Privacy Notice

Last updated: 7 October 2026

1. Who we are

Bavaria Events Limited (“Bavaria Events”, “we”, “us” or “our”) organises and promotes Oktoberfest events in the United Kingdom.

We operate the Oktoberfest websites, event pages and related online services covered by this privacy notice, including our city-specific Oktoberfest websites.

Bavaria Events Limited is the controller responsible for the personal information described in this notice.

Company name: Bavaria Events Limited
Company number: 11391780
Registered office: Larch House, Parklands Business Park, Denmead, Hampshire, United Kingdom, PO7 6XP
Privacy contact: info@oktoberfestplymouth.co.uk

You can also contact us through the Contact Us form on the relevant Oktoberfest website.

2. What this notice covers

This notice explains how we collect, use, share and protect personal information when you:

  • visit one of our websites;

  • buy or enquire about event tickets;

  • attend one of our events;

  • contact us or request customer support;

  • enter a competition, promotion or giveaway;

  • subscribe to marketing;

  • apply to perform, trade, work or provide services at an event;

  • interact with us through social media; or

  • otherwise deal with Bavaria Events.

A ticketing provider, payment provider, venue, promoter or other third party may process personal information as a separate controller. Where this happens, its own privacy notice will also apply.

3. The information we collect

Depending on how you interact with us, we may collect:

Identity and contact information

Your name, postal address, email address, telephone number, date of birth or age confirmation.

Booking and transaction information

Details of tickets purchased, event and session selections, order numbers, booking history, refunds, payment status and related correspondence.

Payments are normally handled securely by our payment or ticketing providers. We do not normally receive or store your complete payment-card details.

Enquiry and communication information

Information contained in enquiries, complaints, feedback, survey responses and correspondence with our customer-support team.

Marketing information

Your marketing choices, communication preferences, consent records and your interaction with our marketing messages.

Website and device information

Your IP address, browser, device type, operating system, referring website, pages visited, approximate location, cookie identifiers and information about how you use our websites.

Event and safety information

Information concerning admission, ticket scanning, age or identity checks, incidents, complaints, lost property, exclusions, security matters and interactions with event staff.

Accessibility and health information

If you request accessible facilities or assistance, you may choose to provide relevant accessibility, disability, medical or dietary information. We will only request information reasonably necessary to assess and provide the requested support.

Images, video and audio

Photography, video or audio recordings may be taken at our events. CCTV may also be used at certain venues for safety, security and crime-prevention purposes.

Application and business information

If you apply to perform, trade, work or supply services at an event, we may collect your contact details, business details, experience, application responses, insurance information and other information relevant to your application.

Please do not provide personal information about another person unless you have their permission to do so.

4. How we obtain information

We collect information:

  • directly from you;

  • from someone making a booking or enquiry on your behalf;

  • through our websites, forms and cookies;

  • from ticketing, payment and booking providers acting for us;

  • from venues, event partners, contractors and security providers;

  • from social-media platforms when you interact with our pages;

  • from publicly available sources where appropriate; and

  • from authorities, emergency services or other organisations where necessary for safety, legal or regulatory reasons.

5. How and why we use your information

We use personal information only where we have a lawful reason to do so.

Ticket sales and event administration

We use booking and contact information to process orders, issue tickets, manage admission, provide event information, handle changes or cancellations and respond to ticket-related enquiries.

Our lawful basis is normally that the processing is necessary to perform our contract with you or to take steps at your request before entering into a contract.

Customer service

We use your information to answer enquiries, deal with requests, investigate complaints and provide support.

Our lawful basis is performance of a contract where the enquiry concerns a booking, or our legitimate interest in providing effective customer service and managing our relationship with visitors.

Payments, refunds and accounting

We process transaction information to receive payments, issue refunds, prevent fraud and maintain financial and tax records.

Our lawful bases are performance of a contract, compliance with legal obligations and our legitimate interest in protecting our business against fraud.

Event operation, safety and security

We may use personal information to manage admission, maintain event safety, prevent or investigate crime, enforce event terms, manage incidents and cooperate with venues, security teams, emergency services and public authorities.

Our lawful bases may include compliance with legal obligations, our legitimate interests in running safe and secure events, and protection of someone’s vital interests in an emergency.

Accessibility requests

We use information supplied with an accessibility request to assess and provide appropriate facilities or assistance.

Where this includes health, disability or other special-category information, we will rely on an appropriate legal condition, such as your explicit consent, the protection of vital interests in an emergency or another condition permitted by law.

Website operation and security

We use technical information to operate our websites, diagnose faults, prevent misuse, protect accounts and forms, and maintain network and information security.

Our lawful basis is our legitimate interest in operating reliable and secure websites. Where consent is legally required for a particular cookie or technology, we rely on your consent.

Analytics and website improvement

With your consent where required, we use analytics to understand how visitors use our websites and to improve their content, design and performance.

You can change your cookie choices using the cookie controls available on the relevant website.

Marketing

We may send information about future Bavaria Events shows, ticket releases, offers and related events where:

  • you have consented to receive it; or

  • the law permits us to contact existing customers about our own similar events and we have offered a clear opportunity to opt out.

Our lawful basis under data-protection law may be consent or our legitimate interests. We also comply with the Privacy and Electronic Communications Regulations when sending electronic marketing.

Photography and filming

We may take general crowd and atmosphere photographs or recordings at our events for reporting, promotional, archival and social-media purposes.

Our lawful basis is normally our legitimate interest in documenting and promoting our events. We will use appropriate signage or announcements where filming is taking place. We may seek consent or a separate release for interviews, testimonials or prominent individual photography where appropriate.

If you have concerns about photography or filming, please speak to a member of staff at the event or contact us using the details above.

Competitions and promotions

We use entry information to administer competitions, select and contact winners, deliver prizes and meet related legal requirements.

Our lawful bases are performance of the competition terms, our legitimate interests in administering promotions and compliance with legal obligations.

Performer, trader and supplier applications

We use application and business information to assess applications, communicate with applicants, make arrangements and manage our commercial relationships.

Our lawful bases may include taking steps before entering into a contract, performing a contract and our legitimate interests in selecting and managing suitable performers, traders and suppliers.

Legal claims and regulatory matters

We may retain and use information to establish, exercise or defend legal claims, comply with lawful requests and meet licensing, insurance, health and safety or regulatory requirements.

Our lawful bases are compliance with legal obligations and our legitimate interests in protecting our legal rights.

6. Our legitimate interests

Where we rely on legitimate interests, those interests may include:

  • operating and improving our websites and events;

  • providing customer support;

  • protecting visitors, staff, systems and property;

  • preventing fraud, misuse and crime;

  • promoting and documenting our events;

  • managing suppliers and commercial relationships; and

  • establishing or defending legal claims.

We consider the potential effect on your rights before relying on this basis. You may have the right to object to this processing.

7. Marketing choices

You can stop marketing emails at any time by using the unsubscribe link in the message or contacting us.

Where you opt out, we may retain limited information on a suppression list so that we can respect your request. We will still send essential service messages concerning an existing booking, such as changes to event times, safety information or cancellation notices.

We do not sell personal information to third parties for their own marketing.

8. Cookies

Our websites use cookies and similar technologies.

Strictly necessary technologies may be used without consent where required to provide the website, remember privacy choices, process forms, maintain security or complete a transaction.

We will ask for consent before using non-essential analytics, advertising or social-media tracking technologies where required by law.

More information about the specific technologies used on each website should be provided through that website’s cookie banner or cookie policy. You can withdraw consent or change your preferences through the site’s cookie controls.

9. Who we share information with

Where necessary, we may share personal information with:

  • ticketing and booking providers;

  • payment processors;

  • website hosting and technical-support providers;

  • email, customer-management and marketing platforms;

  • analytics and advertising providers, subject to your cookie choices;

  • event venues, co-promoters and production partners;

  • security, medical, welfare and event-management contractors;

  • performers, traders and suppliers where necessary to fulfil a request;

  • professional advisers, accountants, auditors, insurers and legal advisers;

  • companies supporting our business under appropriate contractual protections;

  • police, emergency services, licensing authorities, regulators, courts and other public authorities where required or permitted by law; and

  • a buyer, investor or adviser in connection with a genuine business sale, reorganisation or financing.

Service providers processing information on our behalf may only use it in accordance with our instructions and contractual requirements.

If another organisation determines its own purposes for using your information, it will be a separate or joint controller and should provide its own privacy information.

10. International transfers

Some service providers may process personal information outside the United Kingdom.

Where personal information is transferred internationally, we use safeguards required by UK data-protection law. These may include UK adequacy regulations, the UK International Data Transfer Agreement, the UK Addendum to approved contractual clauses or another lawful safeguard.

You can contact us for further information about the safeguards applying to a particular transfer.

11. How long we retain information

We retain personal information only for as long as reasonably necessary for the purpose for which it was collected, including legal, accounting, insurance and reporting requirements.

As a general guide:

  • booking and transaction records may be retained for up to six years after the relevant transaction or event;

  • customer-service correspondence is normally retained for up to two years after the matter is closed, unless needed for a booking, complaint or legal claim;

  • marketing information is retained until you unsubscribe or we determine that it is no longer current, while limited suppression information may be retained for longer;

  • unsuccessful performer, trader or supplier applications are normally retained for up to twelve months;

  • CCTV is normally retained for a short period determined by the venue or security provider, unless footage is needed to investigate an incident or legal claim;

  • incident and legal records are retained for as long as reasonably necessary, considering applicable limitation periods; and

  • cookie and analytics retention periods are described through the relevant website’s cookie controls or cookie policy.

We may retain anonymised information that can no longer identify you.

12. How we protect information

We use appropriate organisational and technical measures designed to protect personal information against accidental or unlawful loss, alteration, disclosure, access or destruction.

Access is limited to people who reasonably need the information for their work. However, no internet transmission or storage system can be guaranteed to be completely secure.

13. Your rights

Depending on the circumstances, you may have the right to:

  • ask whether we process your personal information and obtain a copy;

  • have inaccurate or incomplete information corrected;

  • ask us to delete your information;

  • ask us to restrict its use;

  • object to processing based on legitimate interests;

  • object at any time to direct marketing;

  • receive certain information in a portable format;

  • withdraw consent at any time, without affecting earlier lawful processing; and

  • challenge certain decisions made solely by automated means.

These rights are subject to legal conditions and exemptions.

To exercise a right, contact us using the details in section 1. We may ask for information needed to confirm your identity. We will normally respond within one month and will not usually charge a fee.

14. If you do not provide information

You are not generally required to provide personal information. However, we may be unable to complete a booking, issue a ticket, provide requested assistance, answer an enquiry or enter into a commercial relationship if necessary information is not supplied.

15. Children

Unless an event page expressly says otherwise, our events and ticketing services are intended for people aged 18 and over.

We do not knowingly direct electronic marketing to children. Where a family event permits children to attend, a parent or guardian should provide any information required on the child’s behalf.

16. Automated decisions

We do not currently make decisions about individuals solely by automated means where those decisions produce legal or similarly significant effects.

If this changes, we will provide the information required by law before carrying out that processing.

17. Complaints

Please contact us first if you have a concern about how we have used your information. We will try to resolve it.

You also have the right to complain to the UK Information Commissioner’s Office:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Telephone: 0303 123 1113
Website: https://ico.org.uk/make-a-complaint/

18. Changes to this notice

We may update this notice to reflect changes to our websites, events, suppliers or legal obligations.

The latest version will be published on the relevant website. If a change materially affects how we use personal information, we will take reasonable steps to bring it to the attention of affected individuals.