Privacy Policy

Effective Date: 21/December/2024

Introduction

We respect your privacy and are committed to protecting your personal data. This Privacy Policy explains how we collect, use, and safeguard information about you when you visit the Overlord Show website (“Website”), which is run by the Solent Overlord Military Club, in compliance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Information We Collect

We may collect the following information about you:

1.1 Information Collected Automatically

  • Device Information: Details about the device you use to access our Website, such as your browser type, operating system, and device type.

  • IP Address: Your Internet Protocol (IP) address used to connect your device to the internet.

  • Cookies and Tracking Technologies: Data collected through cookies and similar technologies to enhance your browsing experience. See our [Cookie Policy] for more details.

1.2 Information You Provide Voluntarily

  • Account Registration: Name, address, telephone number, and email address.

  • Customer Information: Name, address, telephone number (payment information is processed by a third-party payment processor, Stripe, and not collected by us).

  • Exhibitor Applications: Additional details such as vehicle registration number and information relating to vehicles, people or groups of people, organisations, businesses, charities, insurance, and payment details.

2. How We Use Your Information

We use the information we collect for the following purposes:

  • To provide and manage your access to the Website.

  • To process your account registration and manage your user account.

  • To communicate with you regarding your account, orders, or applications.

  • To improve our Website and services.

  • To comply with legal obligations.

We use the Collected Information of Users to improve the Site and to enhance your user experience.

We use the Collected Information of Exhibitors to organise The Overlord Show and to ensure the safety and security of all Exhibitors involved. For example, for Exhibitors, we will use your profile information to contact you about your account or applications, or important information relating to your exhibiting at the Event.

3. Legal Basis for Processing

We process your personal data on the following legal bases:

  • Consent: For non-essential cookies and certain marketing communications.

  • Contractual Necessity: To provide services you request, such as account creation or processing applications.

  • Legitimate Interests: To aid in organising The Overlord Show, ensure safety and security, and for Website analytics, security, and improvement.

  • Legal Compliance: To fulfil legal obligations or respond to lawful requests.

4. Sharing Your Information

We do not sell your personal data. We may share your data with the following parties:

  • Third-Party Service Providers: Such as Stripe for payment processing.

  • Legal Authorities: If required by law or to protect our legal rights.

The Overlord Show may share Collected Information in the following limited situations:

  • If we believe that the disclosure is reasonably necessary to (a) satisfy an applicable law, regulation, legal process, or enforceable governmental request; or (b) protect or defend the safety, rights, or property of SOE or the Overlord Show, the public, or any person.

  • If your information is part of a set of non-private, aggregated, anonymised, or otherwise non-personal information.

  • If you request or consent to our sharing of Collected Information with a third party.

We do not sell, trade, or rent Collected Information to others.

5. Data Retention

The Overlord Show retains personal information you provide to create your account for as long as you maintain an account with us. However, to ensure that data is not stored unnecessarily, we mandate that inactive user accounts and previous applications are purged/deleted from our online system yearly after the Overlord Show Event has taken place. For the purpose of record keeping and analysis, we store application data offline, which includes some personal information, for up to 2 years. System and error logs are maintained for 30 days.

6. Your Rights

Under the UK GDPR, you have the following rights:

  • Access: Request access to your personal data.

  • Rectification: Request correction of inaccurate or incomplete data.

  • Erasure: Request deletion of your personal data.

  • Restriction: Request the restriction of data processing.

  • Data Portability: Request transfer of your data to another service provider.

  • Objection: Object to processing based on legitimate interests.

To exercise your rights, see the information in sections 9 and 13.

7. Security

We implement appropriate technical and organisational measures to protect your data from unauthorised access, loss, or misuse. However, no system is completely secure, and we cannot guarantee absolute security.

8. Children

We do not knowingly collect personal information from children under the age of 13. If we learn that we have collected the personal information of a child under the age of 13, we will take steps to delete the information as soon as possible.

9. Controlling Your Information

You may exercise your rights to access, correct, erase, object to processing, and request data portability where applicable in the following ways:

  • Changing your profile information by accessing the My Account page of the Overlord Show website.

  • Deleting your account: You may delete your account by selecting the option to delete your account on the My Account page. We will delete your information without unreasonable delay after receiving the request except that we may retain archived copies of your information as required by law. Please note that if you have made any applications, these also contain your personal data and need to be deleted separately and should be done so before deleting your account.

  • Deleting an Application: You may delete an application by accessing the Exhibitors Centre page on the Overlord Show Website. We will delete the information related to the specific application deleted without unreasonable delay after receiving the request, except that we may retain archived copies of your information as required by law. Please note that your account will also contain personal data and that will need to be deleted separately.

  • Contacting us via our Contact Page.

10. Your Choices, Including Opt-Out Options

You have the following choices regarding how we use certain information collected from or about you:

  • Explicit Consent: We clearly state the reasons for collecting data both here and in in-line privacy notices at the point of collection, and we ask for your consent to the data processing.

  • Withdraw Consent: You can withdraw your consent to our processing of personal information by deleting your account, any applications, and in the case of offline data, by getting in contact with us.

11. Cookies

For details about how we use cookies, please refer to our [Cookie Policy].

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. Any changes will be posted on this page with an updated effective date.

13. Contact Us

If you have questions about this Privacy Policy or our data practices, please contact us: