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:
- Consent: you have given clear consent for us to process your personal data for a specific purpose.
- 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 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.
- 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. (This cannot apply if we are a public authority processing data to perform our official tasks.)
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 if:
- You have used our website theatre-rites.co.uk or any of our production specific websites (e.g. bankonitbank.com).
- 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, updates on our plans and the progress we are making. Each time we contact you, we will offer you the opportunity to unsubscribe.
- you completed a paper feedback form after one of our performances.
If you attended a performance, 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 our work and we’ll ask for monitoring information so we can identify who are 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 training workshop 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 via our website, cheque, cash, services in kind. 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 told a venue where we perform or partner organisation co-presenting one of our productions 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 have contacted us regarding auditions/and or have auditioned for us.
- You have been contracted by us to provide a service.
- You performed in one of our productions.
We will usually collect:
Your contact details
Your date of birth
When it is appropriate we may also ask for:
- Access requirements
- Why you have decided to take part in one of our events.
- Permission to contact with future events or opportunities. We will only do this if you opt-in to receive this information
- Monitoring information (including ethnicity) so we can better understand our audiences, potential collaborators and 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 and 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 that we collect from you may contain 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 by contacting us at firstname.lastname@example.org
How long will 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 at email@example.com.
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 about 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 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 reports.
How we keep your data safe and 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 of the EEA. Although they may not be subject to the 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.
You have the right to know what we know about you, make changes or ask us to stop using your personal data.
You have the right to request a copy of the information we hold about you. If you would like a copy of some or all 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 (drivers licence or passport) by post to THEATRE-RITES. We do not accept these requests by email, this is so we can ensure that we only provide personal data to the right person.
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 firstname.lastname@example.org.
If you have any questions please send these to email@example.com and for further information see the Information Commissioner’s guidance here https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/
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Changes to this policy
If you have any questions at all about the ways in which we collect and use your personal information please contact us at firstname.lastname@example.org