Our Policies

Last Updated: 23rd December 2024

Terms and Conditions

Definitions

We/Our/Us refers to TEDxOxford

You/Your refers to the customer

1. SALE OF TICKETS

1.1 Tickets you purchase are intended for the use by the registered ticket holder. You must notify us in advance (at least 24 hours) if the ticketholder changes from the original purchaser to ensure successful entry to the conference.

1.2 We reserve the right to introduce discounts and special offers at any time, and these cannot be applied to tickets already purchased.

1.3 All tickets will be emailed to the email address supplied. Please notify us immediately via email if you do not receive your ticket within 2 hours of purchase.

2. CANCELLED/RE-SCHEDULED EVENTS/CHANGES TO PERFORMANCES

2.1 It is your responsibility to ascertain whether an event has been cancelled or re-scheduled and the date and time of any re-scheduled event. Where an event is cancelled or re-scheduled, we will use our reasonable endeavours to notify you using the email address you provided us with at the time of ordering. We do not guarantee that you will be informed of such cancellation before the date of the event.

2.2 It is your responsibility to inform us of any change to the email address you provide us with at the time of ordering.

2.3 We reserve the right to change the event programme, performance details and start and finish times at our discretion. Reasonable efforts will be made to notify ticket holders of any changes.

2.4 We reserve the right to reschedule the performance at our discretion.

2.5 We reserve the right to cancel the performance at our discretion.

3. REFUNDS/EXCHANGES

3.1 Ticket(s) cannot be exchanged unless the performance is rescheduled (subject to clause 2.4).

3.2 Ticket(s) will be refunded in full if the event is cancelled including any booking fees. Refunds will be processed subject to clause 3.4.

3.3 Tickets(s) are non-refundable except where required by United Kingdom law or as explicitly stated in these Terms and Conditions.

3.4 Refunds shall only be made to the person who purchased the tickets and be made using the same payment method as was used to purchase the tickets.

3.5 These terms and conditions do not and shall not affect your statutory rights as a consumer under United Kingdom law.

3.6 Refunds or exchanges may not be issued for cancellations or rescheduling due to circumstances beyond our reasonable control (force majeure), such as acts of God, pandemics, strikes, or other unforeseeable events. We will, however, endeavour to offer alternative solutions where possible.

3.7 Refunds will be processed within 14 days of approval, using the same payment method as the original transaction. If the original method is unavailable, an alternative will be agreed upon with the purchaser.

4. ADMISSION

4.1 The management reserves the right to refuse admission, and to request any ticket holder to leave the theatre, auditorium and building at any time, at our sole discretion. For example, if a ticket holder appears to be under the influence of drink and/or drugs and/or is acting aggressively, carrying offensive weapons (e.g. knives) or illegal substances, the ticket holder may be refused admission.

4.2 The management reserves the right to refuse re-admission to any person not in possession of a ticket or the retained portion of the ticket.

4.3 Latecomers may be admitted at a suitable point in the performance at our sole discretion.

4.4 Children aged 17 and under must be accompanied by an adult ticket holder. Event content may not be suitable for children. Content warnings will be provided at the event itself and via our website. It is the adult ticket holder's responsibility to determine if the child can attend.

4.5 You must not obstruct any stairway or gangway within a venue and must not affect the enjoyment of the audience and/or the running of the event and/or cause a risk to the safety of the audience or officials.

5. SEATING ARRANGEMENTS

5.1 We reserve the right to change the seating arrangements in the performance areas at our sole discretion. We will refund you the difference if we are required to downgrade your booked seat due to new seating arrangements.

6. THE EVENT

6.1 Please switch off mobile phones, muffle coughs, and refrain from eating food during the event to ensure that it is enjoyed by all.

6.2 If you experience problems during the event please contact a steward so that we can do our best to resolve the issue at the time i.e. sudden illness.

7. PHOTOGRAPHY & VIDEO RECORDING

7.1 Photography and video is welcomed using a personal smartphone only for short amounts of time. We welcome photos and short video clips being shared on social media to help promote TEDxOxford.

7.2 You may be asked to stop recording the event if your photography and video disturbs the enjoyment of people seated near you.

7.3 Recording talks or performances in full is not permitted.

8. LIABILITY

8.1 Personal arrangements including travel, accommodation or hospitality relating to the event which have been arranged by you are at your own risk. Unless otherwise stated in this clause, our and the venue's liability to you in connection with the event (including, but not limited to, in the event of cancellation, rescheduling or material change to the programme of the event) shall be limited to the ticket price paid by you.

8.2 Neither we nor the venue will be responsible for any loss, injury or damage to any person (including you) or property howsoever caused (including by us and/or by event partner(s)): (a) in any circumstances where there is no breach of a legal duty of care owed by us or the venue); (b)in circumstances where such loss or damage is not a reasonably foreseeable result of any such breach (save for death or personal injury resulting from our negligence); or (c) to the extent that any increase in any loss or damage results from breach by you of any of these Terms and Conditions and/or any terms and conditions of the event partner(s).

9. GENERAL

9.1 TEDxOxford will carry out film and sound recording in or around the venue. By purchasing tickets you consent to you and your party being included in any recording, and to its commercial use, distribution and exploitation, without payment.

10. DATA PROTECTION

10.1 TEDxOxford is committed to protecting your personal data in compliance with the United Kingdom's General Data Protection Regulation (UK GDPR). By purchasing tickets or engaging with TEDxOxford, you consent to the processing of your personal data as outlined in these terms and conditions.

10.2 TEDxOxford has designated a Data Protection Officer, Hayden Williams, who can be contacted at dataprotection@tedxoxford.co.uk for any queries, requests, or concerns regarding data processing activities.

10.3 Information We Collect:

We collect and process the following types of personal data:

  • Ticketing and Orders: name, email address, billing address, shipping address, phone number, products viewed, location and IP address (for tax estimation), and browser type.
  • Website Usage: Cookie data, login information (if an account is created), shopping cart contents, browser user agent string, and IP address.
  • Mailing List: Name and email address if subscribed.
  • Event-Related Data: Attendee information (name and email), ticket details, event preferences, and venue-related requirements.

10.4 How We Use Your Information

We use your personal information for:

  • Processing and fulfilling ticket orders.
  • Event communications, updates, and administration.
  • Newsletter distribution with prior consent.
  • Service improvement and analytics.
  • Fraud prevention, legal compliance, and record-keeping.
  • Customer support.

10.5 Cookies

We use cookies for essential website functionality, including login authentication (2-day duration), screen preferences (1-year duration), shopping cart management (30-day duration), and “Remember Me” functionality (2-week duration). You may adjust your cookie preferences via your browser settings.

10.6 Data Retention

Data retention periods are as follows:

  • Order information: Retained for six months after the order date.
  • Cart contents: Retained for 30 days.
  • Account information: Retained until account deletion.
  • Payment records: Retained as required for tax purposes.
  • Mailing list data: Retained until unsubscription.

After these periods, data will be securely anonymised or deleted.

10.7 Data Security

TEDxOxford employs encryption, access controls, and secure storage protocols to safeguard your data. In the event of a data breach, we will notify affected individuals and the Information Commissioner's Office (ICO) within 72 hours of discovering the breach, providing full details and steps taken to address the issue.

10.8 Your Rights

You have the right to:

  • Access your data.
  • Request corrections to inaccurate data.
  • Request data deletion or restriction of processing.
  • Request data portability.
  • Object to processing or withdraw consent.

To exercise these rights, contact dataprotection@tedxoxford.co.uk with your full name, the associated email address, and a clear description of your request. Requests will be acknowledged within 7 business days and responded to within one month, with extensions for complex cases as necessary.

10.9 Request Requirements and Fees:

Requests must include your name, associated email address, and clear details of the request. Most requests are free; however, a fee may apply for excessive or repetitive requests. TEDxOxford reserves the right to refuse requests deemed unfounded or excessive, providing an explanation for any refusal.

10.10 Third-Party Sharing and International Transfers

TEDxOxford shares limited data with third-party services, including:

  • Mailchimp for mailing list management.
  • Stripe for secure payment processing.

Where data is transferred outside the UK, appropriate safeguards are implemented to ensure protection under UK GDPR.

10.11 Changes to Data Protection Practices

We may update this policy periodically. Continued use of TEDxOxford services constitutes acceptance of the updated terms.

10.12 Contact for Data Protection

For all data-related concerns or requests, please contact the TEDxOxford Data Protection Officer at dataprotection@tedxoxford.co.uk.