Privacy Policy for Beneath the World Tree
Effective Date: 19 June 2025
Last Updated: 27 June 2025
At Beneath the World Tree, your privacy is important to us. This Privacy Policy explains how we collect, use, and protect your personal data—whether you visit our stall, browse our website, use our contact forms, or engage with us at events.
1. Who We Are
We are Beneath the World Tree, a UK-based travelling photography and craft business. We create personalised photographic keepsakes and offer handcrafted jewellery at festivals, re-enactments, and similar folk events.
Business Location: Based in the UK
Contact Email: BeneathTheWorldTree@outlook.com
2. What Information We Collect
We may collect the following personal information:
- Name and contact details (e.g., email, phone number) if you contact us or place an order.
- Photographs taken at events (only with your permission).
- Payment details (processed securely via third-party services — we do not store card data).
- Information submitted via our website contact form, such as your name, email address, and message content.
- Signed waiver forms, which may include your name, signature, and consent to participate in physical interaction with display items.
- Technical information (such as cookies or IP addresses) if you browse our website — see Section 7.
3. How We Use Your Information
We use your information to:
- Fulfil services such as personalised photo products and order communication.
- Respond to enquiries submitted through our contact form or email.
- Share selected images online only with your explicit consent.
- Improve our services and enhance your experience at future events.
- Manage safety and legal protection through signed waiver forms where real or replica equipment is handled.
We will never sell or rent your personal data to third parties.
4. Handling of Waiver Forms
If you participate in an activity involving physical interaction with our display items (e.g. armour, weapons, props), we may collect your name and signature on a waiver form. This is done to ensure safety and manage legal risk.
These forms are stored securely and retained for up to 3 years (or longer if involving a participant under 18). We collect this information under the basis of legitimate interest to protect both our staff and participants.
You have the right to request access to or deletion of your data at any time. Please contact us at BeneathTheWorldTree@outlook.com for more information.
5. How We Protect Your Information
We take your privacy seriously. Personal information is stored securely and accessed only when necessary. Contact form messages are stored securely through our website provider or email client. Waiver forms are physically secured or stored in encrypted digital format.
6. Your Rights (Under UK GDPR)
You have the right to:
- Access the data we hold about you
- Request corrections or deletions
- Withdraw consent at any time (e.g., remove a shared photo)
- Request that we do not retain your contact form submission
- File a complaint with the ICO (Information Commissioner’s Office)
To request any of the above, contact us at BeneathTheWorldTree@outlook.com.
7. Third-Party Services
We use reputable third-party services (e.g., SumUp, Facebook, Instagram, our website host) that may collect and store your data under their own privacy policies. We encourage you to read their policies separately.
8. Cookies & Website Tracking
Our website may use cookies to:
- Track general site usage and analytics
- Enable proper functioning of the contact form
You can disable cookies at any time through your browser settings.
9. Contact Us
For questions or concerns about this policy or your data, please get in touch:
Email: BeneathTheWorldTree@outlook.com
Location: Based in the UK