Privacy Policy
Last updated 20 August 2026
This page explains what the G-Star School of the Arts events website collects about students and their guests, why, who can see it, and how long it is kept. It covers this ticketing website only — not the school's other systems.
Most people using this site are under 18. It is written to be read by a student as well as a parent.
1. Who is responsible
G-Star School of the Arts operates this site and decides how the information on it is used. For anything on this page, contact ldickens@gstarschool.org.
2. What we collect
When a student buys a ticket or pays dues
| Information | Why we need it |
|---|---|
| First and last name | To identify the ticket holder at the door |
| Student ID number | To confirm the buyer is an enrolled student and to prevent duplicate purchases |
| Grade | To check eligibility where an event is limited to certain grades |
| Email address | To send the confirmation and the ticket |
| T-shirt size (some items only) | To fulfil the order |
| Amount paid, invoice number, PayPal reference | Financial record and to match a payment to a ticket |
| Whether and when the ticket was scanned | Attendance records and to stop one ticket admitting two people |
| Any discount code used | To apply the discount and account for it |
Guests who do not attend G-Star
Where an event allows guests, the student buying the ticket provides their guest's name so the school can approve the guest and admit them at the door. Some event forms have also asked for the guest's age and school.
The guest's age and school are collected so the school can check the online purchase against the signed guest approval form it holds for that guest. They are not used for any other purpose, and they are removed on the same schedule as everything else in section 6.
If you are the parent of a guest and want to know what the school holds about your child, or want it removed, email ldickens@gstarschool.org.
The student roster
So the site can check that a buyer is enrolled and in an eligible grade, the school loads a list of enrolled students into it: student ID, first name, last name and grade. No contact details, addresses, photographs or academic records are included in that list.
What we never collect
- No card or bank details. Payment takes place entirely on PayPal's own pages. Card numbers never reach this website.
- No home addresses, phone numbers or photographs.
- No academic, disciplinary or health information.
- No student accounts or passwords — students do not sign in.
3. Cookies and tracking
The public pages of this site — the event list, an event page, a ticket, and these policy pages — set no cookies, use no analytics or advertising trackers, and load nothing from third-party servers. Typefaces and images are served from this site itself. Staff signing in to the administration area receive one session cookie, used only to keep them signed in.
4. Who can see your information
- School office staff with an administrator account can see purchase records and export them to a spreadsheet for an event.
- Staff and volunteers working the door use a limited login to check tickets in. It shows the information needed to admit someone.
- Anyone holding a ticket link or the QR code can see the name, student ID and grade on that ticket. Treat your ticket like a ticket — don't post a photograph of it publicly.
Information is not sold, rented, or shared for advertising, and is not shared with other organisations except the service providers listed below.
5. Service providers
| Provider | What they handle |
|---|---|
| PayPal | Takes the payment. They receive the name and email you enter on their pages, the amount, an invoice reference, and the student ID number. Their own privacy policy applies to what they hold. |
| MailerSend | Delivers confirmation emails, which contain the student's name and student ID. |
| Microsoft Azure | Hosts the website and its database. |
The student ID number is attached to the payment deliberately. Because purchase records here are deleted after 90 days (section 6) while a card dispute can be raised for up to 180, it is the only thing that would still connect a disputed payment back to a student. A student ID is used rather than a name because it means nothing outside the school's own systems.
6. How long we keep it
Purchase records are deleted 90 days after the event they relate to. That includes the student's name, email address, student ID and grade, any guest details, the t-shirt size, and the payment references — the whole record, not part of it.
After that point this website holds nothing about the purchase. The payment itself remains with PayPal, under PayPal's own retention rules, and the school's finance office keeps its own accounting records separately from this site.
Events that have no date set are not covered by the automatic 90-day rule; those records are reviewed by hand.
7. Your choices
You can ask the school:
- what this site holds about you or your child;
- to correct anything that is wrong;
- to delete information, where the school does not need to keep it for a financial or safeguarding reason.
Requests are handled by the school administration. Please note that because records are deleted after 90 days, there may be nothing held about an event that has already passed.
Email ldickens@gstarschool.org. Please say which student and which event you are asking about, so the right records can be found.
8. Keeping it secure
Access to purchase records requires a staff account, and accounts are limited to what each role needs. Connections to the site are encrypted, records are held in a managed database rather than on a school computer, and card details are never handled by this site at all.
No system is perfect. If you think information has been exposed, or you have spotted a problem with this site, please tell us at ldickens@gstarschool.org — reports are welcome and will be looked at.
9. Changes to this policy
If what we collect or who we share it with changes, this page changes with it. The date at the top shows when it was last updated.
Questions about this page? Email ldickens@gstarschool.org. See also Terms & Conditions, or return to the event list.