Privacy Policy
Last Updated October 2019
This privacy policy explains how we use any personal information we hold about you and your rights in this regard. We will respect any personal data that you share with us, we are committed to keeping your information secure and managing it in accordance with our privacy policy (described below) and our legal responsibilities under privacy and data protection laws.
What personal information do we collect and process?
We are required to have a lawful basis for processing your personal data and the new legislation places emphasis on us being accountable for, and transparent about this.
There are 6 lawful bases for processing an individual’s data, which are:
Consent: we have been given clear consent to process your personal data for a specific purpose
Legitimate interests: the processing is necessary for our legitimate interests or the legitimate interests of a third party, unless there is a good reason to protect the individual’s personal data which overrides those legitimate interests
Contract: the processing is necessary for a contract we have with you, or because you have asked us to take specific steps before entering into a contract
Legal obligation: the processing is necessary for us to comply with the law (not including contractual obligations)
Vital interests: the processing is necessary for us to protect someone’s life
Public task: the processing is necessary for us to perform a task in the public interest or for our official functions, and the task or function has a clear basis in law
In most cases, our lawful basis for processing data will be Consent, Contract, Legal obligation and Legitimate interest. We will explain why we are collecting data and what we will use it for.
We collect information from you if:
We log your Internet Protocol (IP) address, in order to receive and send information from and to you over the internet. Our website also uses cookies to enable online transactions, understand how people use our websites and inform our digital advertising. If you have left a comment on our website, your email and IP addresses will have been stored in our website’s database, and we may have saved your comment for evaluation purposes.
You signed up to our mailing list. We will record your contact details when you sign up to our mailing list so that we can keep you updated with our latest projects.
With your consent, we will contact you to let you know about our upcoming events (including but not exclusive to performances, talks, film screenings, donor events, workshops, and sharings), updates on our plans and the progress we are making. Each time we contact you, we will offer you the opportunity to opt-out.
You completed an online or paper feedback form following one of our performances, participatory projects, workshops, talks or other events.
If you attend one of the above, we may want to find out what you thought so that we can improve what we do. We’ll also ask for details of where you have come from so we can understand how far people travel to see us and we’ll ask for monitoring information so we can identify who our audiences are.
We use this information to improve our understanding of our audiences and potential supporters, and to target our communications more effectively. We may share this information with our funders, to help demonstrate the impact and reach of our work. This information is always anonymised and we do not share with them anything which identifies you.
We will collect data so we can build a picture of how we can improve the delivery of our projects and to engage with the widest possible group of people. If you took part in a workshop, conversation or event, we will collect data so that we can market these events better and discover who is interested in the sort of work we are doing and how we can continue to attract a diverse group of participants.
You have contacted us via email, via the contact form on our website or otherwise. Your email address may be stored in our company contact lists or database.
You have interacted with us on social media, either directly or indirectly. From time to time we save anonymised social media feedback and conversations for evaluation purposes.
You have donated money to us either via our website, JustGiving, cheque, cash, services in kind or given money in return for a product from our shop.
When you make a donation, we will keep a record of your contact details, the details of the gift (amount, date, purpose) and your Gift Aid status.
You have purchased an item from our online shop or at one of our events via paypal, cash, cheque, or debit/credit card.
We will retain your name and contact details. We will keep a record of your bank or debit card details used to make the purchase, but only as long as necessary, and solely to process your transaction.
You have told a venue or partner organisation co-presenting one of our projects, that you are happy for them to pass on your contact information to us.
You have submitted a job application or sent us your cv
If you apply for a job with us, we may ask for additional information about you. This is so we can improve how we target future employees, understand where individuals are finding out about opportunities with us, and who the people are that are applying. If we have requested you provide us with contact information for referees, they will only be contacted if you have been offered a job with us, and are deleted after the recruitment period ends.
You signed up to or attended one of our workshops, productions or events.
You have been contracted by us to provide a service.
You performed in one of our productions or projects.
As a minimum, we will usually collect:
Your name
Your contact details
Your date of birth
Your address
Your gender
Where it is appropriate we may also ask for:
Information relating to your health, for example if you are attending an event and we need to make sure we’ve made adjustments so you are able to freely attend.
Why you have decided to take part in one of our events, and / or what you felt about the experience.
Permission to contact you with future events or opportunities. We will only do this if you opt-in to receive this type of communication from us.
Personal information (including ethnicity etc), so we can better understand our audiences, members, donors and potential supporters and ensure our work is reaching as many people in as many places as possible. This type of information we collect from you is saved anonymously & securely, and any forms you complete that identify who you are will be permanently deleted.
The information we request from you enables us to ensure communications are relevant, and allows us to target our resources effectively.
Some of the information which we collect from you may constitute sensitive personal data. We will only ever use this in accordance with this policy and shall maintain necessary measures to protect this information and its confidentiality.
You can opt out at any time simply by contacting us here
How long do we store your data?
We will not retain personal data for longer than is necessary for the purpose it is required, and we’ll ensure it is securely deleted when no longer needed. We will review data to reduce the risk of it becoming inaccurate, out of date or irrelevant. Please let us know if you see any inaccuracy with the data that we are holding by emailing us here
Sharing your data
We do not sell or share personal details to third parties for the purposes of marketing. But, if we run an event in partnership with another named organisation your details may need to be shared. We will be very clear what will happen to your data when we share it and we shall not disclose your personal information unless obliged to, or allowed to do so by law.
We may share information about you with analytics providers for the purposes of improving our website.
Some people wish to share feedback with us about their experience of one of our projects. If we have the explicit and informed consent of the individuals, or their parent or guardian if they are under 18, this information may be made public by us at events, in materials promoting our work, or in documents such as annual company reports or project evaluation report .
How we keep your data safe and who has access
We ensure that there are appropriate technical controls in place to protect your personal details. The personal information that you provide will be held securely and will not be used for any other purpose than as provided for in this policy.
We undertake regular reviews of who has access to information that we hold to ensure that your information is only accessible by appropriately trained staff.
We may need to disclose your details if required to the police, regulatory bodies, enforcement agencies or legal advisors. We will only ever share your data in other circumstances if we have your explicit and informed consent.
Some of our suppliers run their operations outside the European Economic Area (EEA). Although they may not be subject to same data protection laws as companies based in the UK, we will take steps to make sure they provide an adequate level of protection in accordance with UK data protection law.
Your right to know what we know about you, make changes or ask us to stop using your data
You have a right to request a copy of the information that we hold about you.
If you would like a copy of some or all of the information we hold about you then please send a description of the information you want to see and a copy of proof of your identity (driving license or passport) here
If there are any discrepancies in the information we provide, please let us know and we will correct them. You have a right to ask us to stop using the information we hold about you and can do this by emailing us here
If you have any questions please send via the contact page, and for further information see the Information Commissioner’s guidance here (link is external)
Cookies
Cookies are files stored in your browser and are used by most websites to help personalise your web experience. For further information on cookies, visit www.aboutcookies.org or www.allaboutcookies.org.
We will use the information we collect as a result of you accepting a cookie from our site to track your use of the website and to compile reports on the use of the website overall by all visitors.
You can set up your browser not to accept cookies – and the websites above tell you how to remove cookies from your browser. In a few cases, some features of our website may not function fully as a result.
Changes to this policy
Our privacy policy is kept under regular review and we will place any updates on our website, you may wish to check it each time you visit our website. Any changes will apply from the time that they are posted to this page. If we make any significant changes in the way we treat your personal information we will make this clear on our website or by contacting you directly.
If you have any questions at all about the ways in which we collect and use your personal information please contact us here at any time.