Data Privacy Notice

Your personal data – what is it?

“Personal data” is any information about a living individual which allows them to be identified from that data (for example a name, photographs, videos, email address, or address). Identification can be by the information alone or in conjunction with any other information. The processing of personal data is governed by [the Data Protection Bill/Act 2017 the General Data Protection Regulation 2016/679 (the “GDPR” and other legislation relating to personal data and rights such as the Human Rights Act 1998].

Who are we?

This Privacy Notice is provided to you by The Cookbook Festival.

The Cookbook Festival is a team of chefs, cookery writers, designers, food editors and foodies based in Chiswick, West London. Our aim is to promote the love of a good cookbook whilst raising money for charity and local good causes. All profits from every event that The Cookbook Festival hosts goes to charity. 

We support different charities each year and we publish these charities on our website.

Our accounts are available to view at any time.

The committee is made up of 12 local women with two chair people treasurer, secretary and committee members. 

We may need to share personal data with each other as we organise events together. As a team we are jointly responsible to you for how we process your data.

This privacy notice is sent to you by The Cookbook Festival Committee and we set out here a description of what data is processed.

What data do the data controllers listed above process?  They will process some or all of the following where necessary to perform their tasks:

  • Names, titles, and aliases, photographs;

  • Contact details such as telephone numbers, addresses, and email addresses;

  • Where you make donations or pay for events or festivals financial identifiers such as bank account numbers, payment card numbers, payment/transaction identifiers

How do we process your personal data?

The data controllers will comply with their legal obligations to keep personal data up-to-date; to store and destroy it securely; to not collect or retain excessive amounts of data; to keep personal data secure, and to protect personal data from loss, misuse, unauthorised access and disclosure and to ensure that appropriate technical measures are in place to protect personal data.

We use your personal data for some or all of the following purposes:

  • To fundraise and promote the interests of The Cookbook Festival

  • To maintain our own accounts and records;

  • To process a donation that you have made (including Gift Aid information);

  • To seek your views or comments;

  • To notify you of future events and offers or gifts from sponsors via our email newsletter;

  • To send you email communications which you have requested or that may be of interest to you. These may include information about events, supper clubs, other activities;

What is the legal basis for processing your personal data?

Most of our data is processed because it is necessary for our legitimate interests, or the legitimate interests of a third party (such as one of our partner charities).  

We may also process data if it is necessary for the performance of a contract with you, or to take steps to enter into a contract.  An example of this would be processing your data in connection with selling tickets to events that we are hosting or jointly hosting.

Where your information is used other than in accordance with one of these legal bases, we will first obtain your consent to that use. 

Newsletter sign-up

As part of the sign-up process for our newsletter, we collect some personal information, which we may use to contact you with news, resources and stories we think you will like. We don't rent or trade email lists with other organisations and businesses.

We use a third party provider, MailChimp, to deliver our newsletter. We gather statistics around email opening and clicks using industry standard technologies to help us monitor and improve our e-newsletter. For more information, please see MailChimp’s Privacy Notice.

You can unsubscribe to general mailings at any time of the day or night by clicking the unsubscribe link at the bottom of any of our emails.

Sharing your personal data

Your personal data will be treated as strictly confidential.  It will only be shared with third parties where you first give us your prior consent.  

How long do we keep your personal data?

We may keep some records for an extended period of time. For example, it is current best practice to keep financial records for a minimum period of 7 years to support HMRC audits.  In general, we will endeavour to keep data only for as long as we need it. This means that we may delete it when it is no longer needed.

Your rights and your personal data

You have the following rights with respect to your personal data:

When exercising any of the rights listed below, in order to process your request, we may need to verify your identity for your security. In such cases we will need you to respond with proof of your identity before you can exercise these rights.

  1. The right to access information we hold on you

    • At any point you can contact us to request the information we hold on you as well as why we have that information, who has access to the information and where we obtained the information from. Once we have received your request we will respond within one month.

    • There are no fees or charges for this request

  1. The right to correct and update the information we hold on you

    • If the data we hold on you is out of date, incomplete or incorrect, you can inform us and your data will be updated.

  1. The right to have your information erased

    • If you feel that we should no longer be using your data or that we are illegally using your data, you can request that we erase the data we hold.

    • When we receive your request we will confirm whether the data has been deleted or the reason why it cannot be deleted (for example because we need it for our legitimate interests or regulatory purpose(s)).

  1. The right to object to processing of your data

    • You have the right to request that we stop processing your data. Upon receiving the request we will contact you and let you know if we are able to comply or if we have legitimate grounds to continue to process your data. Even after you exercise your right to object, we may continue to hold your data to comply with your other rights or to bring or defend legal claims.

  1. The right to data portability

    • You have the right to request that we transfer some of your data to another controller. We will comply with your request, where it is feasible to do so, within one month of receiving your request.

  1. The right to withdraw your consent to the processing at any time for any processing of data to which consent was sought.

    • You can withdraw your consent easily by telephone, email, or by post (see Contact Details below).

  1. The right to object to the processing of personal data where applicable.

  1. The right to lodge a complaint with the Information Commissioner’s Office.

Transfer of data abroad

Any electronic personal data transferred to countries or territories outside the EU will only be placed on systems complying with measures giving equivalent protection of personal rights either through international agreements or contracts approved by the European Union.  Our website is also accessible from overseas so on occasion some personal data (for example in a newsletter) may be accessed from overseas.

Further processing

If we wish to use your personal data for a new purpose, not covered by this Notice, then we will provide you with a new notice explaining this new use prior to commencing the processing and setting out the relevant purposes and processing conditions.  Where and whenever necessary, we will seek your prior consent to the new processing.

Contact details

Please contact us if you have any questions about this Privacy Notice or the information we hold about you or to exercise all relevant rights, queries or complaints at:

The Data Controller, The Cookbook Festival, 26 Prebend Gardens, London W4 1TW


You can contact the Information Commissioner’s Office on 0303 123 1113 or via email at the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF.