Privacy

Hay Festival App · last updated 17 October 2026

This page describes what information is held about you by the app and the services which support it, as well as your rights and the organisations involved in processing your data.

Who is responsible for your data

Hay Festival Foundation Ltd (registered charity 1070073; company 03490480), The Drill Hall, 25 Lion Street, Hay-on-Wye HR3 5AD, is the controller of the personal data the app and its services hold. Changepond Technologies Private Limited runs the app on Hay Festival's behalf, as its processor, acting only on its instructions. Vinetrees Technology Ltd (engineering and build infrastructure) and Vinetrees Strategic Ltd (App Store distribution) work for Changepond as sub-processors, as do Apple, Cloudflare and Postmark. On this page, “we” means the companies that run the app for Hay Festival.

What we hold

• Your profile email address, and the session records that keep you signed in. Profile sign-in is passwordless — we never hold a password for you because you don't create one.
• Your app profile: display name, colour, icon (where available), and your membership of a festival group.
• Your group's shared data: the tickets its organiser synced (including their QR images, which are held securely), who they are assigned to, and the group's change history. Everyone in a group holds the group's tickets so that you don't need internet access to share tickets within the group's devices.
• Things you choose to share with your group: highlighted events and, where available and if you enter it, where you are staying (one resolved map point and a short label — the address you typed is never stored).
• Information you share between your personal devices: wishlists (highlights) (where available), preferences, event notes (where available).
• Event feedback you give (where available) will be shared with the event organisers.
• Feedback you send us from the app (where available): your words, the screen you sent them from, the app's version and the festival, with your profile and your group as they were when you sent it. The app keeps no copy once it's sent.
• If you enable event-change alerts: the device tokens that make your phone reachable, and a record of which alerts were sent. Alerts carry only information about the programme.
• Analytics only as you consent in the app: you choose how much to share when you create your profile.

What we do not hold

• Your Hay Festival Website password or session — they live only in the group organiser's (or linker's) own device Keychain and never on our servers.
• Payment details of any kind.
• Ages or dates of birth. Where available, a group's organiser can mark who may pass their own tickets on to someone else in the group. Age information is not required.

Where it is held

Images and backups live in Cloudflare R2's EU jurisdiction. Databases run in Cloudflare's Western Europe region. Traffic is processed at Cloudflare's global edge under the Cloudflare DPA. Our emails, such as sign-in links, are delivered by Postmark in the United States under the EU–US Data Privacy Framework, UK Extension, and messages are retained for 45 days.

How long we keep data

Sign-in links live 15 minutes and work only once.

Email-delivery logs, resolved invitations, group codes that have ended and reported problems are kept for approximately 90 days.

Feedback you send from the app is kept for 90 days, and at most your newest 100 messages.

Group data is retained as long as the group; profile data as long as the profile.

Day-to-day analytics data expires within 90 days.

Backups expire within 90 days of a deletion.

Groups and profiles which are not used for 24 months after their last festival become eligible for deletion with 60 days' email notice.

Your rights

• See everything: a complete machine-readable export of your data is available on request.
• Delete everything: close your profile in the app (Profile → My app profile → Close my profile). This immediately deletes your profile. Any groups you own are dissolved only with your explicit say-so.
• Fix anything: names, colours and settings are editable in the app; your profile email changes by double-confirmation.

For exports, questions or anything this page does not answer, email postmaster@festivaldata.net from your profile email address, or write to Hay Festival at the address above. We pass every request to Hay Festival and help it answer within one calendar month.

Changes

When a store, retention window or procedure changes, this page changes with it — the date at the top is the record.