PRIVACY, DATA & COMMUNICATIONS
This Division explains how Hootenanny handles customer and website information, communicates with customers, and manages photography and filming connected with the festival.
1. Privacy Notice
1.1 Purpose and scope
Hootenanny Festival LTD ("Hootenanny", "we", "us" or "our") respects the privacy of the people who interact with us and is committed to handling personal information lawfully, fairly, transparently and securely.
This Privacy Notice explains how Hootenanny collects, uses, stores, shares and protects personal information, and the rights individuals have in relation to their information.
It applies to personal information collected through or in connection with:
the Hootenanny website and website forms;
expressions of interest and ticket-release signups;
email, SMS, WhatsApp and other marketing communications;
enquiries and communications with Hootenanny;
ticketing and ticket purchases;
customer relationship management (CRM) systems;
festival applications or digital services;
event entry, ticket scanning and credential systems;
merchandise and food and beverage transactions where linked to an identifiable customer;
competitions, surveys and promotions;
customer service activities;
official festival photography and filming, as described in the Photography, Filming & Recording Policy; and
other systems and services used to operate, market and deliver the festival.
This Privacy Notice should be read alongside the Cookie & Website Technologies Notice, Marketing Communications & Consent Policy and Photography, Filming & Recording Policy in this Manual.
1.2 Who we are
Data Controller: Hootenanny Festival LTD
Registered/Business Address: 130 Leith Walk, Edinburgh, EH6 5DT
Privacy Contact: hello@hootenannyfest.com
Hootenanny Festival LTD is responsible for deciding why and how personal information under its control is processed.
Hootenanny uses third-party service providers, including website, ticketing, payment, CRM, communications and event technology providers. Depending on the service provided, these organisations may process personal information on Hootenanny's behalf or act as controllers in their own right.
1.3 Information we collect
The information Hootenanny collects depends on how an individual interacts with us. We only seek information that is relevant to the activity or service involved.
Identity and age information
first name;
surname;
date of birth; and
age or age category.
Contact information
email address;
mobile telephone number; and
communication preferences.
Location information
We may collect a postcode, town, city, region or other general location information to understand where interest in Hootenanny is coming from and to support event and marketing planning.
We do not require a full residential address for a general expression of interest signup. We may collect billing or delivery address information where it is required to complete a purchase or deliver a product.
Festival and customer preferences
We may collect information such as:
preferred ticket type;
anticipated group size;
favourite artists or music preferences;
areas of festival interest;
food and beverage interests;
merchandise interests;
competition or survey responses; and
other preferences voluntarily provided to Hootenanny.
We use this information to understand customer demand and assist with festival planning, programming, artist selection, ticketing, marketing and commercial decisions.
Ticketing and transaction information
Through our ticketing, payment, merchandise and point of sale systems, we may collect or receive information relating to:
ticket purchases and ticket type;
transaction history;
merchandise purchases;
food and beverage purchases where linked to an identifiable customer;
refunds or exchanges;
payment status; and
other transactions with Hootenanny.
Payment card details are processed directly by our appointed payment and ticketing providers rather than being stored by Hootenanny. Hootenanny may receive limited payment or transaction information from these third party providers where required for transaction administration, fraud prevention or customer support. This may include:
payment method, such as Visa, Mastercard or Apple Pay;
the last four digits of the card;
transaction or payment reference number;
payment amount and date;
payment status, including whether a payment succeeded, failed or was refunded;
billing name or postcode where this information is made available by the provider; and
limited fraud or risk information associated with the transaction.
Festival attendance and credential information
Hootenanny uses ticket scanning and digital credentials to operate access and understand festival attendance. This may generate information about:
ticket activation;
event entry and exit;
credential or wristband scans;
attendance;
permitted access areas; and
other interactions with festival access systems.
Website and technical information
When someone uses the Hootenanny website we may collect technical information including:
IP address;
browser and device information;
website activity;
pages visited;
referral source;
cookie or similar identifiers; and
analytics information.
The use of cookies and similar technologies is explained in the Cookie & Website Technologies Notice.
Marketing and communication information
We may keep records of:
marketing consent;
communication preferences;
emails or messages sent;
unsubscribe or opt-out requests;
responses to communications;
customer enquiries; and
interactions with Hootenanny communications where the relevant platform provides this information.
Special category information
Hootenanny does not collect medical, health or accessibility information as part of its general marketing or expression of interest activities.
We may collect health, accessibility or other special category information where it is necessary to support an individual's festival attendance, accessibility requirements, welfare or safety. Where this information is collected, it will only be used for the relevant purpose and will be subject to additional data protection safeguards and an appropriate lawful condition.
1.4 How we collect information
Hootenanny may collect personal information:
directly from an individual when they complete a website form;
when an individual contacts us or makes an enquiry;
when an individual chooses to receive marketing communications;
through ticketing, payment, merchandise or point of sale transactions;
through customer service interactions;
through festival applications, ticketing, credential, access and event systems;
through cookies and website technologies;
from service providers processing information for Hootenanny; and
from other third parties where there is a lawful basis for Hootenanny to receive and use the information.
Hootenanny's website and expression of interest forms are hosted through Squarespace.
Personal information collected through Hootenanny's website, ticketing, payment, event, marketing and other customer systems may be consolidated within Hootenanny's CRM to create and maintain a customer record.
1.5 Why we use personal information
Hootenanny only uses personal information where there is an appropriate lawful basis. The basis depends on the purpose of the processing.
Festival interest and requested notifications
Where an individual asks Hootenanny to notify them when tickets go on sale or requests another specific communication, we use the information provided to respond to that request. Where the communication also constitutes direct marketing, the Marketing Communications & Consent Policy explains the applicable consent rules.
Age and eligibility
Hootenanny is an 18+ event. We may use date of birth information to determine whether someone will be old enough to attend, manage age-related safeguards and understand the age demographics interested in the festival. Our lawful basis for general age and eligibility processing is our legitimate interest in planning and operating an age-restricted festival appropriately.
Festival and business planning
We may use age, general location, ticket preferences, favourite artists, customer interests and aggregated transaction or attendance information to:
understand demand;
plan festival capacity;
inform ticketing strategy;
understand our audience;
identify geographic areas of interest;
support programming and artist booking decisions;
plan food, beverage and merchandise offerings;
improve future festivals; and
decide where Hootenanny marketing activity may be most effective.
We generally rely on our legitimate interests in planning, developing and operating Hootenanny and understanding our potential and existing customers. Where practical, information used for high-level analysis may be aggregated or anonymised.
Marketing
Where an individual has asked to receive Hootenanny marketing, or where another lawful marketing route is available, we may send festival news, artist announcements, ticket information, offers, competitions, merchandise, food and beverage updates and information about Hootenanny events or related products and services. The Marketing Communications & Consent Policy explains this in more detail.
Purchases and contracts
When an individual purchases tickets, merchandise or another Hootenanny product or service, we may process personal information where necessary to complete the transaction, issue tickets or credentials, provide customer support, administer refunds or changes and manage the contractual relationship. Our lawful basis will generally be that the processing is necessary to enter into or perform a contract with the individual.
Legal, regulatory and security purposes
We may process personal information where necessary to meet legal, regulatory, accounting or taxation requirements; respond to lawful requests from authorities; establish, exercise or defend legal claims; prevent or investigate fraud or misuse; and protect Hootenanny customers, systems, staff, contractors and the integrity of the business. Depending on the activity, we rely on legal obligation, legitimate interests or another lawful basis available under data protection law.
1.6 People under 18
The Hootenanny festival is an 18+ event. A person who is currently 17 may nevertheless use a pre-festival signup if they will be 18 by the relevant festival date. Hootenanny does not intentionally design its festival signup or marketing activities for younger children.
If someone is under 18, Hootenanny may:
administer their signup;
use their date of birth to determine age and festival eligibility;
send ticket-release information they have requested;
send ordinary, age-appropriate Hootenanny marketing where they have validly agreed to receive it;
use preferences they provide for general festival planning; and
include age category, general location or stated interests within aggregated audience analysis.
While an individual remains under 18, Hootenanny will not deliberately use their browsing behaviour, purchasing behaviour, engagement history or similar behavioural activity to create a personalised advertising or direct marketing profile.
This does not prevent Hootenanny from sending ordinary festival communications that the individual has requested or consented to receive.
Where our systems use age status, this may be calculated automatically from the date of birth provided. When an individual turns 18, they may be treated under Hootenanny's normal adult customer-processing arrangements without needing to complete a new signup solely because of their birthday. Existing marketing consent continues only within the scope originally agreed to and can be withdrawn at any time.
1.7 Customer profiles, segmentation and analytics
Information from different interactions with Hootenanny may be combined within our CRM to create a customer profile. For an adult customer, this may include information from website registrations, ticket purchases, festival attendance, credential scans, merchandise or food and beverage transactions linked to the customer, festival applications, competitions, surveys, stated preferences and marketing interactions.
We may use customer profiles to understand our audience, improve the festival, analyse customer behaviour, develop future events and create appropriate customer segments. For example, Hootenanny may identify groups of adult customers interested in particular artists, ticket types or festival products when deciding what information is most relevant to send to them.
Having a customer profile does not override direct marketing consent requirements. Individuals can object at any time to the use of their personal information for direct marketing, including related profiling.
Hootenanny does not use solely automated decision making to make decisions about customers that have legal or similarly significant effects. If this changes, this Notice and the relevant safeguards will be updated.
1.8 Sharing personal information
Hootenanny may share personal information with organisations that help us operate, market and deliver the festival. These may include:
website and hosting providers;
CRM providers;
ticketing providers;
payment providers;
email and communications platforms;
festival application providers;
credential and access management providers;
point of sale providers;
IT and cybersecurity providers;
analytics providers;
professional advisers;
contractors and agencies supporting Hootenanny;
insurers;
authorised media or event partners where relevant to a specific activity; and
regulators, courts, law enforcement or public authorities where required.
Where a supplier processes personal information on Hootenanny's behalf, appropriate contractual and data protection safeguards are required. Where another organisation acts as a controller in its own right, it is responsible for its own processing of personal information and Hootenanny will only share information with that organisation where there is a lawful basis to do so.
Hootenanny does not sell personal information. We do not provide our customer contact database to sponsors or commercial partners so that they can independently market directly to individuals unless we have clearly informed the individual and have a lawful basis to do so.
1.9 International data transfers
Some technology and service providers used by Hootenanny may process personal information outside the United Kingdom. Where personal information is transferred internationally, Hootenanny uses an appropriate transfer mechanism or safeguard where required by UK data protection law. This may include UK adequacy regulations, the UK Extension to the EU-US Data Privacy Framework where applicable, approved contractual safeguards or another mechanism permitted by law.
1.10 Data security and access
Hootenanny takes reasonable and proportionate measures to protect personal information from unauthorised access, accidental loss, inappropriate disclosure, alteration, misuse and destruction.
Access to systems containing personal information is role based. Employees, contractors and advisers are only given access where it is reasonably required to perform their role or an authorised task. Hootenanny uses appropriate account security measures, including password controls and multi factor authentication where supported and appropriate.
1.11 How long we keep personal information
Hootenanny does not retain identifiable personal information indefinitely simply because it may be useful in the future.
For people who register an interest in Hootenanny or maintain an ordinary customer/marketing relationship with us, we may retain relevant customer, planning and marketing information for up to five years from the individual's last meaningful interaction with Hootenanny.
A meaningful interaction may include joining or updating a signup, purchasing a ticket or product, attending a Hootenanny festival, responding to Hootenanny, updating communication preferences or otherwise actively interacting with us.
The five-year period reflects Hootenanny's planned festival cycle and our legitimate business interest in understanding audience engagement across multiple festivals.
Different retention periods may apply where information is needed for legal, taxation, accounting, regulatory, safety, contractual or legal claims purposes. When personal information is no longer required, it will be securely deleted or anonymised. Where someone has opted out of marketing, we may retain the minimum information required on a suppression list so that their preference continues to be respected.
1.12 Your data protection rights
Depending on the circumstances, individuals may have the right to:
be informed about how their personal information is used;
request access to personal information held about them;
ask Hootenanny to correct inaccurate or incomplete information;
request deletion of personal information in certain circumstances;
request that processing is restricted in certain circumstances;
object to certain processing;
object at any time to the use of their information for direct marketing;
receive certain information in a portable format where the right to data portability applies;
withdraw consent where processing is based on consent; and
raise a complaint about the way Hootenanny uses their information.
These rights are not all absolute and may depend on the circumstances and the lawful basis for processing. Hootenanny may take reasonable steps to confirm the identity of a person making a request before releasing, deleting or changing personal information.
Requests can be made by emailing moo@hootenannyfest.com.
1.13 Complaints
If you have a concern about how Hootenanny handles your personal information, please contact moo@hootenannyfest.com so that we can investigate and respond. You also have the right to complain to the Information Commissioner's Office (ICO), the UK data protection regulator.
1.14 Changes to this Privacy Notice
Hootenanny may update this Privacy Notice when our services, systems, suppliers, processing activities or legal obligations materially change. The current version will be made available through the Hootenanny website. Where a change materially affects the way we use existing personal information, we will take appropriate steps to bring the change to the attention of affected individuals and obtain additional consent where legally required.
Related policies
Cookie & Website Technologies Notice
Marketing Communications & Consent Policy
Photography, Filming & Recording Policy
References
UK General Data Protection Regulation (UK GDPR), as amended;
Data Protection Act 2018, as amended;
Data (Use and Access) Act 2025;
Privacy and Electronic Communications (EC Directive) Regulations 2003 (PECR), as amended; and
Information Commissioner's Office guidance on privacy information, lawful bases, individual rights, direct marketing and children's information.
ICO - Right to be informed | ICO - Legitimate interests
2. Cookie & Website Technologies Notice
2.1 Purpose and scope
This Notice explains how the Hootenanny website uses cookies and similar storage or access technologies. It should be read together with the Privacy Notice.
The Hootenanny website is hosted by Squarespace. Squarespace and connected services may place or access information on a visitor's device in order to operate the website, provide security, remember choices, measure site activity or support other website features.
2.2 What are cookies and similar technologies?
Cookies are small pieces of information that a website stores on your device when you visit it. They help websites remember things such as your preferences and how you use the site.
Hootenanny may also use similar technologies, such as pixels or tags, which work in a similar way by collecting information about how the website is used.
Some cookies are necessary for the website to function properly. Others may be used for purposes such as:
understanding how visitors use the website;
measuring website performance;
remembering preferences; and
supporting advertising or marketing activity.
Where required by law, optional cookies and similar technologies will only be used with your consent.
2.3 Cookies used on the Hootenanny website
Hootenanny uses the following categories of cookies and website technologies:
Category: Necessary
Purpose: Enable core website functions, security, form operation, session management and other functions required to provide the site or a feature requested by the visitor.
Consent: Not required where a legal exception applies.
Example: For example, Squarespace security/session cookies such as Crumb, depending on site features.
Category: Analytics & performance
Purpose: Help Hootenanny understand visits, traffic, sessions and how visitors interact with the site.
Consent: Used only where permitted and, where consent is required, after the visitor has made the relevant choice.
Example: Squarespace analytics cookies can include ss_cid, ss_cpvisit, ss_cvisit, ss_cvr and ss_cvt.
Category: Third-party / embedded content
Purpose: Support third-party features or content embedded in the website.
Consent: Depends on the purpose and the technology used. Non-essential storage/access is controlled where required.
Example: For example, video, social, analytics or other embedded services if added to the site.
Category: Advertising / tracking
Purpose: Measure advertising, attribution or support targeted advertising if Hootenanny enables these technologies.
Consent: Consent will be obtained where required before non-essential advertising or tracking technologies are used.
Example: For example, advertising pixels or social-media tracking tools if enabled.
The exact Squarespace cookies present can vary according to the features enabled on the website and Squarespace platform updates. Squarespace maintains a current list of its cookies and their typical durations.
View Squarespace's current cookie list
2.4 Cookie choices
Where consent is required for non-essential cookies or similar technologies, the Hootenanny website will provide a cookie banner or consent control that allows visitors to make a choice before those technologies are used.
Visitors will be able to accept non-essential cookies, reject them or manage their choices. Necessary technologies that are required to provide the website or a feature requested by the visitor may continue to operate where an applicable legal exception applies.
A visitor can also change or remove cookies through their browser settings. Blocking some cookies may affect how parts of the website function.
2.5 Analytics
Where Squarespace analytics and performance cookies are enabled, Hootenanny may use the resulting information to understand website traffic, visitor sessions, referral sources and how people interact with pages or forms. We use this information to improve the website and understand interest in Hootenanny.
Information collected through cookies is often used in summary form, for example to understand how many people visit the website or which pages are most popular. However, some cookie and device information may still be treated as personal information because it can be linked to a particular user or device. Where this happens, Hootenanny handles that information in line with our Privacy Notice.
2.6 Additional analytics, advertising and embedded services
Hootenanny may use additional analytics, advertising, social media, video or embedded services on the website. Where these services use non-essential storage or access technologies, Hootenanny will provide the information and consent choices required by law.
Some third party content may operate its own cookie or privacy controls. Where this is the case, the relevant provider may also provide information about its own use of cookies and personal information.
2.7 Changes to this Notice
Hootenanny may update this Cookie & Website Technologies Notice when the website, Squarespace configuration or connected technologies materially change. The current version will be available through the Hootenanny website.
Related policies
Privacy Notice
Marketing Communications & Consent Policy
References
Privacy and Electronic Communications (EC Directive) Regulations 2003 (PECR), as amended;
UK GDPR and Data Protection Act 2018, as amended;
Data (Use and Access) Act 2025;
Information Commissioner's Office guidance on storage and access technologies; and
Squarespace guidance on cookies and cookie consent.
ICO - Storage and access technologies | Squarespace - Cookie consent banner
3. Marketing Communications & Consent Policy
3.1 Purpose and scope
This Policy explains when Hootenanny may contact people about tickets, festival announcements, offers and other marketing, and how individuals can control those communications.
It applies to marketing sent by email, SMS, WhatsApp and other forms of electronic mail, as well as the use of personal information to select or segment audiences for marketing.
3.2 What Hootenanny may communicate about
Hootenanny marketing may include:
Ticket release information and ticket offers;
artist and line up announcements;
festival news and event information;
food and beverage information or offers;
merchandise information or offers;
competitions and promotions;
future Hootenanny events; and
other Hootenanny products or services reasonably connected with the festival.
Hootenanny aims to communicate in a proportionate way and does not intend to send unnecessary or excessive marketing.
3.3 Ticket updates and marketing consent
When a person provides their contact details to Hootenanny, we may use those details to send information they have requested, such as ticket release notifications or other updates connected with their enquiry or registration.
Where appropriate, we may also give individuals the option to receive Hootenanny marketing communications, including festival news, artist announcements, ticket updates, merchandise, food and beverage offers, competitions and other Hootenanny-related information.
Hootenanny will only send electronic marketing where permitted by law and in line with the communication preferences or consent provided by the individual.
Where consent is required, Hootenanny will ask for a clear positive opt-in. We do not use pre-ticked marketing boxes or treat silence or inactivity as consent.
3.4 Communication channels
Consent is managed by communication channel. A person may choose to receive one type of communication without agreeing to another.
Email - consent or another lawful marketing route must cover email marketing.
SMS - consent or another lawful marketing route must cover marketing text messages.
WhatsApp or similar messaging services - consent or another lawful marketing route must cover marketing through that service.
Hootenanny only asks for consent to channels that it is actually offering or collecting at the relevant time.
3.5 Existing customers and the soft opt-in
A soft opt-in allows Hootenanny, in certain circumstances, to send marketing to an existing customer without asking for a separate marketing opt-in.
Hootenanny may rely on the soft opt-in where:
we obtained the person’s contact details directly during a purchase or enquiry about a purchase;
the marketing relates to similar Hootenanny products or services; and
the person was given a clear opportunity to opt out when their details were collected and in each marketing message.
A general expression of interest or ticket alert only signup will not automatically be treated as a soft opt-in for wider marketing.
3.6 Sponsors and festival partners
Hootenanny may include information, promotions or offers relating to sponsors, artists, suppliers or festival partners within communications sent by Hootenanny where that content is relevant to the festival or the communication the recipient has agreed to receive.
Hootenanny does not provide its customer contact database to sponsors or commercial partners so that they can independently send direct marketing, unless Hootenanny has clearly informed the individual and has a lawful basis to do so.
3.7 Profiling and audience selection
For adult customers, Hootenanny may use customer preferences, ticketing information, attendance, purchase history and marketing engagement to create audience segments and decide which Hootenanny communications are likely to be most relevant.
Hootenanny does not deliberately use the behavioural activity of a person known to be under 18 to create a personalised advertising or direct marketing profile. Under-18s may still receive ordinary, age appropriate communications they have requested or validly agreed to receive.
3.8 Changing your mind
A person can change their marketing preferences at any time. Marketing emails will contain an unsubscribe option. SMS, WhatsApp or other electronic marketing will provide an appropriate method for opting out.
Individuals can also contact mooo@hootenannyfest.com.
Where someone opts out, Hootenanny may retain the minimum information required on a suppression list so that the person is not accidentally added back into the relevant marketing audience.
Related policies
Privacy Notice
Cookie & Website Technologies Notice
References
Privacy and Electronic Communications (EC Directive) Regulations 2003 (PECR), as amended;
UK GDPR and Data Protection Act 2018, as amended;
Data (Use and Access) Act 2025; and
Information Commissioner's Office guidance on direct marketing using electronic mail.
ICO - Direct marketing using electronic mail | ICO - PECR marketing rules
4. Photography, Filming & Recording Policy
4.1 Purpose and scope
Photography and filming are an important part of documenting, promoting and communicating the Hootenanny festival experience. This Policy explains when photography and filming may take place, how official imagery may be used and what attendees can do if they have a concern about being photographed or filmed.
This Policy applies to official Hootenanny photographers and videographers, authorised production teams, accredited media and other authorised people capturing content on behalf of or in connection with Hootenanny.
Security CCTV, body-worn video and other surveillance used primarily for safety or security purposes are not covered by this Policy and will be addressed separately within Hootenanny's customer safety and security information.
4.2 Photography and filming at Hootenanny
Hootenanny is a live public event. Official photography and filming may take place throughout the festival site and may capture:
crowds and general festival atmosphere;
audience reactions;
performances and stages;
queues, entrances and public areas;
food, beverage, merchandise and partner activations;
festival signage, installations and venue features;
artists, staff, contractors and other authorised participants; and
individual attendees who are visible within wider event scenes or who voluntarily engage with an official photographer or filming team.
It may not always be practical to obtain individual consent from every person who appears incidentally in crowd or atmosphere photography or filming.
4.3 How official images and recordings may be used
Hootenanny may use official photography, video and audio-visual recordings for legitimate festival and business purposes including:
Hootenanny websites and social media channels;
festival advertising and promotional campaigns, including paid digital advertising;
future festival promotion and ticket campaigns;
press, media and public relations activity;
artist, sponsor and partner communications connected with Hootenanny;
during and post event highlights, recap content and promotional films;
internal presentations, reports, stakeholder materials and sponsorship reporting;
historical and archival records of the festival; and
other reasonable purposes connected with documenting, operating or promoting Hootenanny.
Official images and recordings may be edited, cropped, combined with graphics or used as part of a wider piece of content, provided they are not used in a misleading, unfair or unlawful way.
4.4 Our lawful basis
For general festival photography and filming, Hootenanny generally relies on its legitimate interests in documenting and promoting the festival. Photos and videos taken at Hootenanny may include identifiable attendees and can be treated as personal information. Hootenanny may use general festival photography and filming to document and promote the event, provided this is done reasonably and respectfully. Where we arrange a specific close up, staged or promotional shoot involving an identifiable person, we may ask for separate consent or a release.
4.5 How we tell people photography and filming is taking place
Hootenanny will make reasonable efforts to ensure attendees are aware that official photography and filming form part of the festival. Notice may be provided through this Policy, ticket terms or purchase information, pre-event communications, entrance or on-site signage, event information and visible official photographer or media credentials where practical.
4.6 If you would prefer not to be deliberately photographed or filmed
Attendees who do not want to be deliberately featured in close up official photography or filming can tell the photographer, filming team or a Hootenanny staff member where practical. Hootenanny will take reasonable steps to respect that request for deliberate close up or staged content.
Because Hootenanny is a large live event, we cannot guarantee that an individual will never appear incidentally in a crowd shot, background image, wide-angle scene, stage footage or other general event coverage.
If an identifiable image or recording of you is published by Hootenanny and you have a concern about its use, contact moo@hootenannyfest.com with enough information for us to locate the content. We will consider the request in light of the circumstances, the purpose of the content, our lawful basis and your rights. Where reasonably practicable and appropriate, Hootenanny may remove, replace, crop or stop further use of the content.
4.7 Under-18s
Hootenanny is an 18+ festival and does not ordinarily expect under 18 customers to attend.
If Hootenanny knowingly arranges staged or prominent promotional content involving a person under 18, we will take additional care and obtain appropriate consent or authority where required. Incidental background capture will be considered in context, with particular regard to the individual's age, reasonable expectations and privacy rights.
4.8 Accredited media and third parties
Hootenanny may accredit media organisations, photographers, broadcasters, artists, sponsors or other third parties to capture content at the festival. Some of these organisations may act as independent data controllers for the material they create and will be responsible for their own use of personal information.
Where a photographer, videographer or production supplier captures content on Hootenanny's instructions, appropriate contractual arrangements will govern the work and use of the material.
4.9 Attendee photography and recording
Personal, non-commercial photography and recording by attendees may be permitted subject to Hootenanny's ticket terms, venue rules, artist restrictions and any instructions communicated for a particular performance or area.
Attendees must respect the privacy, safety and reasonable wishes of other people and must not use photography or recording equipment in a way that harasses others, creates a safety risk, obstructs the event or breaches any communicated restriction.
Professional or commercial photography, filming, live streaming or recording for publication, broadcast, sale or other commercial use requires prior Hootenanny approval or accreditation unless otherwise authorised.
4.10 Sharing official imagery
Hootenanny may share selected official images or recordings with media, artists, sponsors, partners, contractors or other stakeholders where this is reasonably connected with festival coverage, promotion, reporting or delivery. Where appropriate, Hootenanny will use contractual or other safeguards to control how material supplied on Hootenanny's behalf is used.
4.11 Retention
Official photography and recordings may be retained for longer than ordinary customer marketing records where they form part of Hootenanny's historical, creative, commercial or event archive. Retention will be proportionate to the purpose of the material and Hootenanny will periodically review whether continued identifiable use remains appropriate.
4.12 Contact and objections
Questions or concerns about official Hootenanny photography, filming or the use of an identifiable image can be sent to hello@hootenannyfest.com. Individuals also have the data protection rights described in the Privacy Notice, including the right to object in certain circumstances where Hootenanny relies on legitimate interests.
Related policies
Privacy Notice
Ticketing, Entry & Attendance policies
Safety and Security information
References
UK General Data Protection Regulation (UK GDPR), as amended;
Data Protection Act 2018, as amended;
Data (Use and Access) Act 2025; and
Information Commissioner's Office guidance on legitimate interests and the right to object.