Privacy Notice

Last updated: 24 October 2026 · Version 4

Who we are

FYB Limited (company number 17427970, registered office 21 Linden Road, Leatherhead, KT22 7JB, United Kingdom) operates this platform. Contact: hello@fyb.events.

The one thing to understand: two kinds of data

Your FYB account (we are the controller). When you sign up, your account belongs to the platform, not to any one burn. Your registration and profile details, login credentials, security logs and platform-wide preferences are held by FYB Limited as an independent controller, because you can use one account with any organisation on the platform. This notice governs that data.
Your data inside a burn (the burn is the controller). When you join an organisation as a member, buy a ticket, sign up as a lead, link or volunteer, take part in a meeting, ballot or election, or upload content for a burn, that data lives inside that organisation’s space on the platform. The organisation — a third-party burn organisation, a legal entity separate from FYB Limited — is the controller of that data and decides why it is collected and how long it is kept; FYB processes it only on the organisation’s instructions under a written data processing agreement. Requests about that data (access, correction, deletion) are decided by the organisation — we will pass your request on, or you can contact the organisation directly.
Theme camps (we are the controller). A theme camp on fyb is a group of fyb users that can take part in many burns, so the camp itself is held by FYB Limited as controller: its members, applications, internal shifts and tasks, inventory, and any parties it runs that aren’t part of a burn. When a camp takes part in a burn, that relationship belongs to the burn, which is the controller for it: the camp’s registration to attend, what it offers there and where and when, and any parties it hosts at that burn.

One practical consequence: leaving an organisation, or an organisation leaving the platform, does not delete your FYB account; and deleting your FYB account does not by itself delete records an organisation is legally required to keep (for example a company’s statutory register of members).

What we collect for your account and why

Data	Why	Lawful basis
Registration and profile data	To provide the account	Contract
Authentication and security logs	To keep the platform secure and prevent abuse	Legitimate interests
Platform preferences and notification settings	To run the service	Contract
ID pre-check: document type, result and your gate code. The ID image is kept only until it's reviewed	So you can give a code at any burn's gate instead of showing a document	Legitimate interests
Marketing email — only if you opt in	To send you news you asked for	Consent — withdraw any time in one click

In practice your account holds: your email and login, legal name, display/playa name, date of birth (required so we can verify eligibility for age-restricted events, camps and board elections, and for safeguarding), and optionally phone, photo and pronouns. Your public burner profile is off by default. Your Burner bio (your first burn, years you remember without a ticket and the answers you save) is private to you; entries it adds to your profile stay off your public profile until you switch them on, and a copy only goes to a burn when you apply to stand for its board. If you choose to sign in with Google, Google tells us your name, email address, picture and Google account ID. Optional welfare details (emergency contact, medical information, dietary requirements, accessibility needs) are special-category data: we ask for them only so event teams can keep you safe, we process them with your explicit consent, and you can remove them at any time. Technically, we also keep login session cookies (see the Cookie Policy), server logs which may include your IP address and browser details (including automatic error reports if a page crashes), and a record of when you accept terms, kept as proof of acceptance.

What we don’t do: no analytics trackers, no advertising, no profiling, no selling of data, no third-party marketing.

Inside a burn’s space: what that covers

When you form a relationship with a burn, specific details from your fyb account go to it. From then on the burn holds its own copy as controller: changing your fyb profile doesn’t change it, and deleting your fyb account doesn’t delete it. Ask the burn to correct or remove it. You can see what each burn has on My data.

When	The burn gets	What it keeps
You buy or hold a ticket	your name, your email, your answers to its checkout questions, children's names and dates of birth on your tickets	Your name and email stay on the ticket as the burn's own record. Checkout answers and children's details are removed if you delete your fyb account.
You become a member	your legal name, your burner name, your email, your phone number, your date of birth, your postal address	All of it, in the burn's register of members. Company law requires the register. Extras like your phone and date of birth are removed a year after you leave.
You take a team or lead role	your name, your email, your phone number, if you apply and you're under 18: that you are, your age and the name of the adult who manages your account	The name on the role and when you held it. Your email and phone are read from your fyb account while it exists, and aren't copied. Whether you're under 18 is read from your fyb account and isn't copied.
You volunteer or join a crew	your name, your email, your answers to its crew questions, your arrival and departure dates, if you're under 18: that you are, your age and the name of the adult who manages your account	Your sign-ups and dates. Your answers are removed if you delete your fyb account. Whether you're under 18 is read from your fyb account and isn't copied.
Your camp registers for the burn	your camp's name, the camp lead's name and email, if you're on the camp's roster: your dietary needs, allergies, emergency contact and arrival details	The camp's registration and roster for that burn, for the burn's own period (fyb suggests 2 years after the event).
You tell the hosts of a burn's event what you can't eat	counts of what people eating can't eat, your name and needs, only if you chose to be named	Nothing of its own. FYB keeps the answers and deletes them 30 days after the event or as soon as you do. They're left out of FYB's backups; our database host keeps emergency copies for 7 days, so a deleted answer is gone from those within a week. Copies the hosts print are theirs to destroy.
You apply to stand for a burn's board	a dated copy of your Burner bio for the years included, your declarations, your answers on contacting other burns, your private questions to its election reviewers	Its election reviewers keep each copy you send until 6 months after the meeting, or 6 months after your term ends if you're elected. Changing your fyb profile doesn't change a copy, and sharing changes no profile setting. You can stop sharing until the board decides, which clears every copy. The wording and time of your declarations stay with its governance record.
You join a burn's Discord from fyb	your fyb profile, your Discord username, that you joined, and when	Nothing is copied. The burn sees who joined while they're in. Taking your roles off there, unlinking Discord or deleting your fyb account stops it.

The data controlled by the organisation whose burn you interact with includes:

Tickets & checkout: tickets bought, prices paid, your answers to any questions the event asks at checkout, your media-consent choice, and check-in status. If you add a child to your ticket the organisation holds their name, date of birth and relationship to you (see “Children” below).
Applications: what you write in accessibility, carer or low-income applications.
Membership & governance: if you join a burn as a legal member, its statutory register of members holds your legal name, postal address, email and membership dates (see “The membership register” below). Standing for a board additionally requires the details Companies House needs from directors.
Board applications: when you apply to stand for a burn's board, the dated copies of your Burner bio you choose to share with its election reviewers, your declarations, your answers on contacting other burns you've attended, your answer about your skills and any questions you send the reviewers privately. The lawful basis is legitimate interests (assessing nominations under the burn's constitution). Declarations about conduct and what other burns tell the reviewers can concern alleged offences, so the burn needs a condition in schedule 1 of the Data Protection Act 2018 and an appropriate policy document. None of it goes into the burn's backups. Each time a reviewer opens your copy is recorded, and your data download lists it.
Voting: secret ballots are engineered so your vote cannot be linked back to you — by anyone, including administrators: who voted and what was voted are stored separately with no link between them. Show-of-hands votes and community art-grant votes are attributable by design, and that is stated wherever you cast one.
Payments: card details go directly from your browser to Stripe — they never touch our servers. Most burns take payments through their own Stripe account and are the merchant of record. A few older burns take them through fyb’s Stripe account, with fyb processing them for the burn. My data shows which applies to each of your payments. Payment references and amounts are kept as financial records.

Give, Take & Trade

Give, Take & Trade is our platform-wide noticeboard for passing on kit: giving it away, selling it second-hand, lending it, or asking to borrow it. It is FYB Limited’s own service, not a burn’s. Nothing is paid through fyb and we never record what changed hands.

Listings and requests: what you write, your photos, an asking price if you set one, and where the item can be collected from or brought to (a burn, an event, a region, or your home town, never an address). A public listing is public, including to people who are not signed in, unless you set it to signed-in burners only. Listings can also appear on your burner profile if you choose.
Home base and “I’ll be at”: your town, country and region, and the events you have said you are going to, pre-filled from your tickets. Town-level only by design.
Conversations: messages between you and the other person about a listing or request. Private to the two of you and to moderators looking into a report. Your own messages are in your data export; the other person’s are theirs.
Lending: who lent what to whom, the commitments the borrower agreed to, and the dates. If a loan is still out when one of you deletes their account, that record is kept, without a name, until the item is returned, because the other person’s side of it is theirs.
Who may borrow from you: if you lend to friends or friends of friends, we check the friendship graph to answer that, on the basis of our legitimate interest in running the feature as you configured it. If you lend to people in the same camp or with a ticket to the same burn, we check your camp memberships and tickets for the same reason.
Alerts: searches you save so we can tell you when something new matches, and a note of which listings we’ve already told you about (kept three months). Deleted with your account.
Camp libraries: kit a camp lends out is the camp’s, not yours, even when you’re its keeper. If you delete your account, the camp’s items pass to the camp’s founder rather than being deleted.
Moderation: reports, blocks, suspensions and granted capacity. Reports and suspensions are kept as moderation records after account deletion, with the person anonymised.

Listings, requests and conversations are deleted a year after they finish. Items in your lending library stay while your account does. Give, Take & Trade is for adults; it opens on your 18th birthday.

Who we share account data with (sub-processors)

Supabase, Inc. — database, sign-in and file storage, hosted in AWS eu-west-2, London, along with Supabase's own daily backups. Traffic to it passes through Cloudflare's network, which also caches stored files.
Vercel, Inc. — application hosting. fyb's server code runs in London, and UK visitors are served from Vercel's London network. Vercel keeps request logs (the page address, browser and country) for a day. Vercel is a US company.
GitHub, Inc. — a nightly backup of the database. The copy is made on GitHub's servers in the US, encrypted there, and the encrypted file is kept for 30 days. Secret ballots are left out.
AC PM LLC (Postmark) — sending email, including sign-in emails, and receiving replies to support requests. Postmark keeps messages for 45 days, in the US.
Google LLC (Google Workspace) — the mailboxes for fyb's own email addresses, such as hello@fyb.events and privacy@fyb.events. Emails you send to them are kept there, and so are the alerts fyb's admins get when someone signs up, which include that person's email address. Google keeps them in its data centres around the world.
Stripe — payment processing. Stripe stores and processes payment data in the US.
Google LLC (Google Drive) — encrypted backups of a burn's data, only if that burn turns them on and connects its own Drive. They're stored wherever the burn's Google account keeps its files. Google can't read them.
Cloudflare, Inc. — the Turnstile check on the sign-in and support forms, which sees your IP address and browser details to tell people from bots.

Some of these providers are US companies. Where data leaves the UK it is protected by UK-approved safeguards (the UK International Data Transfer Agreement, the UK Addendum to the EU Standard Contractual Clauses, or the UK Extension to the EU–US Data Privacy Framework). We also deal with Companies House, the UK government’s register of companies. When someone stands for a board, we check their name against its public search of disqualified directors. When someone is appointed to a board or leaves it, the law requires the burn to tell Companies House, and we prepare that filing for the burn to send. The organisation whose event you interact with sees the data it needs to run that event, with role-restricted access. We never share your data with anyone else unless the law requires it.

If you link your Discord account and join a burn’s Discord server from fyb, we keep your Discord username and account id, put your account in that server, and tell Discord which of the burn’s roles to give it: Community for everyone who joins this way, Member if you’re a member, Board if you’re a trustee, your circle’s team and leads roles, and Links or Leads, if you hold a seat, and an event’s attendees role if you have a ticket or said yes to it. Your account gets every one of these you qualify for, and people in those channels can see you’re there. Joining needs your fyb profile shared with the burn: its organisers see that you joined, your fyb profile and your Discord username. Discord Inc. (US) runs Discord as an independent controller under its own privacy policy, and what you post there stays with Discord. Unlinking, or deleting your fyb account, takes fyb’s roles off within the hour.

Parties and trips have no burn, so their hosts can give them a private channel on fyb’s own community Discord server instead. If you join one from the party’s page, we keep your Discord username and account id, put your account in that server, and give it the party’s role. Only the party’s hosts and the guests who said yes can see the channel, and they can see you’re in it. The role comes off when you leave the channel, stop coming, unlink Discord or delete your fyb account, and the channel goes when a host deletes it.

What Ducky posts about people. A burn that connects its Discord server can have fyb’s bot, Ducky, post there for it. Ducky’s posts ping nobody, and everyone who can read the channel sees them, which can be the whole server. This is what they say about people:

Gatherings: the title, time and place, a link to the gathering on fyb, and reminders a day and an hour before. They name nobody and never give the link to join online. A gathering for named people only is never posted, and one that isn’t public goes only to channels for a role.
New Links, leads and board members: if the burn switches these posts on, Ducky posts when you take a Link, lead or board seat, in the channel the burn chose and in the open channel of the seat’s circle. If the burn’s team page is for members only, it posts only in channels for a role. The post shows:
- the role you’ve taken, and its circle if it has one;
- the name on your seat, which can be the name the burn used when it invited you. If your name setting shows your first name only, or with the first letter of your surname, the post does the same. If you always use your playa name, the post shows the whole name on your seat, which can differ from the playa name on your profile;
- your pronouns, unless you’ve set them to show only on your profile or nowhere;
- your Discord account, if you joined that server from fyb;
- your profile photo, only while your burner profile is public;
- a link to the role and, while your profile is public, a link to your profile.
fyb can also post the people who already hold those seats, in the same way.
Applications: when someone applies for art, registers a theme camp or applies for a role, Ducky tells the burn in the channel it chose. These posts never name the person who applied. In a channel for a role they give the artwork’s or the camp’s name.

Discord keeps its own copy of each post, photo included. Making your profile private, leaving the seat or deleting your fyb account doesn’t change a post already made. To have a post taken down, ask the burn’s Discord moderators, or write to hello@fyb.events, with a link to the post if you can. While Ducky is still in that server we’ll delete the post ourselves; if it isn’t, we’ll ask the burn to.

Burn posts on Discord. If a burn uses Burn posts, its comms team can post to the burn’s Discord channels through Ducky, with the burn’s name and logo at the top. These posts ping nobody. What a post says is the burn’s. fyb keeps a record of each one: the words that were sent, who approved them, which channel it went to and Discord’s id for the message, so the burn can take it down. When Discord doesn’t say whether a post went out, fyb reads the channel’s recent messages to find it, and keeps only the id of Ducky’s own message; it keeps nothing of anyone else’s. People with a seat on a burn’s teams, and its board, can also post the same way to the channels that go with their seat or the board, some of which everyone in the server can read, with the name of the team, circle or board they post as above the burn’s; those posts aren’t approved by comms first, and comms can see and take down every one. Discord keeps its own copy of each post until the burn takes it down. If a burn post names you and you want it taken down, ask the burn, or write to hello@fyb.events with a link to the post. While Ducky is still in that server we’ll delete the post ourselves; if it isn’t, we’ll ask the burn to.

Maps on event pages. An event page can show a Google map of its venue, or of its area when the venue is held back from you. Nothing loads from Google until you tap Show map. Then your browser loads the map from Google, so Google sees your IP address and the place on the map, and may set its own cookies; Google LLC runs Maps as its own service, under its own privacy policy. fyb sends Google nothing itself and receives nothing back. After that first tap your browser remembers the choice and shows maps on event pages straight away; you can undo that on the Cookies page.

If the operation of fyb is transferred to another company in our corporate group, or to a successor operator of the platform, your personal data will transfer with it under the same protections and for the same purposes described here. We will tell you before that happens.

How long we keep account data

For the life of your account plus a month after you ask us to delete it, except where law requires longer (e.g. financial records) — and records held by organisations follow that organisation’s retention rules, not ours. In detail:

Your profile: until you delete your account, plus the one-month cooling-off window below.
Welfare details: until you remove them or delete your account.
Financial records (payments, ticket records): 6 years, as required by UK tax law — kept after account deletion, detached from your identity.
ID pre-check images: deleted within a week of review, and never kept past 90 days after the event, automatic. The result and your gate code are kept until you delete your account.
Sent-email content: purged after 90 days.
Membership register: the statutory core is kept as long as the law requires; everything voluntary is purged one year after membership ends.

Your rights

Access, rectification, erasure, restriction, objection, portability, and the right to withdraw consent where processing is based on consent.

See everything: download a complete copy of your data at Account → Data & Privacy (JSON export).
Delete your account: also under Account → Data & Privacy. There is a one-month cooling-off window (log back in to cancel), after which your profile is irreversibly anonymised: name, contact details, photo, welfare data and application answers are erased. Financial records the law requires us to keep are detached from your identity.
Anything you can’t do self-service: hello@fyb.events. We respond within one month. Requests about data inside a burn’s space are decided by that organisation — we will pass your request on.
You can complain to the Information Commissioner’s Office (ico.org.uk, 0303 123 1113). We’d appreciate the chance to fix it first.

The membership register — what deletion cannot delete

If you become a legal member of a burn, its register of members (legal name, address, email, membership dates) is a statutory record the organisation must keep by law, and members’ liability rules keep a ceased member’s entry legally relevant for one further year. Deleting your fyb account therefore does not remove you from a register you joined. Instead: your entry drops off the member-visible register immediately when you cease; all voluntary data (phone, date of birth, accessibility notes, guardian details) is purged one year after you cease; and the minimal statutory core is retained as the legal record. Register access is itself logged and rate-limited to prevent misuse.

Children

Events set their own age rules. If you add a child to your ticket, you confirm you are their parent or legal guardian and consent to their details being processed for entry and safety; a child’s details are deleted when you delete your account. Burns that admit under-18 members operate a guardian-consent and safeguarding review.

Looking for a camp: If you’re under 18, your profile is shown only to the leads of camps that take under-18s, never adults-only or sex-positive camps, with your age. fyb’s platform admins can see it too, for oversight.
Date of birth: If you’re under 18, you can’t change your date of birth yourself once it’s set. The adult who manages your account, or fyb support, can correct it. A support correction is recorded with who, why and both dates, and the dates are cleared when the account is deleted.
Minimum ages: If a role, crew or volunteer team has a minimum age, it’s checked against your date of birth when you apply or sign up.

Where your data lives

The database, sign-in and stored files are in the United Kingdom (Supabase, London region), and the app runs in London (Vercel). Some data goes outside the UK. The section on sharing above says which safeguards cover it. Email (Postmark) and card payments (Stripe) are handled in the United States. The nightly backup is made on GitHub’s servers in the United States and encrypted there. Google keeps the email sent to our own addresses, including the alert with your email address that our admins get when you sign up, in its data centres around the world. If a burn turns on encrypted backups to its own Google Drive, they’re kept wherever that burn’s Google account stores its files. Supabase and Vercel are US companies: Supabase’s support staff and its own sub-processors may be outside the UK, and Vercel’s terms name the US as its main place of processing.

Changes

We’ll post changes here with a new “last updated” date and version, and email you about material changes.