Privacy Policy

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 regarding your data 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.

Who We Are

We are Festival Extras Ltd, trading as Pink Moon Presents and The Official Ryder Cup Campsite. Festival Extras Ltd is the legal entity responsible for processing your personal data (the "data controller").

Registered Office: The Arena, Blind Lane, Tockwith, York YO26 7QJ

Ryder Cup 2027 enquiries: customerservice@officialrydercupcampsite.com

If you are based in the European Union, our supervisory authority is the Irish Data Protection Commission (DPC).

If you are based in the United Kingdom, our supervisory authority is the Information Commissioner's Office (ICO).

Information We Collect and Why

We collect different types of personal data for various purposes. The table below outlines the information we collect and the reasons for collecting it:

Type of Information	Purpose	Legal Basis
Guest name, address, phone numbers, email addresses, booking references	To manage guest bookings, provide services, and handle incident reports.	Performance of a contract; legitimate interests
Names and ages of dependents and party bookings	To manage bookings and incident reports.	Performance of a contract; legitimate interests
Emergency contact details	To contact next of kin in emergencies.	Protection of vital interests
Date of birth / age-related information	For payroll management and incident reporting.	Legal obligations; legitimate interests
Gender	To provide adequate facilities and manage incident reports.	Legitimate interests
Photos and videos of guests and colleagues	For use on our website, social media, and press releases.	Consent
Colleague names and email addresses	For personnel directory, payroll, and pension management.	Performance of a contract; legal obligations
Guest email addresses	To conduct surveys and (with consent) send promotional emails.	Consent; legitimate interests (for service communications)
Colleague contact details	For managing on-site attendance and access passes.	Legitimate interests
Ryder Cup Ballot Ticket reference / Booking Reference	To validate eligibility for booking and access to The Official Ryder Cup Campsite.	Performance of a contract; legitimate interest

How We Protect Your Personal Data

We implement accepted standards of technology and operational security to protect your personal data from loss, misuse, or unauthorised alteration or destruction.

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

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, ticketing, payroll, and marketing platforms (such as Mailchimp).
Ryder Cup Europe — 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 customer analytics.
Public authorities where we are legally required to do so (for example, in response to a court order or police investigation).

International transfers: Some of your personal data may be transferred to and processed within the European Union, including Ireland and other EU member states. Where personal data is transferred outside the UK, we rely on the UK adequacy decision for the EU/EEA, or on Standard Contractual Clauses where required to ensure your data remains protected.

Data Retention

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

Booking 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.
Incident reports / safety data: retained as long as required by law.

We review data annually to ensure it is not kept longer than necessary.

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.
Portability — to request transfer of your data to you or another entity.
Objection — to object to processing based on legitimate interests or direct marketing.

To exercise any of these rights, please contact us using the details in the "Who We Are" section above.

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 the Data Protection Commission (Ireland) (dataprotection.ie).

Cookies

Our website uses cookies. Some are necessary for site functionality, while others (analytics/marketing) require your consent.

On your first visit, you will be asked to set your preferences via our cookie banner. You can change or withdraw your consent at any time.

For more details, visit aboutcookies.org.

Children's Data

Where we collect information relating to children (e.g., dependents in bookings), we only do so with the knowledge of the parent/guardian. We do not use children's data for marketing.

External Links

Our website may contain links to other sites. We are not responsible for the privacy practices of these external sites. Please review their privacy policies.

Controlling Your Information

You can restrict the collection or use of your personal information by:

Indicating your preferences when filling out forms.
Using the unsubscribe link included in any marketing email we send you.
Contacting us at customerservice@officialrydercupcampsite.com (for Ryder Cup 2027 bookings) to change your preferences or withdraw consent.