Privacy Policy

1. Introduction

At the Royal Norfolk Agricultural Association (“RNAA”, “we”, “us” or “our”), we are committed to protecting and respecting your privacy.

This Privacy Policy explains how we collect, use, and safeguard your personal data when you:

• Use our website,

• Purchase tickets to our events,

• Book a trade stand, or

• Enter to compete at the Royal Norfolk Show or other RNAA-organised events.

Please read this notice carefully, together with any additional privacy notices we may provide on specific occasions. These notices work alongside this policy and are not intended to override it.

If you have any questions or wish to exercise your rights, please contact our Data Privacy Manager using the details at the end of this notice.

2. The Data We Collect

Personal data means any information that can identify an individual. We may collect, use and store the following types of data:

• Identity Data: first name, last name, title, date of birth and gender.

• Contact Data: postal address, email address and telephone numbers.

• Financial Data: bank details, payment card details.

• Transaction Data: details of payments and purchases of products or services.

• Marketing and Communications Data: preferences for receiving marketing and communication updates.

• Technical Data: IP address, browser type, operating system, time zone, and other details about how you access our website.

• Usage Data: information about how you use our website and services.

We may also collect aggregated or anonymised data for statistical or analytical purposes, which does not identify you personally.

If you fail to provide required personal data, we may be unable to deliver a service or fulfil a contract with you. We will inform you if this occurs.

3. How We Collect Personal Data

We collect data in the following ways:

• Direct interactions: when you contact us, complete a form, make a purchase, or enter into a contract with us.

• Automated technologies: we collect Technical and Usage Data through cookies and similar technologies as you interact with our website.

• Third parties: including payment service providers, ticketing platforms, and analytics providers.

4. How We Use Personal Data

We use your personal data only where permitted by law. The main purposes include:

• Providing services: to process purchases, manage event entries, and fulfil contracts.

• Customer support: to respond to enquiries or service requests.

• Marketing and communications: to send you information about our events or services, unless you opt out.

• Surveys and feedback: to improve our services and understand customer needs.

• Administration and security: to manage our website, troubleshoot issues, prevent fraud and comply with legal obligations.

• Website analytics: to improve our site experience and marketing strategy.

We rely on the following legal bases:

• Contract: when processing is necessary for an agreement we have with you.

• Legal obligation: where processing is required by law.

• Legitimate interests: for business purposes such as marketing and service improvement, provided your rights are not overridden.

• Consent: when required for specific activities such as third-party marketing communications.

You may withdraw consent at any time by contacting us.

5. Disclosure of Personal Data

We only share your personal data where necessary and in line with the law. This may include:

• Service providers acting on our behalf (e.g. ticketing, IT, courier, or marketing support).

• Legal or regulatory bodies when required to comply with law.

• Breed societies where verification is required for competition entries.

• Other organisations for the prevention of fraud or to enforce contractual rights.

• Successors or purchasers in the event of a business transfer.

All third parties are required to process your data securely and only in accordance with our instructions.

6. Data Security

We are committed to keeping your data secure.
We use appropriate physical, technical and organisational measures to prevent unauthorised access, loss or misuse of your personal data.

While we do our best to protect your information, please note that the transmission of data via the internet is not completely secure, and any transmission is at your own risk. Once received, we apply strict controls to safeguard it.

7. International Transfers

We do not routinely transfer personal data outside the United Kingdom.
If this ever becomes necessary, we will ensure appropriate safeguards (such as UK-approved standard contractual clauses) are in place.

8. Data Retention

We only retain personal data for as long as necessary to fulfil the purposes for which it was collected, including any legal, accounting or reporting requirements.

For example:

• We keep customer and transaction data for six years after the end of our relationship for tax purposes.

• We retain event and order details for up to three years to manage follow-up communications or legal claims.

• We may anonymise data for statistical purposes, which we can use indefinitely without further notice.

9. Your Rights

Under UK data protection law, you have the right to:

• Access your personal data.

• Rectify inaccurate or incomplete data.

• Erase your data in certain circumstances.

• Object to processing where we rely on legitimate interests or for direct marketing.

• Restrict processing in certain situations.

• Request data portability to transfer data to you or another organisation.

• Withdraw consent at any time, where processing is based on consent.

You will not usually have to pay a fee to exercise these rights, though we may charge a reasonable fee if a request is excessive or unfounded.

We may request proof of identity before processing your request. We aim to respond within one month.

10. Cookies and Website Tracking

We use cookies and similar technologies to enhance your experience and analyse website traffic.
For more information, please see our Cookie Policy.

11. Links to Other Websites

Our website may include links to third-party websites, plug-ins or applications.
We are not responsible for the privacy practices, content or accuracy of these third-party sites.
We encourage you to read their privacy notices before providing personal data.

12. Changes to This Policy

We may update this Privacy Policy from time to time.
The latest version will always be available on our website.
Last updated: November 2025.

Please let us know if your personal details change so we can keep your information accurate and up to date.

13. Contact Details

Royal Norfolk Agricultural Association
Norfolk Showground, Dereham Road, Norwich, Norfolk, NR5 0TT
T: 01603 748931
E: enquiries@rnaa.org.uk

For any queries or to exercise your data rights, please contact our Data Privacy Manager at the above address.

14. Complaints

You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection (www.ico.org.uk).

We would appreciate the opportunity to resolve your concerns directly before you contact the ICO — please contact us in the first instance.