right to:

Access the personal data we hold about you
Request correction of inaccurate data
Request deletion of your data (“the right to be forgotten”)
Object to processing or restrict how we use your data
Withdraw consent for communications at any time

To exercise your rights, please email help@flowintheforest.com.

8. Data Retention

We will only retain your personal data for as long as necessary to fulfil the purposes outlined in this policy, or as required by law. Once data is no longer needed, it will be securely deleted.

9. Third-Party Services

We use trusted third-party providers to process data securely on our behalf, including:

Google Drive (Google LLC) – file and document storage
Mailchimp (Intuit Inc.) – mailing list and communications
WordPress (Automattic Inc.) – website hosting and attendee data management

These providers comply with UK GDPR or equivalent safeguards.

10. Complaints

If you have concerns about how we handle your data, please contact us at help@flowintheforest.com.

If you are not satisfied with our response, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO):
https://ico.org.uk/ | Tel: 0303 123 1113

11. Privacy Notice for Ticket Buyers / Attendees

Flow in the Forest – Privacy Notice (Ticket Holders)

Flow in the Forest is produced by Neon Cat Media Limited (trading as Neon Cat Events). We take your privacy seriously and comply with UK GDPR.

What we collect

Your name, email address, and contact details
Ticket and payment details (processed securely via our ticketing system)

How we use your data

To process your ticket purchase and give you entry to the event
To send you essential event information and updates
For health, safety, and insurance purposes

Who sees your data

Our organisers (via Google Drive, WordPress, and Mailchimp)
Trusted providers acting on our behalf (e.g. ticketing services)
We will never sell or share your data for marketing

Your rights
You can:

Unsubscribe from emails at any time
Ask us to correct or delete your data
Request a copy of the data we hold

To exercise your rights, email help@flowintheforest.com.

For full details, see our Privacy & Data Protection Policy.

12. Privacy Notice for Stallholders, Performers & Volunteers

Flow in the Forest – Privacy Notice (Participants)