Cupar Flower Show – Privacy Policy

This Privacy Policy relates to personal information collected by the Cupar and District Floral and Horticultural Society (otherwise known as ‘Cupar Flower Show’) for the purposes of organising the annual flower show and other fundraising events. It explains how we will use your personal information to comply in accordance with the UK Data Protection Act and the General Data Protection Regulations (GDPR), with the last updates made in May 2018.

Personal information collected

The majority of personal information is given to us directly by you. When you make an enquiry to the Cupar Flower Show, submit an entry into the annual flower show or otherwise provide us with your details, we will collect, store and may process your personal information.

We may also obtain your personal details from a third party or publicly available source, such as websites, for the purposes of identifying suitable sponsors or judges for our flower shows.

Cupar Flower Show collects several types of information. This may include your name, postal address, telephone numbers (mobile and fixed line), email addresses, photograph, date of birth, and your job title or business contact details. If you contact us, we may keep a record of that correspondence.

How is information collected online

When you use our website we gather information on how you are using the site. We will use this information for analysis purposes – to ensure that we are providing you with the best information and to improve your experience. None of this information contains any of your personal data.

Our website also contains links to other sites. This privacy policy applies only to our site. Please ensure that you read the privacy policy of any site that you are transferred to that collects personal data. We will always make it clear and transparent when you are connecting to an external website.

We only ever collect information from you that helps us ensure you get the most from your visit to our site.

A cookie is simply a text file. It is not a program and does not actively do anything on your device. As with the majority of websites, we use cookies for several reasons, the main one being to monitor and measure what visitors do on our website. This allows us to know what areas of the site are popular, how often visitors come back, where they come from, whether they are using a PC or a mobile device and so on.

If you prefer not to let us use cookie data in this way, you have two options:

  • You can adjust the settings on your internet browser to prevent cookies being downloaded. How this is done varies according to which browser you are using and we recommend you refer to the appropriate online help guides.
  • You can also opt out of receiving specifically those cookies we use to track how people are using our site.

External website

We may include referral links to information, products or services on external websites, e.g. clickable advertising banners to a website. We are not responsible for the content, policies or workings of external sites. Similarly, we cannot prevent other website from causing any pop-ups, pop-overs, pop under windows although we do not provide these ourselves.

Why do we collect your data?

We know your personal information is important and we are committed to being transparent regarding how and why we use it. Your personal information will be used to help us achieve our constitutional aims – to provide an opportunity for people to exhibit their homegrown produce by way of annual flower shows.

We are legally obliged to have a lawful basis for collecting and using your personal data. This means that we will only collect and use your data if:

  • You have given us consent, or
  • We have formed a contractual relationship, or
  • It is within Cupar Flower Show’s legitimate interest to do so.

We may typically use your personal information for the following purposes:

  • For our internal business administration, membership records and general record keeping purposes.
  • To provide you with information on our related services/events.
  • To promote the event and results of the annual flower shows.
  • To secure investment for the future of the Society and/or its events.
  • To respond to your enquiries or comments.

Data disclosures and data sharing

You can be assured that we will never share your information with another organisation for its own marketing purposes. However, in some cases, we may need to pass on your information on in order to fulfil the business purposes. In this case, you can be assured that we only work with third parties who treat data as securely as we do, in line with this policy.

Third party agents and service providers

We may need to share your information with our third party agents and service providers who are contracted by Cupar Flower Show, e.g. the software provider of our flower show database, our website providers and our trophy engraver.

Fundraising and marketing purposes

We may use some of your personal details for promotional materials, mainly publicising the results of the annual flower shows, which will be placed online or in the local press. We may use personal information such as your name, town, promotional photographs or videos you supply to, or are taken by, Cupar Flower Show.

We may also contact you to request additional promotional material or to invite you to attend our events.

We may also share your personal information when we are compelled by law to do so.


We will only store and process your personal information where we have a lawful basis to do so.

General Enquiries – Indefinite (unless required by law to do so). For administration purposes – e.g. responding to request for information and specifics on entering classes at our shows.   For marketing and fundraising (legitimate interests)

Registration – Indefinite (unless required by law to do so). For administration purposes – e.g. being able to process your entry into the various classes at our shows and for processing your membership to the Society (contractual relationship)

Prizewinning/Results – Indefinite (unless required by law to do so). To administer the results, calculate prizes won, and publicise the results of the show. For general analysis of entrant numbers/classes to help with strategy (contractual relationship)

Selection of Judges – Indefinite (unless required by law to do so). For judging of exhibits at the shows, we hold data on those qualified to judge certain categories, without whom we could not run our flower shows (legitimate interest)

Payment of Prizemoney/Expenses – Minimum of 6 years (unless required by law to do so). For processing transactions, prizemoney and expenses (legitimate interest)

Your rights

Under data protection legislation, you have certain rights regarding information we hold on you. Should any of your personal details change, or you have any questions on your rights, or you would like to make a request, please write to us at:

Cupar Flower Show, 12 Lorraine Drive, Cupar, Fife KY15 5DY

or email us at

Right to be Informed – You have the right to be told how your personal information will be used. This policy document details how we will use your data.

Right of Access – You can write to us asking what information we hold on you and to request a copy of that information. We will respond to you within 30 days, once we have ensured you have the right to see the requested records and we have confirmed your identity.

Right of Erasure – You have the right to ask for all of your personally identifiable data to be deleted. Should you choose to exercise this right, we would recommend that we add you to our suppression list of people who do not want to hear from us again.

Right of Rectification – If you believe our records are inaccurate, you have the right to ask for those records concerning you to be updated.

Right to Restrict Processing – In certain situations you have the right to ask for processing of your personal data to be restricted because there is some disagreement about its accuracy or legitimate usage.

Right to Object – You have the right to stop the processing of your personal data for direct marketing or profiling purposes, or for other legitimate interests of the Society.

Right to Withdraw Consent – If you have given us consent to process your data, you have the right to withdraw this consent at any time.

Updating our Privacy Policy

We will update our Privacy Policy in the future to make sure it reflects current data practices or any regulatory updates. Please visit this page to keep informed about our current data practices.

Contact us

If you have any questions or you are not happy about something, please get in touch so we can help resolve any issues. Please write to us at:


Cupar Flower Show

12 Lorraine Drive


Fife KY15 5DY

or email


This policy was last updated on 23rd May 2018.