Privacy Policy

TentTrace® Privacy Policy

Company Name: TentTrace Ltd
Corporate Address: Westbury, Wiltshire, BA133SE, United Kingdom
Registered in England & Wales
Effective Date: 1 January 2026
Last Updated: 17 October 2026

At TentTrace® (referred to as “TentTrace”, “we”, “us”, or “our”), protecting your privacy and securing your personal information is central to our mission of promoting sustainable festival experiences. This Privacy Policy details how we collect, process, utilize, and protect your information when you visit tenttrace.co.uk, use our hardware tags, register for an account, or participate in our festival tent-tracking system.

1. The Core Philosophy: Asset Tracking vs. Individual Tracking

Our technology is designed with a privacy-first engineering architecture.

Asset-Focused Monitoring: The TentTrace® physical tag tracks the structural asset (the tent framework) and explicitly does NOT monitor, track, or record the location of individual persons.
No Real-Time GPS Tracking: The physical tags do not contain GPS components and do not broadcast continuous live geographic coordinates. Your physical location inside the festival grounds is never monitored or logged in real time; your tent is only recognized if it physically passes through a designated gate scanner.

2. Information We Collect

We collect information only to manage your account, fulfill your order activations, process digital deposit returns, and operate gate checkpoint scans.

A. Information You Voluntarily Provide

Account Creation Data: When you establish an account on our Site, we collect your name, email address, phone number, and a secure password.
Transaction & Billing Data: To process product activations, event registrations, and clean-up deposits, you must provide credit card or payment details. Payments are securely handled through our PCI-compliant third-party payment processors. TentTrace Ltd does not store raw credit card numbers on its servers.

B. Information Collected Automatically On-Site

Device and Usage Data: When you browse the Site, we automatically collect basic analytics data, including your IP address, browser type, operating system, and pages viewed, to maintain web performance and security against automated scraping.

C. Information Collected via the Tracking System at Events

Checkpoint Scanning Metrics: Detection events occur solely when your weather-resistant physical tag passes through an active digital boundary scanner (e.g., event entrance gates, exit checkout portals, and certified waste-management collection drop-off stations).
Tag Data Encapsulation: The TentTrace® physical hardware tag contains no readable personally identifiable information (PII). It stores only an encrypted unique database identifier that securely references your digital system user profile inside our encrypted network infrastructure when scanned by authorized event staff.

3. How We Use Your Information

We utilize the collected information strictly for legal, operational, and core system functionalities:

Account Linkage: To pair your digital user profile with your physical TentTrace® tag using a smartphone interface or a printed QR code token at the gates.
Financial Processing: To process non-refundable event fees (starting at £4.99) and manage the conditional retention or post-event disbursement of your Clean-Up Deposit (starting at £20.00).
Perks Management: To confirm your automated eligibility for Member Perks and festival rewards when your tent passes verified checkout portals.
System Integrity & Security: To investigate potential tag tampering, illegitimate tag transfers, intentional property vandalism, or unauthorized site scraping.

4. Data Sharing and Third-Party Disclosures

TentTrace Ltd does not sell, lease, or rent your personal data to third-party marketing companies. We share information only with trusted entities crucial to operating our services:

Event Organisers & Venue Security: We share aggregate sustainability compliance statistics and specific tent checkout metrics with the immediate festival management teams to facilitate gate safety and waste metrics.
Payment Processors: Financial transaction data is securely routed to certified, compliant payment clearinghouses to execute authorizations, deposit holdings, and refunds.
Legal Enforcement: We may disclose data if required to do so by the statutory laws of England and Wales or in response to valid legal requests by law enforcement authorities.

5. Data Security & Storage

We employ industrial-grade physical, technical, and administrative protections designed to secure your information against unauthorized access, destruction, loss, or alteration. All database entries are housed inside encrypted network configurations protected behind state-of-the-art firewall barriers.

6. Your Legal Rights (Under UK GDPR / Data Protection Act 2018)

As a resident of the United Kingdom, you possess clear statutory rights regarding your personal records, which you may exercise at any time by contacting us:

Right of Access: You can request a digital copy of all personal records we hold about you.
Right to Rectification: You have the right to correct inaccurate or incomplete profile data.
Right to Erasure (“Right to be Forgotten”): You can request the deletion of your account and records, provided that all related post-event checkout evaluations are completed, no deposit obligations remain active, and there are no overlapping legal retention duties.
Right to Restrict Processing: You can object to or limit specific processing profiles of your database files.

7. Changes to This Privacy Policy

TentTrace Ltd reserves the right to amend, update, or revise this framework at its absolute discretion to reflect updates in tracking technologies, venue infrastructure, or statutory governance. Revised policies will feature an updated “Last Updated” date at the top of the declaration.

8. Contact Information

For any inquiries regarding this policy, data deletion requests, or to exercise your statutory data protections, please direct your correspondence to:

TentTrace Ltd Data Compliance Officer
Westbury, Wiltshire, BA133SE, United Kingdom
Email: TentTraceLtd@Gmail.com

Privacy Policy

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