Camp VC Privacy Policy

Last updated: 2nd Oct 2025 

We care about your privacy and want to be clear about how we use your information. This policy explains what data we collect, why we collect it, and how you can control it.

1. Who we are

Camp VC is run by VC London Ltd, a company registered in England and Wales (Company No. 12418112).

Registered Office: 20 Wenlock Road, London, England, N1 7GU
Email: hey@campvc.co.uk

2. The information we collect

We collect information in a few different ways, depending on how you interact with us:

  • When you buy tickets or merch: your name, email, address, postcode, and payment details. Payment details are handled securely by PayPal and Stripe. We do not store card details ourselves.

  • When you sign up to our mailing list: your email and preferences (managed through Squarespace).

  • When you purchase tickets: your order details are processed through Ticket Tailor.

  • When you sign a waiver: the personal details you provide on the form.

  • When you contact us: any details you share in messages or emails.

  • When you use our website: information like IP address, browser type, pages visited, and how long you stay (through cookies and analytics tools).

  • Social media: if you interact with us on Instagram, Facebook or other platforms, we may see information you’ve made public (like profile name and activity).

  • When you book activities at the event: details you provide through our booking system or app.

  • Accessibility or medical needs: if you choose to share information about your health or accessibility requirements, we’ll only use it to help you have a safe and enjoyable event.

  • Activity-specific health information: occasionally, an instructor may ask before an activity (like a hike or run) if you have any relevant medical issues they should be aware of. If you choose to share this information, the instructor may make a temporary note for the duration of the activity to help keep you safe. These notes are destroyed immediately afterwards.

  • Waivers for third-party activities: some companies we bring in to deliver activities (for example, Archery or Moto Lessons) may require participants to sign separate waivers. These waivers and any personal information collected are processed and stored according to the third party’s privacy policy, not Camp VC’s.

  • Photos and video: Camp VC is often filmed and photographed for marketing and community purposes. If you attend, you may appear in this content.

3. How we use your information

We use your information to:

  • Process ticket and merchandise sales (via Ticket Tailor, PayPal, and Stripe).

  • Register and manage event waivers.

  • Contact ticket holders to book activities at the event.

  • Use booking and attendance data (via our booking app) to help us plan and improve future event scheduling.

  • Report anonymised postcode data to the Welsh Government to show where our visitors come from (as part of our funding obligations).

  • Communicate event updates, important info, and safety notices.

  • Keep you updated about Camp VC news, events, and offers (if you’ve opted in via Squarespace).

  • Run competitions and giveaways.

  • Improve our website and marketing.

  • Meet health & safety, insurance, and legal requirements.

  • Ensure your safety during physical activities (temporary health information shared with instructors is only kept for the duration of the activity and then destroyed).

  • Use event photos and videos to share the Camp VC experience (online and offline).

We’ll only use your data when we have a legal reason to — usually because:

  • You’ve given consent (like signing up for newsletters).

  • We need it to provide you a service (like selling you a ticket).

  • It’s in our legitimate interest (like improving our events, scheduling, or promoting Camp VC).

  • We have a legal obligation (like safety records, tax requirements, or funding compliance).

4. Sharing your information

We don’t sell your data. We only share it with trusted partners who help us run Camp VC, such as:

  • Ticket Tailor (ticket processing)

  • PayPal and Stripe (payments)

  • Squarespace (mailing lists)

  • Merch fulfilment companies

  • Event security and safety teams

Third-party activity providers:

  • Some of our partners run paid activities at Camp VC. If you book one of these, they may collect personal information directly from you. Anything you share with them will be covered by their own privacy policy, not ours.

  • Some providers (like archery or other physical activity companies) may also ask you to sign their own waivers. These waivers are collected, processed, and stored by the third-party company under their privacy policy.

Welsh Government reporting: We may share anonymised postcode data with the Welsh Government as part of our funding obligations. This information is used only for research and reporting, not for marketing.

Photos & media: We sometimes work with photographers, videographers, and media partners who may process your image if you appear in event footage.

5. Cookies

Our website uses cookies to make things work smoothly and to help us understand how people use the site. Some cookies are essential, others (like for ads and analytics) require your consent.

You can manage or turn off cookies anytime in your browser or by updating your preferences in our cookie banner.

6. How we keep your data safe

We take data security seriously. Measures include:

  • Password protection and encryption.

  • Limiting access to personal information.

  • Only working with service providers who meet GDPR standards.

7. How long we keep your data

We only keep your information for as long as we need it, for example:

  • Ticket sales & waiver information: kept for 3 years + 4 weeks after the end date of the event. This aligns with the UK statute of limitations for personal injury claims (3 years from the date of injury).

  • Mailing list: until you unsubscribe.

  • Website analytics: usually anonymised after a set period.

  • Booking app data: kept for as long as needed to run the event and to review and improve future scheduling.

  • Postcodes (for Welsh Government reporting): retained as part of ticket records only for as long as required for funding compliance.

  • Activity-specific health information: only kept temporarily by the instructor for the duration of the activity, and destroyed immediately afterwards.

  • Third-party activity waivers: where required, these are collected and stored by the provider running that activity under their own privacy policy, not by Camp VC.

  • Photos & video: may be kept indefinitely as part of our event archive and promotional materials.

8. Children

Camp VC is an adult-focused event. We don’t knowingly collect or store data from children under 18. If you believe we’ve collected personal data from a minor, please contact us and we’ll delete it.

9. Your rights

You have rights over your personal data, including:

  • Accessing the information we hold on you.

  • Correcting anything that’s wrong.

  • Asking us to delete your data.

  • Stopping marketing messages.

  • Moving your data to another provider.

  • Objecting to certain processing (like direct marketing).

To exercise these rights, just email us at hey@campvc.co.uk.

If you’re unhappy with how we handle your data, you can complain to the UK Information Commissioner’s Office: https://ico.org.uk.

10. Changes to this policy

We may update this Privacy Policy from time to time. If we make big changes, we’ll let you know via email or on our website.

 
 

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