About this Policy
This policy explains when and why we collect personal information about our Members, Friends and Mailing List, how we use it and how we keep it secure and your rights in relation to it. We may collect, use and store your personal data, as described in this Data Privacy Policy and as described when we collect data from you.
We reserve the right to amend this Data Privacy Policy from time to time without prior notice. You are advised to check our website – www.cotswoldplayhouse.co.uk - or the theatre noticeboard regularly for any amendments (but amendments will not be made retrospectively).
We will always comply with the General Data Protection Regulation (GDPR) when dealing with your personal data. Further details on the GDPR can be found at the website for the Information Commissioner (www.ico.gov.uk). For the purposes of the GDPR, we will be the “controller” of all personal data we hold about you.
What information we collect and why
In terms of personal information, we deal with three categories of contacts: Our mailing list, Friends and Members.
Mailing List
Anyone can join our email-only mailing list at no cost and in doing so they must give informed consent to our communications with them.
Type of Information | Purpose | Legal Basis of Processing |
Name and email address | Provision of details of forthcoming events at the Playhouse | Double opt-in informed consent via our mailing list software |
If you use Ticketsource to book your tickets, we will store your contact details and booking data | Management of the booking process | Informed consent via our booking software |
Friends
Friends pay a fee to support the Playhouse and in return are informed of forthcoming events, offered concessionary tickets and invited to become more involved if they wish. They renew annually. Their data is used on the GDPR basis of legitimate interest.
Type of Information | Purpose | Legal Basis of Processing |
Name, address, email and telephone numbers | Provision of details of forthcoming events at the Playhouse, providing access to concessionary prices and requesting help in other areas | Performing our contract with the Friend and for the purposes of our legitimate interests in running the organisation |
Date joined, date paid, amount paid and how paid. (No card or bank details are stored) | Management of their subscription | Performing our contract with the Friend and for the purposes of our legitimate interests in running the organisation |
Expressed interest in helping in other areas | Enabling us to involve them in the areas of their interest | For the purposes of our legitimate interests in meeting our Friends’ expectations |
If you use Ticketsource to book your tickets, we will store your contact details and booking data | Management of the booking process | For the purposes of our legitimate interests in running the organisation |
Members
Members may or may not pay a fee depending on their type of membership. They have joined a club to be kept informed as above with Friends but they also expect to be kept informed of all Playhouse activities including but not limited to auditions, members’ evenings, social events, rotas, etc. They renew annually. Their data is used on the GDPR basis of legitimate interest.
Type of Information | Purpose | Legal Basis of Processing |
Name, address, email and telephone numbers | Provision of details of forthcoming events at the Playhouse, providing access to concessionary prices and requesting help in other areas | Performing our contract with the Member and for the purposes of our legitimate interests in running the organisation |
Date joined, date paid, amount paid and how paid. (No card or bank details are stored) | Management of their subscription | Performing our contract with the Member and for the purposes of our legitimate interests in running the organisation |
Date of birth and/or age group | Required for child protection and/or casting reasons. | For the purposes of our legitimate interests in running the organisation and/or to meet child protection legislation |
If you use Ticketsource to book your tickets, we will store your contact details and booking data | Management of the booking process | For the purposes of our legitimate interests in running the organisation |
Theatre areas of interest | To provide members with information on areas in which they are specifically interested | For the purposes of our legitimate interests in running the organisation |
Dates when FoH or similar duties are undertaken | To enable us to schedule staffing of events and to enable members to meet their membership obligations | For the purposes of our legitimate interests in running the organisation |
Licensed chaperone data: Names, licence details and dates | To keep the required data on members who are licensed chaperones | For the purposes of our legitimate interests in running the organisation and to meet child protection legislation |
Members under 16: Parental consent forms | As required by child protection legislation | For the purposes of our legitimate interests in running the organisation and to meet child protection legislation |
Child performer data: County Council licence paperwork, photograph, parental consent, previous performance details | To keep the required data on young members who are cast in a production as required by child protection legislation | For the purposes of our legitimate interests in running the organisation and to meet child protection legislation |
Costume measurements | To be able to make costumes | For the purposes of our legitimate interests in running the organisation |
Names and email addresses of lapsed members | Many members join only when they wish to be in a specific performance so we keep them updated on forthcoming productions. | For the purposes of our legitimate interests in running the organisation |
Photography Permissions
When they join, we ask Members for their permission to use still and moving images including them online or in social media. If you give permission, you may rescind this permission at any time and we will not use your image after that. However, we will be unable to remove images which were posted while we had your permission.
No photograhy will be undertaken without prior warning. If you do not give permission, then you must remove yourself from all photography sessions.
('Photography' includes both still and moving images.)
How we protect your personal dataHow we protect your personal data
We will not transfer your personal data outside the EU without your consent.
We have implemented generally accepted standards of technology and operational security in order to protect personal data from loss, misuse, or unauthorised alteration or destruction. Please note however that information transmited to us over the internet this can never be guaranteed to be 100% secure.
For any payments which we take from you online we will use a recognised online secure payment system. We do not process online payments ourselves and do not store card or bank details.
We will notify you promptly in the event of any breach of your personal data which might expose you to serious risk.
- List item one
- List item two
- List item three
Who else has access to the information you provide us?
We will never sell your personal data. We will not share your personal data with any third parties without your prior consent (which you are free to withhold) other than in order to comply with any legal obligation.We will never sell your personal data. We will not share your personal data with any third parties without your prior consent (which you are free to withhold) other than in order to comply with any legal obligation.
How long do we keep your information?
We will hold your personal data on our systems for as long as you are a Member or Friend of the Cotswold Players and for as long afterwards as it is in our legitimate interest to do so or for as long as is necessary to comply with our legal obligations. We will review your personal data periodically to establish whether we are still entitled to process it.
Your rights
You have rights under the GDPR:
(a) to access your personal data
(b) to be provided with information about how your personal data is processed
(c) to have your personal data corrected
(d) to have your personal data erased in certain circumstances
(e) to object to or restrict how your personal data is processed
(f) to have your personal data transferred to yourself or to another business in certain circumstances.
You have the right to take any complaints about how we process your personal data to the Information Commissioner: https://ico.org.uk/concerns/ 0303 123 1113.
Website
The Playhouse website use cookies to distinguish you from other users of our website. This helps us to provide you with a good experience when you browse our website and allows us to make improvements.
Our web site is SSL certified and uses HTTPS - SSL (Secure Sockets Layer) is the standard security technology for establishing an encrypted link between a web server and a browser. This link ensures that all data passed between the web server and browsers remain private and integral.
Our site may, from time to time, contain links to and from the websites of others. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to these websites.
Passwords
Where we have given you (or where you have chosen) a password which enables you to access to certain parts of the Playhouse website, you are responsible for keeping this password confidential. We ask you not to share passwords with anyone.
Contact Details
Questions, comments and requests regarding this privacy policy are welcomed and should be addressed to the Chairman here.