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Privacy Policy

Your Privacy

We are committed to protecting your personal information and being transparent about what information we hold about you.

Using personal information allows us to develop a better understanding of our patrons and in turn to provide you with relevant and timely information about the work that we do – both on and off stage.  As a charity, it also helps us to engage with potential donors and supporters.

ALNWICK DISTRICT PLAYHOUSE TRUST (ADPT)

DATA PROTECTION PRIVACY NOTICE

 

Alnwick District Playhouse Trust collects and uses personal information and is responsible as “controller” of that personal information under data protection law.

 

Personal information we collect and use

We collect various types of information and in a number of ways:

 

Information you give us

For example when you register on our website, buy tickets or membership, make a donation or apply to volunteer or join a community group we’ll store personal information you give us.

 

Information about your interaction with us

For example, when you visit our website, we collect information about how you interact with our content and ads.

 

Information from third parties

We occasionally receive information about you from third parties.  For example, we may use third party research companies such as Companies House, Press and Media articles and Social Media to provide general information about you, compiled using publicly available data.


Sensitive personal data

Data Protection law recognises that certain categories of personal information are more sensitive such as health information, race, religious beliefs and political opinions.  We do not usually collect this type of information about our patrons unless there is a clear reason for doing so.  For example we collect relevant health information about customers, volunteers and participants in our programme of classes and courses to better support their needs. We will always ask for your consent to process such information, and will only hold it for as long as is necessary to provide the service to you.

 

How we use your personal information

There are three bases under which we may process your data:

 

Contract purposes

When you make a purchase from us or make a donation to us, you are entering into a contract with us.  In order for us to perform this contract we need to process and store your data.

Legitimate business interests

In certain situations we collect and process your personal information for purposes that are in our legitimate organisational interests.

With your explicit consent

For any situations where the two bases above are not appropriate, we will instead ask for your explicit consent before using your personal information in that specific situation.

 

Marketing Communications

We aim to communicate with you about the work we do in ways that you find relevant, timely and respectful.  To do this we use data that we have stored about you, such as what events you have booked for in the past, as well as preferences you have told us about.

We use our legitimate organisational interest as the legal basis for communications by post and with your explicit consent for emails.  In the case of postal mailings, you may object to receiving these at any time by using the contact details at the end of this policy.  In the case of email, we will give you an opportunity to opt in to receiving them during your first purchase with us.  If you opt in, we will provide you with an option to unsubscribe in every email that we subsequently send you, or alternatively use the contact details at the end of this policy.

We will not contact you by telephone for marketing purposes. Please bear in mind that this does not apply to telephone calls or emails we may need to make to you related to your purchases (as above).

 

Fundraising Communications

We aim to communicate with you about fundraising development, opportunities and projects we do in ways that you find relevant, timely and respectful.  To do this we use data that we have stored about you, such as what events you have booked for in the past as well as past donations you have made.

We use our legitimate organisational interest as the legal basis for communications by post and with your explicit consent for emails.  In the case of postal mailings, you may object to receiving these at any time by using the contact details at the end of this policy.  In the case of email, we will give you an opportunity to opt in to receiving them during your first purchase with us.  If you opt in, we will provide you with an option to unsubscribe in every email that we subsequently send you, or alternatively use the contact details at the end of this policy.

We will not contact you by telephone for fundraising purposes. Please bear in mind that this does not apply to telephone calls or emails we may need to make to you related to your purchases (as above).

 

Other processing activities

In addition to marketing communications, we also process personal information in the following ways that are within our legitimate organisational interests:

We may analyse data we hold about you to ensure that the content and timing of communications that we send you are as relevant as possible.

We may analyse data we hold about you in order to identify and prevent fraud.

In order to improve our website we may analyse information about how you use it and the content and ads you interact with.

Contacting volunteer, community groups and members to advise of Playhouse opportunities and timetables.

In all of the above cases we will always keep your fundamental rights, interests and freedoms at the forefront to ensure they are not overridden by your own interests.  You have the right to object to any of this processing at any time.  If you wish to do this, please use the contact details at the end of this policy.  Please bear in mind that if you object this may affect our ability to carry out tasks above that are for your benefit.

 

Sharing of your personal information

We will not pass your personal data to third parties for marketing purposes.

There are certain circumstances under which we may disclose your personal information to third parties:

To our own service providers who process data on our behalf and on our instructions (for example our ticketing system software provider). In these cases we require that these third parties comply strictly with our instructions and with data protection laws, for example around security of personal data.

We may share personal information with other organisations, particularly The Audience Agency, and UK Theatre who use this to analyse ticket sales for national and regional research into patterns of Arts attendance in England. This assists with reporting to funders and strategic planning, helping us to make better business decisions. Your personal data is never used by them to contact you, nor passed or sold on to any other agencies or companies, and we have agreements in place to ensure this.

Where we are under a duty to disclose your personal information in order to comply with a legal obligation (for example to government bodies and law enforcement agencies).

 

How long we retain your personal information

We store your personal information to be able to process data for up to 5 years after your last ticket purchase or email engagement with us.

We store personal information for Playhouse volunteers, community or regular workshop groups for up to 5 years after your last ticket purchase or email engagement with us.

 

Transfer of your information out of the EEA

We will not transfer your personal data outside the European Economic Area (EEA).

 

Cookies

A cookie is a small file which is stored on your computer, tablet or phone when you visit a website. We use cookies to help us to provide you with a good experience when you visit our website, enable certain features of our online booking system and to analyse our website traffic.

How we use cookies

Necessary Cookies:

Enable you to log in to secured areas of our website and to make use of our online booking system.

Analytical Cookies:

These cookies enable us to count the number of visitors using our website and how our website is being used.  This helps us to improve how our website performs for its users.

The website uses Google Analytics, a service which transmits website traffic data from our website to a Google service to be analysed.  The information that is generated using these cookies is transferred to and stored on Google servers in the United States.  Google uses this information to evaluate and provide reports for website operators.  Google may also transfer this information to third parties if required to do so by law.  Google does not identify individual users or associate information with any other data held by Google.

You can find out more about how this works and see Google’s privacy policy here:

https://www.google.com/intl/en/policies/privacy/

You can also op-out of Google Analytics here: https://tools.google.com/dlpage/gaoptout

Cookie control

If you wish to restrict, block or delete the cookies which are set by any websites, you can generally do this through your browser settings.

If you set your internet browser preferences to block all cookies, you may not be able to access all or parts of our site [or make purchases from our store].

If you delete cookies relating to this website we will not remember things about you, including your cookie preferences, and you will be treated as a first-time visitor the next time you visit the site.

 

Your debit and credit card information

If you use your credit or debit card to purchase from us or to make a donation, we will ensure that this is carried out securely and in accordance with the Payment Card Industry Data Security Standard (PCI-DSS). You can find more information about this standard here https://www.pcisecuritystandards.org/document_library

We optionally allow you to store your card details for use in a future transaction.  This is carried out in compliance with PCI-DSS and in a way where none of our staff members are able to see your full card number.  We never store your three or four digit security code.

 

Maintaining your personal information

We store your personal information so for any subsequent purchases you make we are able to link them back to a single unique record that we hold for you on our system.

We store your personal information to be able to process data for up to 5 years after your last ticket purchase or email engagement with us.

We store personal information for Playhouse volunteers, community or regular workshop groups for up to 5 years after your last ticket purchase or email engagement with us.

Any objections you make to any processing of your data will be stored against your record on our system so that we can comply with your requests.

If there are aspects of your record that are inaccurate or that you would like to remove, you can usually do this by logging into your account through our website.  Alternatively please use the contact details at the end of the policy.

 

Your rights

You have a number of rights under the General Data Protection Regulation, including the right to access to your personal information; to require us to correct any mistakes in your information which we hold; to require the erasure of personal information concerning you in certain situations; to receive the personal information concerning you which you have provided to us, in a structured, commonly used and machine-readable format and the right to transmit that data to a third party in certain situations; to object at any time to processing of personal information concerning you for direct marketing; to object to decisions being taken by automated means which produce legal effects concerning you or similarly significantly affect you; and to object in certain other situations to our continued processing of your personal information, and to restrict our processing of your personal information in certain circumstances. If you would like to exercise any of those rights, please contact us.

 

Security of your personal information

We have appropriate security measures in place to prevent personal information from being accidentally lost or used or accessed in an unauthorised way. We also have procedures in place to deal with any suspected data security breach.

 

Contact details and further information

Please get in contact with us if you have any questions about any aspect of this privacy policy and in particular if you would like to object to any processing of your personal information that we carry out for our legitimate organisational interests.

 

Alnwick Playhouse District Trust

Bondgate Without

Alnwick

Northumberland

NE66 1PQ

 

01665 660550

info@alnwickplayhouse.co.uk

 

How to make a complaint

We hope that we will be able to resolve any questions or concerns you may have about use of your information.

The supervisory authority for data protection complaints in the UK is the Information Commissioner who may be contacted at their website: https://ico.org.uk/concerns or by telephone on 0303 123 1113.

Register Charity Number1020404
Date of Policy1 June 2023
Policy issue number3
Review date1 June 2024