Ballot Rules and Terms & Conditions

Ballot Rules

These rules apply to the ballot process for tickets to attend the event the ‘Nation’s Thank You’ public procession on Sunday 11 November 2018.

For the purposes of the below document:

“Organiser(s)” refers to the Department for Digital, Culture, Media and Sport and their partners
“Applicant(s)” refers to the primary ticket-holder who initially enters the ballot
“Guest” refers to the named person accompanying an Applicant

  1. Applicants must be 18 years of age or over, as of 1 July 2018, to be eligible to apply for tickets.
  2. All Applicants must provide proof of age (both for himself or herself, and for his or her guest) to the Organiser on request.
  3. Each Applicant may only enter the ballot once, regardless of the method of entry. Checks will be made to identify and exclude duplicate applications.
  4. Any person who makes more than one application may, without notice, be excluded from the ballot.
  5. Applications may only be made online or by post, using the form available on the website.
  6. Applications for the ballot can be made from 12 July 2018.
  7. All online and postal applications must be received by the closing date of midnight on 12 August 2018. Applications received after the closing date, whether online or by post, will not be considered.
  8. Applicants who apply online and supply an email address will receive an email confirming receipt of the application within 24 hours.
  9. Applicants will be notified of the outcome of the ballot by email within one month of the closing date of the ballot. If a postal application was made and an e-mail address not supplied, notification will be sent by post.
  10. Applicants who are not initially successful in the draw will be held on a waiting list. If and when tickets become available, an offer of tickets will be sent to the next Applicants on the waiting list in the order in which the draw was made.
  11. Each successful Applicant will be asked to confirm their attendance at the event with 14 days.
  12. If the Applicant fails to confirm attendance, the Applicant will be deemed to have withdrawn his or her application.
  13. No responsibility is accepted by the Organiser for late or lost applications, and proof of sending an application is not proof of receipt.
  14. Applicants may request that their name is removed from the waiting list at any time.
  15. Applicants placed on the waiting list will be notified by email or post within one month of the closing date of the ballot.
  16. Once a successful Applicant has confirmed that he/she and his/her Guest will attend, the Organiser will issue tickets for the event approximately one month before the event.
  17. An Applicant may amend details if necessary until 21 September 2018, by contacting the Organisers; after this time details cannot be edited.
  18. A Guest may only attend the event with the named Applicant. If a Guest does not arrive in the company of that Applicant, the Guest will not be permitted to enter the event.
  19. Should a successful Applicant withdraw after the ballot has been drawn, their ticket allocation will be deleted and neither the Applicant nor their Guest will be able to attend.
  20. If a successful Applicant or Guest is no longer able to attend or otherwise withdraws, that Applicant should notify the Organiser of the withdrawal as soon as possible. Any tickets which will not be used will be offered to the next person on the waiting list.
  21. Tickets cannot be transferred and can be used only by the Applicant and Guest named on each ticket.
  22. Tickets will be subject to the terms and conditions set out on the website or provided in writing to postal applicants.
  23. The Organiser retains a discretionary right throughout to alter, amend or change the Ballot Rules and the terms and conditions of the tickets.
  24. The Organiser reserves the right at any time to cancel, change or postpone the event or the ballot, if it deems it appropriate to do so.
  25. Neither the Organiser nor its representatives or affiliates shall be liable for any direct or indirect loss suffered as a result of any technical failure or malfunction or any other problem with any telephone network or line, system, server, provider or otherwise which may result in any email or application being lost or not properly registered or recorded.
  26. These Ballot Rules are governed by the laws of England and Wales, and any dispute arising therefrom shall be subject to the exclusive jurisdiction of the English courts.

Event Terms and Conditions

The following terms and conditions govern participation in the event. For the purposes of the below document:

“Organiser(s)” refers to the Department for Digital, Culture, Media and Sport
“Applicant(s)” refers to the primary ticket-holder who initially enters the ballot
“Guest(s)” refers to the named person accompanying the applicant
“Ticket-holder(s)” refers to both Applicants and Guests
“Event area” or “site” refers to the area accessed by passing through security

ENTRY

    1. These terms and conditions apply equally to all sites associated with the event.
    2. Applicants and their Guests will require a valid ticket and ID to enter the site. Acceptable forms of ID are listed below:
      • Passport
      • Driver’s Licence (full or provisional)
      • EU National Identity card
      • HM forces ID Card

Please note that alternative forms of ID may not be accepted, and entry refused.

  1. No child under the age of 5 will be permitted to enter the site.
  2. All Applicants and Guests may be subject to security checks (such as a criminal record check). The Organiser reserves the right to rescind any ticket to the event at short notice without explanation if, for example, the authorities advise the Organiser that any person should not attend or if there is any concern about a person’s motives or background.
  3. Guests must be accompanied by the Applicant on entry.
  4. No animals will be permitted, other than assistance dogs for guests with disabilities.
  5. The Organiser may refuse anyone entry to the event at its absolute discretion, and any person who fails to comply with instructions from an official steward or other person acting on behalf of the Organiser may be refused entry or ejected. In addition, anyone found (in the opinion of the Organiser, or any person acting on its behalf) to be causing or threatening to cause damage to any part of the site, the site infrastructure, causing or threatening to cause harm to any other person at the venue or in the near vicinity, or behaving in an illegal, antisocial or aggressive manner, or appearing to be under the influence of drugs or alcohol, or in breach of these conditions, will be ejected from the site and may be reported to the police.
  6. All terms and conditions apply for the duration of the event.

INSIDE THE EVENT SITE

  1. The Organiser may search any person and personal property, and refuse admission to, or eject from the site, any person who refuses to be searched by an official steward, the police or any other person acting on their behalf.
  2. Other than as may be required by the Organiser for the purposes of staging the event, the following articles are not permitted at the event – flags, advertising or marketing messages, chairs, knives, fireworks, smoke canisters, air-horns, flares, weapons, dangerous or hazardous items, laser devices, glass vessels, cans, poles, and any article that might be used as a weapon and/or compromise public safety. This list represents a non-exhaustive list of the types of articles which are not permitted and the Organiser retains a discretionary right to refuse entry to, or eject any person from, the site anyone found to be carrying any of these items.
  3. No food, alcohol or soft drinks are permitted to be taken onto the site. One small, plastic bottle of water per person may be brought.
  4. Strictly no illegal substances will be permitted.
  5. Original tickets should be retained at all times while on the site, and must be shown to the Organiser, its representatives or the Police on request during the event.
  6. The event will be filmed, recorded and photographed, and that material broadcast, transmitted and published throughout the world, including via internet streaming. By attending the event, every Applicant and Guest gives his or her permission to the Organiser and any other person to use all such material for these commemorative purposes.

GENERAL

  1. The Organiser reserves the right at any time to cancel, change or postpone the event or the ballot if it deems it appropriate to do so. Should the event or the ballot be cancelled, postponed or changed for any reason, the Organiser will not be liable for any loss or expense incurred or to be incurred by any person, including but not limited to the cost or expenses incurred or to be incurred in relation to travel to the event and/or for accommodation in relation to the event.
  2. Under no circumstances will the Organiser be liable for unforeseen or indirect loss of any form.
  3. Successful Applicants and their accompanying Guests are responsible for their own costs and expenses, including travel and accommodation, relating to their attendance at the event.
  4. Under no circumstances will the Organiser be liable for any incident occurring while travelling to or from the event. Under no circumstances will the Organiser be liable for lateness caused by delays to transport or caused by any other means.
  5. Any person who leaves the site during the event on 11 November 2018 will not be permitted to re-enter the site under any circumstances .
  6. The information provided in respect of Applicants and Guests when entering the ballot will be shared by the Organisers with their agents and other organisations concerned with the administration and security of the event (including security authorities in the UK and event management companies) and shall be used:
    • to determine eligibility to enter the ballot and attend the event; and
    • to administer the security and logistical arrangements for the event, but will not be used or passed on for marketing or commercial purposes.
  7. Information will be kept for administrative purposes for twelve months after the event, after which it will be securely destroyed to ensure full, proper and appropriate administration of the event and will be treated in accordance with data protection laws in the UK .
  8. The Personal Information Charter is applicable to all persons applying for tickets: https://www.gov.uk/government/organisations/department-for-digital-culture-media-sport/about/personal-information-charter
  9. Tickets may not be sold, traded, transferred or offered for sale and may not be used as a prize or for any other promotional or trade purpose by anyone except the Organiser. The Organiser will rescind any ticket which it reasonably believes has been sold or offered for sale, and any person attempting to use a ticket which the Organiser has rescinded or reasonably believes has been sold or offered for sale will be refused entry into the event.
  10. Applicants must supply all information reasonably requested from time to time by the Organiser or its representatives or the security authorities and comply with all rules and regulations to be eligible for the ticket(s). A failure to provide any such information or comply with rules and regulations entitles the Organiser to rescind any ticket including, where the failure is attributable to an Applicant, the ticket of any Guest associated with that Applicant.
  11. Each Applicant and Guest acknowledges that these terms and conditions of entry, together with any terms and conditions incorporated into the Ballot Rules found on the website and any other reasonable terms and conditions as may be stipulated by the Organiser from time to time, represent the entire agreement between themselves and the Organiser with respect to the event.
  12. These terms and conditions are governed by the laws of England and Wales and any dispute arising therefrom shall be subject to the exclusive jurisdiction of the English courts.

Data Protection and Privacy Notice

The Department for Digital, Culture, Media and Sport (DCMS) is responsible for how the information you provide is stored and processed. Information is being collected and processed by DCMS, via our ticketing agent SEE Tickets, for administrative purposes in relation to a commemorative event on 11 November 2018, to mark the centenary of the Armistice. Details submitted will only be shared with those third parties that are directly involved in the organisation and administration of the event, and may include, but are not limited to, UK Police forces and an events management company.

Why we are legally allowed to process your data?
Your personal data is being processed in compliance with Article 6(1)(a) of the General Data Protection Regulation (“GDPR”). All information will be processed in compliance with the Data Protection Act 2018 and GDPR.

Keeping your data
Your information will be retained for one year after the event for administrative purposes, after which it will be destroyed. DCMS undertakes to keep your data secure and only to process it for the purposes described in this notice.  

Disclosure of your data
DCMS will not disclose any information you provide unless required to do so by law in accordance with access to information regimes (the Freedom of Information Act 2000, the Data Protection Act 2018 and the Environmental Information Regulations 2004, GDPR).

Contact details for our Data Protection Officer
If you have any concerns about how the department is handling your personal data, you may contact the department’s Data Protection Officer (DPO). They can be contacted at the following postal and email addresses:

Paulina Jedwabska,
Data Protection Officer,
Department for Digital, Culture, Media & Sport
100 Parliament Street
London
SW1A 2BQ

dcmsdataprotection@culture.gov.uk

Your rights
You have the right to lodge a complaint with the independent Information Commissioner (ICO) if you think we are not handling your data fairly or in accordance with the law. You can contact the ICO at https://ico.org.uk/, or telephone 0303 123 1113.

Information Commissioner’s Office
Wycliffe House,
Water Lane,
Wilmslow,
Cheshire,
SK9 5AF.

You also have the following rights:

(a) to know that we are using your personal data
(b) to see what data we have about you
(c) to ask to have your data corrected, and to ask how we check the information we hold is accurate
(d) to ask to have your data deleted at any time
(e) to withdraw your consent for our processing of your data at any time.

By entering the ballot you are confirming that you have read and understood this statement and agree with its terms, and in particular you consent to having your personal data processed in the manner described.

The Ballot Rules and Terms and Conditions of the ballot are also available by writing to: armisticeprocession@culture.gov.uk

or:
The Armistice Team
Department for Digital, Culture, Media & Sport
100 Parliament Street,
Westminster,
London
SW1A 2BQ