Privacy Policy
Last Updated: 24 October 2026
Disclaimer: Raffle Sign is a fictitious raffle created for demonstration and testing purposes only. All organisations, contact details and arrangements described below are fictional. This Privacy Policy is an example and should not be used for a live service without appropriate review.
1. Introduction
1.1. Raffle Sign Promotions ("we", "us", "our") is committed to protecting the privacy and personal information of individuals who participate in Raffle Sign (the "Raffle").
1.2. This Privacy Policy explains how we collect, use, store, share and protect personal information when participants interact with our website, purchase raffle tickets, submit free postal entries or otherwise communicate with us.
1.3. We aim to process personal information fairly, lawfully and transparently in accordance with applicable UK data protection legislation, including:
- UK General Data Protection Regulation (UK GDPR).
- Data Protection Act 2018.
- Privacy and Electronic Communications Regulations 2003 (PECR), where applicable.
1.4. By using our website or entering the Raffle, participants acknowledge that their personal information will be processed as described in this Privacy Policy.
1.5. This Privacy Policy applies to both paid and free entrants.
2. Data Controller
2.1. Raffle Sign Promotions is the data controller responsible for determining how and why personal information is processed.
2.2. Our fictional contact details are:
Organisation: Raffle Sign Promotions
Address: 123 Example Street, Birmingham, B1 1AA, United Kingdom
Email: privacy@rafflesign.example
Website: https://rafflesign.example
2.3. Questions concerning this Privacy Policy or the handling of personal information may be directed to the email address above.
3. Personal Information We Collect
3.1. We may collect and process the following categories of personal information.
3.1.1. Identity Information
- Full name.
- Date of birth.
- Age confirmation.
- Information required to verify identity or eligibility.
3.1.2. Contact Information
- Email address.
- Postal address.
- Telephone number.
- Communication preferences.
3.1.3. Raffle Entry Information
- Raffle ticket numbers.
- Number of entries purchased or submitted.
- Date and time of entry.
- Entry method (paid or free).
- Entry status.
- Draw participation history.
- Prize allocation and claim information.
3.1.4. Payment Information
For paid entries, we may process:
- Transaction references.
- Payment amounts.
- Payment dates and times.
- Payment status.
- Refund information.
- Payment provider references.
We do not ordinarily store complete payment card numbers or card security codes.
Payment card information is processed by our designated third-party payment providers.
3.1.5. Technical Information
When participants access our website, we may collect:
- Internet Protocol (IP) address.
- Browser type and version.
- Device type.
- Operating system.
- Website access dates and times.
- Pages visited.
- Referral information.
- Security and diagnostic logs.
3.1.6. Communications
We may retain records of communications, including:
- Customer support enquiries.
- Complaints.
- Email correspondence.
- Prize claim enquiries.
- Requests relating to personal information.
4. How We Collect Personal Information
4.1. We collect personal information through several methods.
4.1.1. Directly from Participants
Information may be provided when participants:
- Register for an account.
- Purchase raffle tickets.
- Submit free postal entries.
- Contact customer support.
- Claim a prize.
- Update their personal information.
- Submit a complaint or enquiry.
4.1.2. Automatically Through Our Website
Certain technical information may be collected automatically through:
- Essential cookies.
- Server logs.
- Security monitoring systems.
- Website analytics, where enabled and appropriately consented to.
4.1.3. From Third Parties
We may receive relevant information from:
- Payment processing providers.
- Identity verification providers, where used.
- Delivery providers.
- Fraud prevention services.
We only collect information reasonably necessary for the purposes described in this Privacy Policy.
5. How We Use Personal Information
5.1. Personal information may be processed for the following purposes:
| Purpose | Lawful Basis |
|---|---|
| Registering participants and administering paid entries | Performance of a contract |
| Processing free postal entries | Performance of a contract |
| Allocating unique ticket numbers | Performance of a contract |
| Conducting the prize draw | Performance of a contract |
| Contacting winners | Performance of a contract |
| Verifying eligibility and identity | Contractual necessity, legal obligation or legitimate interests, as applicable |
| Delivering prizes | Performance of a contract |
| Processing payments and refunds | Performance of a contract |
| Preventing fraud and misuse | Legitimate interests |
| Maintaining website security | Legitimate interests |
| Responding to support enquiries | Contractual necessity or legitimate interests |
| Maintaining legally required records | Legal obligation |
| Sending optional marketing communications | Consent, where required |
| Non-essential website analytics | Consent, where required |
5.2. Where we rely on legitimate interests, we consider the necessity of processing and its potential impact on participants' rights and freedoms.
5.3. We will not use personal information for purposes incompatible with those for which it was originally collected unless permitted by law.
6. Free Postal Entries
6.1. Participants entering through the free postal entry method will receive the same level of privacy protection as paid entrants.
6.2. Free postal entries may require the following information:
- Full name.
- Date of birth.
- Postal address.
- Email address.
- Telephone number.
- Raffle identification.
6.3. This information will be used to:
- Verify eligibility.
- Register the entry.
- Allocate a unique ticket number.
- Include the entry in the prize draw.
- Contact participants where necessary.
- Notify winners and arrange prize delivery.
6.4. Postal entry information may be transferred into our electronic raffle administration system.
6.5. Physical entry forms will be securely stored while required and securely destroyed when no longer necessary.
6.6. Personal information collected through free postal entries will not automatically be used for marketing purposes.
7. Payment Processing
7.1. Paid entries are processed using third-party payment service providers.
7.2. Payment providers may collect and process information necessary to complete transactions, prevent fraud and comply with financial regulations.
7.3. Payment providers may act as independent data controllers for certain processing activities.
7.4. Participants should consult the relevant payment provider's privacy policy for further information.
7.5. We retain transaction references and related payment records where necessary for administration, reconciliation, refunds and legal compliance.
7.6. We do not sell payment information to third parties.
8. Cookies and Tracking Technologies
8.1. Our website may use cookies and similar technologies to provide essential functionality and improve the user experience.
8.1.1. Strictly Necessary Cookies
These may be used to:
- Maintain user sessions.
- Preserve raffle entry selections.
- Support authentication.
- Prevent fraudulent activity.
- Protect website security.
- Remember privacy preferences.
8.2. Strictly necessary cookies do not ordinarily require consent.
8.2.2. Analytics Cookies
Where enabled, analytics cookies may help us understand:
- Website visitor numbers.
- Page performance.
- Navigation patterns.
- Technical issues.
8.3. Non-essential analytics cookies will only be used where valid consent has been obtained.
8.2.3. Marketing Cookies
8.4. Marketing cookies may be used only where appropriate consent has been provided.
8.5. Participants may withdraw consent or modify cookie preferences at any time through the website's cookie settings.
8.6. Further information may be provided in a separate Cookie Policy.
9. Marketing Communications
9.1. We may offer participants the opportunity to receive information about future raffles, promotions and related activities.
9.2. Marketing communications will only be sent where we have a valid lawful basis and comply with applicable electronic marketing requirements.
9.3. Consent to marketing is optional and is not a condition of entering the Raffle.
9.4. Participants may withdraw marketing consent at any time.
9.5. Marketing emails will include an unsubscribe mechanism.
9.6. We will not automatically subscribe free postal entrants to marketing communications.
9.7. Withdrawing marketing consent will not affect participation in an existing valid raffle entry.
10. Sharing Personal Information
10.1. We may share personal information with trusted third parties where necessary to administer the Raffle.
These may include:
- Website hosting providers.
- Payment processing providers.
- Email delivery providers.
- Postal and courier services.
- Identity verification providers.
- IT support and security providers.
- Professional advisers.
- Regulatory authorities where legally required.
10.2. Third-party service providers acting as data processors will be required to process information in accordance with appropriate contractual and security obligations.
10.3. We will only share information reasonably necessary for the relevant purpose.
10.4. We do not sell personal information to third parties.
10.5. Personal information may be disclosed where required by law or where necessary to establish, exercise or defend legal claims.
11. International Data Transfers
11.1. We aim to store and process personal information within the United Kingdom wherever reasonably practicable.
11.2. Some third-party service providers may process information outside the United Kingdom.
11.3. Where international transfers occur, we will ensure that appropriate safeguards are in place as required by applicable data protection legislation.
11.4. Such safeguards may include:
- Transfers to countries covered by UK adequacy regulations.
- Appropriate contractual safeguards.
- Other lawful transfer mechanisms.
11.5. Participants may contact us for further information about applicable international transfer safeguards.
12. Data Retention
12.1. We retain personal information only for as long as reasonably necessary to fulfil the purposes for which it was collected.
12.2. Our illustrative retention periods are:
| Information | Retention Period |
|---|---|
| Raffle entry records | Up to 3 years after the draw |
| Payment and financial records | Up to 6 years, where required |
| Free postal entry records | Up to 3 years after the draw |
| Prize winner records | Up to 6 years where necessary |
| Customer support correspondence | Up to 3 years after resolution |
| Website security logs | Normally up to 90 days |
| Marketing preferences | Until consent is withdrawn or no longer required |
| Consent and suppression records | As long as reasonably necessary to demonstrate compliance |
12.3. Retention periods may be extended where necessary to comply with legal obligations, resolve disputes or establish legal claims.
12.4. When information is no longer required, it will be securely deleted, destroyed or anonymised.
12.5. The retention periods above are illustrative and must be reviewed before use in a live service.
13. Information Security
13.1. We take reasonable technical and organisational measures to protect personal information.
13.2. Security measures may include:
- Encryption of data in transit.
- Secure storage of personal information.
- Role-based access controls.
- Strong authentication.
- Restricted administrative access.
- Security monitoring and logging.
- Regular software updates.
- Secure backup procedures.
- Staff confidentiality requirements.
- Access auditing.
13.3. Access to personal information is restricted to authorised individuals who require it for legitimate operational purposes.
13.4. No method of electronic storage or transmission is completely secure. However, we aim to maintain appropriate safeguards proportionate to the risks involved.
13.5. Where a personal data breach occurs, we will investigate and take appropriate action, including notifying the Information Commissioner's Office (ICO) and affected individuals where legally required.
14. Participants' Data Protection Rights
14.1. Under applicable UK data protection legislation, participants may have the following rights:
14.1.1. Right of Access
Participants may request confirmation of whether their personal information is being processed and obtain a copy of that information.
14.1.2. Right to Rectification
Participants may request correction of inaccurate or incomplete personal information.
14.1.3. Right to Erasure
Participants may request deletion of their personal information in certain circumstances.
14.1.4. Right to Restrict Processing
Participants may request that processing of their personal information be restricted in certain circumstances.
14.1.5. Right to Data Portability
Participants may request certain personal information in a structured, commonly used and machine-readable format where applicable.
14.1.6. Right to Object
Participants may object to processing based on legitimate interests and may object to direct marketing at any time.
14.1.7. Right to Withdraw Consent
Where processing relies on consent, participants may withdraw that consent at any time.
14.2. These rights are subject to applicable legal conditions and exceptions.
14.3. Requests may be submitted to:
14.4. We will normally respond within one calendar month, subject to any lawful extension.
14.5. We may request additional information where reasonably necessary to verify identity.
14.6. Requests will generally be handled without charge, except where permitted by law.
15. Automated Decision-Making
15.1. The Raffle uses a random selection process to determine winning ticket numbers.
15.2. The random prize draw is not intended to profile participants or evaluate their personal characteristics.
15.3. We do not intend to use solely automated decision-making that produces legal or similarly significant effects on individuals within the meaning of applicable data protection legislation.
15.4. If our processing practices change materially, this Privacy Policy will be updated accordingly.
16. Children's Privacy
16.1. Raffle Sign is intended exclusively for individuals aged 18 years or over.
16.2. We do not knowingly accept entries from individuals under 18.
16.3. Where we discover that an underage individual has submitted an entry, we may invalidate that entry and delete associated information, subject to any applicable legal retention requirements.
16.4. Age verification may be undertaken where reasonably necessary.
17. Third-Party Websites
17.1. Our website may contain links to third-party websites or services.
17.2. We are not responsible for the privacy practices of independent third-party websites.
17.3. Participants should review the privacy policies of external services before providing personal information.
18. Changes to This Privacy Policy
18.1. We may update this Privacy Policy to reflect:
- Changes in applicable legislation.
- Changes to our operational practices.
- New website functionality.
- Changes to service providers.
- Improvements to privacy and security procedures.
18.2. The latest version will be published on our website.
18.3. The date of the most recent revision will be displayed at the top of this document.
18.4. Where changes materially affect how personal information is processed, we will provide appropriate notice where required.
19. Complaints
19.1. Participants who have concerns about how their personal information is handled should contact us in the first instance.
Email: privacy@rafflesign.example
19.2. We will investigate privacy complaints and aim to resolve them fairly and promptly.
19.3. Participants also have the right to complain to the UK Information Commissioner's Office (ICO).
Information Commissioner's Office
Website: https://ico.org.uk
Telephone: 0303 123 1113
19.4. Participants are not required to contact us before exercising their right to complain to the ICO.
20. Contact Information
For privacy enquiries, data protection requests or questions about this Privacy Policy, please contact:
Organisation: Raffle Sign Promotions
Address: 123 Example Street, Birmingham, B1 1AA, United Kingdom
Email: privacy@rafflesign.example
Website: https://rafflesign.example
End of Privacy Policy
This Privacy Policy is fictional and intended solely for demonstration, development and testing purposes. It does not constitute legal advice and should be reviewed and adapted before being used by a real organisation.