Privacy Policy

Last Updated: 01/01/2026

Aperta Events Ltd (“Aperta”, “we”, “us”, “our”)

Controller: Aperta Events Ltd (company no. 15071778)

Registered office: 28 Edmondsham Road, Verwood, BH31 7PB

Email: hello@apertaevents.co.uk

This Policy should be read alongside:

• our Terms & Conditions (the contract governing attendance, entry, vehicle display and exhibiting);
• our Cookie Policy (how cookies and similar technologies are used);
• our Refund Policy (ticket refund rules; incorporated by reference into Terms).

This Privacy Policy explains how we collect, use, store and share your personal data when you: (a) use our website; (b) buy tickets; (c) attend our events; (d) display a vehicle; (e) exhibit/sponsor; (f) contact us; or (g) engage with us via social media or marketing.

1. Key Definitions

1.1 “Personal data” means information that identifies you (directly or indirectly), such as name, email, phone, address, IP address, or vehicle registration linked to you.

1.2 “Processing” means anything we do with personal data (collect, store, use, share, delete).

1.3 “Data Protection Laws” means UK GDPR, the Data Protection Act 2018, and PECR (ePrivacy rules).

2. What Personal Data We Collect

We only collect what we need, depending on how you interact with us.

Attendees / Ticket Purchasers

• Name, email, phone number
• Billing/postal address
• Ticket purchase details (ticket type, quantity, price, order ID)
• Attendance and access control data (e.g., QR code validation logs)
• Customer service messages and complaint correspondence

Drivers / Vehicle Exhibitors

• Name and contact details
• Vehicle details (make/model, registration, colour, insurance confirmation where required, vehicle modifications, club affiliation if provided)
• Arrival/departure logs, display allocation, steward notes (where needed for safety/operations)
• Incident reports involving vehicles (e.g., collision, near-miss, damage reports)

Exhibitors / Sponsors / Partners / Suppliers

• Name, role, business contact details
• Contract and invoicing details
• Insurance documentation (where required), risk assessments/method statements (where required)
• On-site staffing lists (if provided)

Website Users

• IP address, browser type, device identifiers
• Site usage data (pages viewed, interactions)
• Cookie/consent preferences (see Cookie Policy)

Security & Safety

• CCTV where used by the venue and/or the event (for crime prevention and public safety)
• Reports from stewards/security regarding safety incidents, prohibited behaviour or ejections (where necessary)

We do not intentionally collect special category data (health, biometrics, religion, etc.). If you choose to share it with us (e.g., accessibility needs), we'll handle it carefully and only use it for the purpose you gave it.

3. How We Collect Data

We collect data when:

• you purchase tickets, register interest, apply to display/exhibit, or contact us;
• you attend an Event and your ticket/access pass is scanned;
• you submit forms on our website;
• you interact with our emails/ads (where enabled);
• third parties provide relevant data (e.g., ticketing platforms, payment processors, or event partners) where lawful and expected.

4. Our Lawful Bases for Processing

We process personal data only where we have a lawful basis:

Contract (UK GDPR Art. 6(1)(b))

Fulfilling ticket purchases, entry management, exhibitor agreements, event services.

Legitimate Interests (Art. 6(1)(f))

Running safe, well-managed events; preventing fraud; administering the business; improving services; responding to enquiries; enforcing Terms; handling claims/incidents; maintaining appropriate records.

We balance our interests against your rights and expect this processing to be within reasonable expectations for events of this nature.

Legal Obligation (Art. 6(1)(c))

Accounting/tax, compliance requests, lawful requests from authorities.

Consent (Art. 6(1)(a))

Certain direct marketing and non-essential cookies. You can withdraw consent at any time.

Vital Interests (Art. 6(1)(d))

Rare situations where processing is necessary to protect life (e.g., medical emergency).

5. What We Use Your Data For

We use your personal data to:

• Deliver tickets and manage entry (including access scanning and accreditation)
• Administer vehicle displays (allocation, arrival flow, safety compliance)
• Administer exhibitor activity (logistics, compliance, invoicing)
• Provide customer support (enquiries, complaints, lost property coordination)
• Keep people safe (incident management, steward coordination, security reporting)
• Operate and improve our website (analytics, performance, fraud prevention)
• Marketing (only where permitted: opt-in/soft opt-in as applicable, and you can opt out at any time)

6. Who We Share Data With

We share data only when necessary, with appropriate safeguards.

Service Providers (Processors)

• Ticketing/registration platforms
• Payment processors
• Email/CRM providers
• Website hosting, analytics, security tools
• Professional advisers (legal, accounting, insurance brokers)
• Contractors supporting event operations (where relevant)

Venue & Safety Partners

• Venue management (where required for access, safety and incident response)
• Security providers and medical teams (where needed)

Insurers & Claims

Where an incident occurs or a claim is made (or may be made), we may share relevant information with insurers, brokers, and appointed loss adjusters.

Authorities / Emergency Services

We may disclose relevant information where reasonably necessary for safety or where required by law, including to police or emergency services.

We do not sell your personal data.

7. International Transfers

If any service provider stores/processes data outside the UK, we ensure appropriate safeguards are in place (such as UK Addendum to EU SCCs or other lawful transfer mechanisms).

8. How Long We Keep Your Data (Retention)

We keep personal data only as long as needed for the purpose collected, including legal, accounting, operational, and insurance requirements.

Typical retention:

• Ticketing and transaction records: up to 6 years (tax/accounting).
• Event operational logs (entry scans, allocations): 12–24 months unless needed for dispute/incident.
• Incident/claims records (including vehicle incidents): up to 6 years (or longer if required by insurers/legal process).
• Marketing lists: until you opt out or data becomes stale (reviewed periodically).
• CCTV: typically short periods set by the venue unless required for an investigation.

9. Keeping Data Secure

We use technical and organisational measures designed to protect personal data, including access controls, encryption where appropriate, least-privilege access, and supplier due diligence.

If we become aware of a personal data breach that is likely to result in a risk to your rights and freedoms, we will act in accordance with UK GDPR (including notifying the ICO and/or affected individuals where required).

10. Your Rights

You have rights under UK GDPR, including:

• Access to your data
• Correction of inaccurate data
• Deletion (in certain circumstances)
• Restriction of processing
• Objection (especially to legitimate interests/direct marketing)
• Data portability (where applicable)
• Withdrawal of consent (where consent is used)

To exercise rights, contact: hello@apertaevents.co.uk

You can also complain to the UK Information Commissioner's Office (ICO). Their website is available at https://ico.org.uk/.

11. Marketing Preferences

You can opt out at any time by:

• using the “unsubscribe” link in emails; or
• emailing us at hello@apertaevents.co.uk.

We may still send service messages that are not marketing (e.g., important event operational emails).

12. Cookies & Similar Technologies

Our website uses cookies and similar technologies. Details, categories, and how to manage your preferences are set out in our Cookie Policy, which forms part of our Data Policies.

13. Links to Third-Party Sites

Our website may contain links to third-party websites (including social platforms). We are not responsible for their privacy practices. Please review their policies directly.

14. Children

Our events may be attended by families. We do not knowingly collect personal data from children online without appropriate consent. If you believe a child has provided personal data without consent, contact us and we will address it promptly.

15. Changes to This Privacy Policy

We may update this Policy from time to time. The current version will always be posted on our website with the “Last updated” date.

16. Contact

For any queries related to this Privacy Policy, please contact us at: hello@apertaevents.co.uk