Privacy Policy

1. Introduction

Festival Extras Ltd, trading as Pink Moon Presents and The Official Ryder Cup Campsite (“we”, “us”, “our”), is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, and safeguard your personal data, and your rights under the UK GDPR, the EU GDPR, and applicable data protection laws.

This policy applies whether you book with us under the Pink Moon Presents brand (festivals and other events) or under The Official Ryder Cup Campsite brand (the 2027 Ryder Cup at Adare Manor). In both cases, the legal entity responsible for your personal data is Festival Extras Ltd.

2. Who We Are

We are Festival Extras Ltd, trading as Pink Moon Presents and The Official Ryder Cup Campsite. Festival Extras Ltd is the data controller responsible for processing your personal data. Festival Extras Ltd is registered in England and Wales, company number 7114362.

• Registered office: The Arena, Blind Lane, Tockwith, York, YO26 7QJ
• Pink Moon Presents enquiries: info@pinkmoonpresents.co.uk
• Ryder Cup 2027 enquiries: customerservice@theofficialrydercupcampsite.co.uk

Our supervisory authority in the United Kingdom is the Information Commissioner’s Office (ICO). If you are based in the European Union, you may also contact the supervisory authority in your country of residence, including the Data Protection Commission (DPC) in Ireland.

[EU Representative under Article 27 EU GDPR: details to be confirmed prior to publication.]

3. Information We Collect — Guests

We collect different types of personal data for different purposes. The table below outlines the guest information we collect and why:

Type of Information	Purpose	Legal Basis
Name, address, phone number, email address, booking details	To manage your booking, provide our services, communicate with you about your stay, and handle incident reports.	Performance of a contract; legitimate interests
Names and ages of dependents and party bookings (Pink Moon Presents only)	To manage group bookings and incident reports.	Performance of a contract; legitimate interests
Emergency contact details	To contact next of kin in an emergency.	Protection of vital interests
Date of birth / proof of age (sighted at check-in)	To verify age requirements, including the adults-only (18+) policy at The Official Ryder Cup Campsite. We sight identity documents but do not retain copies.	Performance of a contract; legitimate interests; legal obligations
Ryder Cup Ticket reference / Booking Reference	To validate eligibility for booking and access to The Official Ryder Cup Campsite, at any time prior to or during the Event.	Performance of a contract; legitimate interests
Payment information	To process payments, deposits, refunds, and to handle payment disputes. Card payments are processed by our payment provider (such as Stripe); we do not store full card numbers.	Performance of a contract; legal obligations
Accessibility and medical information you choose to share	To make reasonable adjustments and prepare for your stay. See “Special Category Data” below.	Explicit consent; vital interests (emergencies)
Photos and videos of guests	For marketing on our website, social media, and press. See “Photography and Filming” below.	Legitimate interests; consent
Email address and mobile number	To send essential booking and event communications (email, SMS, WhatsApp), to conduct surveys, and — with your consent or where permitted — promotional updates.	Performance of a contract; consent; legitimate interests
CCTV images and security records	For the safety and security of guests, staff, and property at our sites. See “CCTV and Site Security” below.	Legitimate interests

4. Information We Collect — Colleagues

For our employees, casual staff, and contractors, we collect:

Type of Information	Purpose	Legal Basis
Names, contact details, and email addresses	Personnel directory, on-site attendance, accreditation, and access passes.	Performance of a contract; legitimate interests
Date of birth, bank details, tax information	Payroll, pension management, and statutory reporting.	Performance of a contract; legal obligations
Right-to-work documentation	To meet legal obligations in the UK and Ireland.	Legal obligations

5. Special Category Data

Some information is more sensitive and receives extra protection under data protection law. We may process the following special category data:

• Accessibility and health information you voluntarily share with us so that we can make reasonable adjustments to your stay. We process this with your explicit consent and only for that purpose.
• First aid and incident records, where you receive medical attention or are involved in an incident at one of our sites. We process this to protect vital interests, to meet our health and safety obligations, and to establish, exercise, or defend legal claims.

We never use special category data for marketing, and we restrict access to it to those who need it to support you.

6. Photography and Filming

Photography and filming take place at our sites for marketing, social media, and press purposes, as set out in our booking terms and conditions. General event and atmosphere photography, in which guests may incidentally appear, is carried out on the basis of our legitimate interests — you can opt out by notifying our on-site staff at the time of arrival. Where an individual is the clear focus of an image or footage used in our marketing, we rely on consent.

Where you tag, mention, or feature us in content you share on social media, we may reshare that content in accordance with our booking terms. You can ask us to remove any shared content featuring you at any time by contacting us, and we will action your request promptly.

7. How We Protect Your Personal Data

We implement accepted standards of technical and operational security to protect your personal data from loss, misuse, unauthorised access, alteration, or destruction. Access to personal data is restricted to those who need it to perform their role.

If a personal data breach occurs, we will inform you and the relevant supervisory authority where required by law.

8. CCTV and Site Security

Our sites may be monitored by CCTV, and our security teams may keep records of security incidents, for the safety and security of guests, staff, and property. CCTV footage is retained for a limited period (typically no more than 30 days) unless required for the investigation of an incident, in which case it is retained only as long as necessary for that purpose.

9. Data Sharing

We do not sell your personal data. We may share your data with the following categories of recipients:

• Service providers acting on our behalf — including IT, payment processing (such as Stripe), ticketing, payroll, and email, SMS, and messaging platforms used to deliver our communications.
• Ryder Cup Europe and the Event Organiser — for guests booking with The Official Ryder Cup Campsite, we share name, contact details, and Booking Reference for ticket validation, accreditation, and operational logistics relating to the 2027 Ryder Cup.
• Event organisers and promoters — for guests booking with Pink Moon Presents at festivals or other events, we share booking and contact details with the relevant event organiser for site management and operational purposes.
• Insurers, professional advisers, and legal representatives — where necessary in connection with insurance, claims, or legal matters.
• Public authorities — where we are legally required to do so (for example, in response to a court order or police investigation).
• Business transfers — if our business or any part of it is sold, transferred, merged, or reorganised, your personal data may be shared with the prospective or actual acquirer or successor entity, under appropriate confidentiality protections. Your rights under this policy would continue to apply.

10. International Transfers

We are based in the United Kingdom and serve guests in the UK, Ireland, and elsewhere. Some of your personal data may be transferred between the UK and the European Union — for example, when shared with the Event Organiser in Ireland. Transfers from the UK to the EU/EEA are permitted under UK data protection law, and transfers from the EU to the UK rely on the European Commission’s adequacy decision for the United Kingdom. Where personal data is transferred to any other country, we use appropriate safeguards such as Standard Contractual Clauses or the UK International Data Transfer Agreement.

11. Data Retention

We retain your personal data only as long as necessary for the purposes for which it was collected and to meet our legal obligations. For example:

• Booking and payment data: up to 6 years after the event, to align with statutory limitation periods and accounting record requirements.
• Payroll and financial records: 6 years (legal requirement).
• Marketing data: until you withdraw consent or opt out.
• Identity documents sighted at check-in: not retained.
• CCTV footage: typically no more than 30 days, unless required for an incident investigation.
• Incident reports and safety data: as long as required by law or for the establishment, exercise, or defence of legal claims.

We review the data we hold regularly to ensure it is not kept longer than necessary.

12. Your Rights

Under the UK GDPR and EU GDPR, you have the following rights:

• Access — to know what personal data we hold about you.
• Information — to be informed about how your data is processed.
• Correction — to have inaccurate personal data corrected.
• Erasure — to request deletion of your data in certain circumstances.
• Restriction — to restrict processing of your data in certain circumstances.
• Portability — to request transfer of your data to you or another organisation.
• Objection — to object to processing based on legitimate interests, and to direct marketing at any time.
• Withdraw consent — where processing is based on consent, you may withdraw it at any time without affecting the lawfulness of processing before withdrawal.

We do not use automated decision-making or profiling that produces legal or similarly significant effects about you.

To exercise any of these rights, please contact us using the details in the “Who We Are” section. If you are based in the UK, you can complain to the ICO (ico.org.uk/concerns, 0303 123 1113). If you are based in the EU, you can complain to your local supervisory authority, including the Data Protection Commission in Ireland (dataprotection.ie).

13. Marketing and Communications

We send essential service communications about your booking — such as confirmations, balance reminders, and pre-arrival information — by email and, where you have provided a mobile number, by SMS or messaging platforms such as WhatsApp. These are necessary to perform our contract with you and you cannot opt out of them while you hold a booking.

With your consent, or where otherwise permitted by law, we may also send you promotional updates about our sites, services, events, and offers. You can opt out of promotional communications at any time by using the unsubscribe link in any marketing email, replying STOP to any marketing message, or contacting us directly.

14. Cookies

Our websites use cookies. Some are necessary for site functionality, while others (analytics and marketing) require your consent. On your first visit, you will be asked to set your preferences via our cookie banner, and you can change or withdraw your consent at any time. For more information about cookies generally, visit aboutcookies.org.

15. Children’s Data

Where we collect information relating to children (for example, dependents included in Pink Moon Presents festival bookings), we only do so with the knowledge of a parent or guardian, and we never use children’s data for marketing.

The Official Ryder Cup Campsite is an adults-only (18+) site, and we do not knowingly collect children’s data in connection with that brand.

16. External Links

Our websites may contain links to other sites. We are not responsible for the privacy practices of external sites, and we encourage you to review their privacy policies.

17. Changes to This Policy

We may update this Privacy Policy from time to time. The latest version will always be available on our websites, and we will notify you of any material changes that affect how your personal data is used.

18. Contacting Us and Controlling Your Information

You can control how your personal information is used by indicating your preferences when filling out forms, using the unsubscribe link in any marketing email, replying STOP to any marketing message, or contacting us directly:

• Pink Moon Presents: info@pinkmoonpresents.co.uk
• The Official Ryder Cup Campsite: customerservice@theofficialrydercupcampsite.co.uk
• Post: Festival Extras Ltd, The Arena, Blind Lane, Tockwith, York, YO26 7QJ