Privacy Policy

Last updated: July 2026

Stokesley Agricultural Society (“the Society”, “we”, “us”) organises the annual Stokesley Show and related events and activities. We take your privacy seriously, and this policy explains what personal information we collect through our website and in running the Show, why we collect it, how we look after it, and the rights you have over it.

We are the data controller for the personal information described in this policy. If you have any questions, please contact us at Secretary@Stokesleyshow.co.uk or write to us at

C/O AR Wholesale Ltd
Mount Pleasant Way
Stokesley, Middlesbrough
TS9 5NZ

The information we collect and why

We only collect personal information when there is a genuine reason to, and we’ve set out each situation below along with our lawful basis under UK data protection law (the UK GDPR and the Data Protection Act 2018).

When you contact us or make an enquiry

If you get in touch through our website contact form, by email or by phone, we collect your name, contact details and the content of your message so we can reply and deal with your enquiry. Our lawful basis is our legitimate interest in responding to the people who contact us.

When you enter our  competitions

When you enter the competition, we collect:

• Your name, email address and (optionally) phone number — to administer the competition, contact you about your entry and notify the winner. Our lawful basis is our legitimate interest in running the competition you have chosen to enter.
• Your photograph, its approximate year, to judge the competition and, for entries we share, to publish and display them with credit on our website, social media, printed materials and at the Show, as set out in the competition terms and conditions. You (or your family) keep the copyright to your photograph at all times.

Competition photographs are uploaded via Dropbox, which stores files securely on our behalf (see “Who we share your information with” below). Because entries may show past Shows, some photographs will include people other than the entrant. We ask entrants to make reasonable efforts to check that recognisable people are happy for the photo to be shared. If you appear in a shared photograph and would prefer it wasn’t used, contact us secretary@stokesleyshow.co.uk and we will remove it from future use.

When you buy tickets or become a member

If you buy Show tickets or take out membership of the Society, we collect your name, contact details and payment information to process your purchase, provide your tickets or membership benefits, and keep the financial records we’re required to keep by law. Our lawful basis is the performance of our contract with you, and legal obligation for accounting records. Card payments are processed by GoCardless — we never see or store your full card details.

When you enter classes, book a trade stand or volunteer

If you enter livestock, produce or other Show classes, book a trade stand, or volunteer or steward at the Show, we collect the details needed to administer your entry, booking or role — typically your name, contact details, and information relevant to your entry or pitch. Our lawful basis is the performance of our contract with you, or our legitimate interest in organising the Show. Prize winners’ names may be published in Show results, catalogues, our website and the local press, as is customary for agricultural shows — if you’d rather your name wasn’t published, let us know.

We will not share your data with third parties, except for Breed Societies and/or affiliated Societies and Equine Events, to whom we submit entries and results, to be checked for validity and eligibility based on their legitimate interests.

When you sign up to our news and updates

If you opt in to hear from us, we use your name and email address to send you news about the Show and Society events. Our lawful basis is consent — you can withdraw it at any time by clicking unsubscribe in any email or contacting us, and we’ll stop straight away. Signing up is never a condition of entering a competition, buying a ticket or anything else.

Photography and filming at the Show

Photographs and video are taken at the Show for reporting and promotion, and general crowd images may be used on our website, social media and in future publicity. Our lawful basis is our legitimate interest in recording and promoting the Show. We display signs at the Show to make visitors aware, and if you appear in an image we’ve used and would like it removed, contact us and we will do so where reasonably possible. We take particular care with images that focus on children and will seek parental consent where a child is the main subject.

When you visit our website

Our website uses cookies and similar technologies. Some are essential for the site to work; others help us understand how the site is used ([e.g. Google Analytics]) so we can improve it. Non-essential cookies are only set with your consent, which you can give or withdraw through the cookie banner. For full details, see our Cookie Policy. Our website is hosted by Guru, whose servers may log standard technical information such as IP addresses for security purposes.

Who we share your information with

We never sell your personal information, and we don’t share it with anyone for their own marketing. We only share it with:

• Service providers who work on our behalf — such as our website host Guru, Dropbox (secure storage of competition photo entries), our email marketing platform MailerLite], form and payment providers, and our website and digital support agency. They can only use your information to provide their service to us, under contracts that require them to keep it secure.
• The competition judging panel — who see entries in order to judge them.
• We will not share your data with third parties, except for Breed Societies and/or affiliated Societies and Equine Events, to whom we submit entries and results, to be checked for validity and eligibility based on their legitimate interests.
• The press and public — limited to published Show results, competition winners and shared competition entries, as described above.
• Authorities where required — if we’re under a legal obligation to share information, for example with HMRC or emergency services.

Some of our providers (including Dropbox) may store information on servers outside the UK, including in the United States. Where that happens, the transfer is protected by legally approved safeguards such as the UK Extension to the EU–US Data Privacy Framework or the UK’s International Data Transfer Agreement/Addendum.

How long we keep your information

• Enquiries — for as long as needed to deal with your enquiry, then deleted within 12 months.
• Competition entries — entry details and unshared photographs are deleted within 12 months of the competition closing. Photographs we share as part of the Show’s story are kept for as long as we use them under the competition licence, and will be removed on request.
• Tickets, class entries and trade stands — for the period needed to run the relevant Show, plus the six years we must keep financial records by law.
• Membership records — for the duration of your membership plus two years.
• Mailing list — until you unsubscribe or we haven’t heard from you for a long period, at which point we’ll remove you.

How we keep your information safe

We use reputable providers, secure (HTTPS) connections, password protection and access limited to the committee members and helpers who genuinely need it. While no online system can ever be completely risk-free, we take reasonable steps to protect your information, and if a data breach ever put your rights at risk we would inform you and the Information Commissioner’s Office as the law requires.

Children

Our website is not aimed at children, and where children take part in our competitions or classes we ask for a parent or guardian’s consent and limit what we publish (first name and age only). If you believe a child has given us personal information without consent, please contact us and we will delete it.

Your rights

Under UK data protection law you have the right to:

• Ask for a copy of the personal information we hold about you (a “subject access request”)
• Ask us to correct information that’s wrong or incomplete
• Ask us to delete your information (“the right to be forgotten”)
• Object to, or ask us to restrict, how we use your information
• Withdraw your consent at any time, where consent is our lawful basis
• Ask for your information in a portable format

To exercise any of these rights, contact us at secretary@stokesleyshow.co.uk We’ll respond within one month and won’t charge you. If you’re unhappy with how we’ve handled your information, you can complain to the Information Commissioner’s Office at ico.org.uk or on 0303 123 1113 — though we’d welcome the chance to put things right first.

Changes to this policy

We may update this policy from time to time — for example when we run new competitions or change providers. The latest version will always be published on this page, with the date it was last updated shown at the top.

Stokesley Agricultural Society,Contact: secretary@stokesleyshow.co.uk