Equine Grass Sickness Fund Conference 2026

PRIVACY POLICY

Privacy Notice – Conference Ticketing and Registration 

Last updated: 21/1/2026 

1. Introduction 

The Moredun Foundation Equine Grass Sickness Fund (EGSF) is organising the Equine Grass Sickness Fund conference 2026 and is responsible for determining how your personal data is collected and used. This Privacy Notice explains how we process your information when you register for the event and purchase tickets. 

We act as the Data Controller. Ticket Tailor acts as our Data Processor, providing the ticketing platform on our behalf. 

2. Personal Data We Collect 

When you register or purchase a ticket, we may collect: 

• Name 

• Email address 

• Ticket type and order details 

• IP address and device information (collected automatically by Ticket Tailor for security and fraud prevention) 

• Any statistical analysis for future events is carried out using anonymised data only. 

Special Category Data 

If you choose to provide dietary or accessibility requirements, this may include special category data under UK GDPR (for example, information relating to your health or religious beliefs). 

This information is: 

• collected separately via info@grasssickness.org.uk  

• stored only on Moredun’s secure internal systems 

• accessed only by staff who need it to deliver the event 

• not shared with Ticket Tailor 

• deleted immediately after the event 

Payment card details are not collected or stored by us or by Ticket Tailor. 

3. How Your Data Is Collected 

Your data is collected through: 

• The Ticket Tailor registration form 

• Email communications you send to us 

• Optional information you provide directly to Equine Grass Sickness Fund  (e.g., dietary or accessibility needs) 

4. Payment Processing 

Payments are handled securely by Stripe or PayPal. These providers act as independent Data Controllers for your payment information. 

We do not receive or store your full payment card details. 

You can read their privacy notices here: 

• Stripe: https://stripe.com/privacy 

• PayPal: https://www.paypal.com/privacy 

5. How We Use Your Personal Data 

We use your information to: 

• Process your ticket order 

• Send confirmation emails and event information 

• Manage event attendance 

• Communicate any changes to the event 

• Ensure the event is safe, accessible, and well organised 

• Provide support for dietary or accessibility needs (with your explicit consent) 

• Comply with legal and financial obligations 

• Produce anonymised statistics to help us evaluate and improve future events. These statistics do not identify any individual. 

We do not sell your data or use it for unrelated marketing unless you explicitly consent. 

6. Legal Basis for Processing 

We process your data under: 

• Contractual necessity – to provide your ticket and manage your attendance 

• Legitimate interests – to administer and improve the event 

• Legal obligation – for financial recordkeeping and safety compliance 

• Consent – for optional information such as dietary or accessibility needs 

Special Category Data 

Where we process special category data, we rely on: 

• Explicit consent (Article 9(2)(a) UK GDPR) 

You may withdraw this consent at any time. 

7. Who We Share Your Data With 

We may share your data with: 

• Ticket Tailor – our ticketing provider (Data Processor) 

• Stripe or PayPal – for payment processing (independent Controllers) 

• Event venues or caterers – only where necessary to meet dietary or accessibility needs, and only with your explicit consent 

• Security or emergency services – if required for safety or legal reasons 

We do not transfer your data outside the UK/EU unless appropriate safeguards (such as Standard Contractual Clauses) are in place. 

8. Data Storage and Security 

Ticket Tailor stores data on secure servers located in Ireland (EU). Data is encrypted in transit and at rest. 

We implement appropriate technical and organisational measures to protect your information, including: 

• Multifactor authentication 

• Rolebased access controls 

• Secure internal storage for special category data 

• Staff training on data protection 

Special category data is stored separately and deleted immediately after the event. 

9. How Long We Keep Your Data 

EGSF determines the retention period as the Data Controller. 

Data Type	Suggested Retention	Reasoning
Ticket purchase records (PayPal/stripe)	6 years	Required for financial and tax compliance under UK law
Attendee contact details	12 months	Reasonable period for event administration, followup, and dispute resolution
Dietary/accessibility information (special category data)	Deleted immediately after the event	Special category data; only needed for event delivery
Ticket Tailor account/order logs	Aligned with above periods	Processor must follow Controller’s instructions

We may retain anonymised statistical information indefinitely. Once data is anonymised, it is no longer considered personal data under UK GDPR and cannot be used to identify you 

10. Your Rights 

Under UK GDPR, you have the right to: 

• Access your data 

• Correct inaccurate information 

• Request deletion 

• Restrict or object to processing 

• Request data portability 

• Withdraw consent (where applicable) 

• Lodge a complaint with the ICO 

To exercise your rights, contact: the Compliance Manager at info@moredun.org.uk 

11. Contact Details 

Compliance Manager at Moredun for this service at: Compliance Manager, The Moredun Group, Pentlands Science Park, Bush Loan, Edinburgh, EH26 0PZ.