Privacy Policy & Privacy Notices

 

Contents

1. Contents

2. Document Control

1. Publication & Review Frequency

2. Version History

3. Introduction

4. Distribution of Privacy Notices

5. Privacy Notice Changes

6. Privacy Notice – Patrons, Customers, Members and Volunteers

1. Summary

2. Full Notice

7. Privacy Notice – Employees and Applicants

1. Summary

2. Full Notice

8. Privacy Notice – Suppliers

3. Summary

4. Full Notice

9. References and Related Information

 

 

2. Document Control

 

1. Publication & Review Frequency

This policy was created by:   Craig Tolley

It was approved on:

This policy became operational on:

This policy requires review in:

2. Version History

Version

Amendments

Date

Amended By

0.1

Initial Draft

14 May 2018

Craig Tolley

 

 

3. Introduction

 

The General Data Protection Regulation provides clear guidance on how privacy information must be communicated to data subjects.

GDPR requires that privacy notices are:

 

1. Concise, transparent, intelligible and easily accessible

 

2. Written in clear and plain language

 

3. Free of charge

Following these requirements for clear privacy notices, The Angles Theatre has decided to adopt a multiple privacy notice policy, targeted at different groups of data subjects and business purposes. This allows the information to be kept specific and makes notices both shorter and clearer.

 

4. Distribution of Privacy Notices

 

This policy contains the full wording of our Privacy Notices for each group of data subjects (see sections 6 -8). These notices must be freely and easily accessible to all affected subjects.  This will include, but not be limited to, making notices available on our website, attaching to paper forms and displaying in public areas.

The Summary version of the privacy notice (see Section 6.1, 7.1, 8.1) must be prominently available to people at the point of data collection and must point data subjects towards the full notice, should they wish to read this.

Privacy notices should not limited to being a single document. Privacy information must be communicated at various points in the data collection process; for example in a web form, as a popup, or as part of a telephone conversation.  Anyone involved in the data protection process has a responsibility to ensure that privacy information is clearly communicated at the point of collection, including explaining why the information is needed and what it will be used for.

 

5. Privacy Notice Changes

 

As our business activities change, the information that we collect and how we use it may also change. Our privacy notices must be updated to reflect these changes before the new data is collected or changes are made to the way existing data is held and used.

Depending on the changes being made, we may decide to notify the affected data subjects. Minor changes, such as business contact details or collecting a small amount of additional data from new people, will not require notification. Significant changes, such as new categories of information being collected, new uses for existing data or changes to third parties who we share the data with must be notified to all existing data subjects at least two weeks before the proposed changes are put into effect. This allows existing subjects to update their preferences or request changes to their data that we hold before such changes are made.

6. Privacy Notice – Patrons, Customers, Members and Volunteers

 

1. Summary

The Angles Theatre collects and uses your personal information to:

• provide you with tickets for the Theatre

• provide marketing communications (subject to your specific consent)

• register your willingness and facilitate your participation as a volunteer at the Theatre

• register and manage your memberships

• allow for the hire of facilities

• process donations

Information will only be collected in order to fulfil our contractual obligations, for legitimate interests of the Theatre, or subject to your consent. To allow the Theatre to fulfil its business and legal obligations some information may be shared with third parties. Our full privacy notice can be found on our website or is available from the Angles Theatre on request.

 

2. Full Notice

Welcome to the Angles Theatre. We respect your privacy and we are committed to protecting your personal data. This privacy notice will tell you who we are, what data we collect and why, how we look after your personal data and tell you about your privacy rights and how the law protects you.

Our website may contain links to the websites of other organisations. 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.

Who are we?

We are the Wisbech Theatre Trust, also known as The Angles Theatre. We are a registered charity, number 278240. We can be contacted using any of the methods below:

• By post or in person:  Alexandra Road, Wisbech, Cambridgeshire, PE13 1HQ

• From our website:  www.anglestheatre.co.uk

• By email:  box.office@anglestheatre.co.uk

• By telephone:  01945 474447

 

Under data protection laws, we are the data controller in relation to your personal information. This means we are responsible for deciding what information to collect about you and how it is used.

 

 

How do we collect your information?

You give us your information when you:

• buy a ticket in person at the box office, by phone or online via our website

• join the Anglers, Ratz or Fortune Club membership schemes

• register as a volunteer or volunteer your time

• sign up for one of our other events or workshops

• hire one of our facilities

• make a donation

• communicate with us

• sign up to receive emails from us

What information do we collect about you and why?

The information we hold about you may include:

• names

• contact information such as postal address, telephone numbers and email addresses

• ticket and event history

• billing address information

• Direct Debit instructions for memberships or donations

• bank account details

• donation history

• Gift Aid declaration

• your preferences for how we communicate with you about our activities

• communications between yourself and the Theatre

• information that is available publicly

• your IP address and other similar computer information and logs

We maintain a record of your transaction history, but we never store your payment card number (although we keep a note of the last four digits to help us identify transactions).

We keep a record of the emails we send you, and we may track whether you receive or open them so we can make sure we are sending you the most relevant information.

 

How do we use this information?

This information, alongside your purchase, membership, volunteering or donation history, is used to select and inform you of other relevant events or activities we think may be of interest to you, as well as opportunities to support our work as an Arts Charity.

We use your data to:

• provide you with the show tickets or respond to information you have asked for

• contact you if there are any important changes to your booking

• administer your ticket sale, Angler, Ratz or Fortune Club membership or donation, including processing gift aid

• keep a record of your relationship with us

• ensure we know how you prefer to be contacted

• occasionally undertake customer research to help us understand how we can improve our services or information

• administer and manage the hire of our facilities

• tell you about changes in our services or new services, events offers, and opportunities to support us that we think you’ll find of interest

If you do not want to receive information by post or email about events, offers, our fundraising activities, volunteer opportunities or customer research, you have the option to change any of your contact preferences at any time by logging into your account online, or by contacting the Box Office using the contact details above.

We collect and use this information because either we:

• have your consent to use this information

• need it to fulfil the contract between The Angles Theatre and you

• need your personal information for our legitimate interests, which are to meet and manage our responsibilities described above

• need it to comply with the law

You do have the right to object to how we process your personal information, or ask us to restrict processing.

If you decline to provide your personal information to us, then we may not be able to perform the actions mentioned above, either because you have not consented, we have insufficient data to enter into a contract or have insufficient data to meet our statutory requirements.

How long do you keep my data?

We keep identifiable data related to a bookings, memberships and volunteers for 2 years from the date of the last booking, end of your membership or since your last volunteered time. After this period, we will anonymise the data and keep it only for statistical and analytical purposes.

Any communications we have with you may also be kept for up to two years from the date of the last communication we have with you.

If you have a made a donation with a Gift Aid declaration, we are obliged to keep the declaration and the details of the person who made it for 7 years.

If you enter into a contract to hire our facilities then the information will be held for up to 7 years.

Do you share my information with Third Parties?

We may need to pass your personal information on to third parties in order to fulfil our contract with you, or to meet or legal requirements. These third parties include our ticketing system provider, card payment processor and email mailing service.

For Ratz members who are under 16 years of age and performing in a show, we are legally required to ensure that they are licensed. For us to obtain these performance licenses, we will share your personal information with the relevant Local Authority.

We may also be required by law to share information with third parties. For example, in the event of safeguarding issues or to provide information to HMRC in relation to Gift Aid donations.

We may also use anonymised, aggregated information as part of our reporting for funding and grant applications or to bodies such as the Audience Agency. This data will never contain personal information and will only be used in the legitimate interests of the Theatre.

Your personal data is never sold on to any other agencies or companies.

What are my rights?

You have a number of rights under the data protection laws. These are:

• to request access to your personal information

• to request that your personal information is corrected if it is out of date, inaccurate or incomplete

• to request that your personal information is deleted or removed from our records or systems

• to make a complaint to the Information Commissioner’s Office

In addition, you also have the right to:

• withdraw your consent for us to process your information (if consent is required)

• object to or restrict the processing of your personal information (where we don’t need your consent)

• to obtain an electronic file of your personal information or have it transferred to another data controller in limited circumstances

If you would like to update your information or exercise your other rights, you can contact us using the information above.

Some of your rights are restricted and only apply in certain circumstances. For example, we may refuse to delete your personal information whilst we still require it for a valid purpose. If we are unable to meet your request we will explain why.

Changes to this Privacy Notice

We may make changes to this notice from time to time. If there are significant changes then we will notify you.

7. Privacy Notice – Employees and Applicants

 

1. Summary

The Angles Theatre collects and uses your personal information in order to manage the recruitment of employees and the management of employees. We collect information in order to fulfil our contractual obligations or for the legitimate interests of the Theatre. Some information may be shared with third parties. Our full privacy notice can be found on our website, or is available on request.

2. Full Notice

Welcome to the Angles Theatre. We respect your privacy and we are committed to protecting your personal data. This privacy notice will tell you who we are, what data we collect and why, how we look after your personal data and tell you about your privacy rights and how the law protects you.

Who are we?

We are the Wisbech Theatre Trust, also known as The Angles Theatre. We are a registered charity, number 278240. We can be contacted using any of the methods below:

• By post or in person:  Alexandra Road, Wisbech, Cambridgeshire, PE13 1HQ

• From our website:  www.anglestheatre.co.uk

• By email:  office@anglestheatre.co.uk

• By telephone:  01945 474447

Under data protection laws, we are the data controller in relation to your personal information. This means we are responsible for deciding what information to collect about you and how it is used.

How do we collect your information?

You give us your information when you:

• Apply for a position

• Are appointed to a position

What information do we collect about you and why?

The information we hold about you may include:

• names

• contact information such as postal address, telephone numbers and email addresses

• gender and marital status

• emergency contact information

• residency, nationality and work permit status

• national insurance number, other taxpayer identification numbers

• banking details

• sick pay, pensions, insurance and other benefits information

• work history, education, professional, training and qualification records

• photographs, usernames and information used for access cards, IT and work place security

• usage data gathered from mobile devices

• disabilities and medical information

• information about the termination on employment

• criminal convictions

• IT usage records

 

How do we use this information?

This information is used to meet our obligations in connection with your employment by The Angles Theatre. This includes providing pay and benefits as well as corresponding with you.

We will also use this information to support your employment. This will include absence management, training and development, health and safety, performance and rewards.

In general, we do not require your consent to process this information as we:

• need it to fulfil the contract of employment between The Angles Theatre and you

• need your personal information for our legitimate interests, which are to meet and manage our responsibilities described above

• need it to comply with the law

You do have the right to object to how we process your personal information, or ask us to restrict processing.

Some of the information we collect is known as ‘sensitive personal data’ where the rules about how we process it are stricter. We will only collect and use this information with your explicit consent, for example diversity information, or if we are permitted to do so by law, such as exemptions listed in data protection law.

If you decline to provide the information requested then we may be unable to process your application or enter into a contract of employment.

How long do you keep my data?

We will keep your personal information for as long as we are using it for the purposes explained in this notice.

For employees and successful applicants, your data will be retained for up to 7 years following the end of employment.

For unsuccessful applicants, your data will be retained for 6 months following the appointment.

Do you share my information with Third Parties?

We may need to pass your personal information on to third parties in order to fulfil our obligations as an employer, to meet or legal requirements or where it is in the legitimate interests of the Theatre. These third parties include but are not limited to HMRC, student loan providers, and payroll administration companies.

Your personal data is never sold on to any other agencies or companies.

What are my rights?

You have a number of rights under the data protection laws. These are:

• to request access to your personal information

• to request that your personal information is corrected if it is out of date, inaccurate or incomplete

• to request that your personal information is deleted or removed from our records or systems

• to make a complaint to the Information Commissioner’s Office

In addition, you also have the right to:

• withdraw your consent for us to process your information (if consent is required)

• object to or restrict the processing of your personal information (where we don’t need your consent)

• to obtain an electronic file of your personal information or have it transferred to another data controller in limited circumstances

If you would like to update your information or exercise your other rights, you can contact us using the information above.

Some of your rights are restricted and only apply in certain circumstances. For example, we may refuse to delete your personal information whilst we still require it for a valid purpose. If we are unable to meet your request we will explain why.

Changes to this Privacy Notice

We may make changes to this notice from time to time. If there are significant changes then we will notify you.

 

8. Privacy Notice – Suppliers

 

1. Summary

The Angles Theatre collects and uses your personal information in order to manage our communications and contracts with you as a supplier. We collect information in order to fulfil our contractual obligations or for the legitimate interests of the Theatre. Some information may be shared with third parties. Our full privacy notice can be found on our website, or is available on request.

2. Full Notice

Welcome to the Angles Theatre. We respect your privacy and we are committed to protecting your personal data. This privacy notice will tell you who we are, what data we collect and why, how we look after your personal data and tell you about your privacy rights and how the law protects you.

Who are we?

We are the Wisbech Theatre Trust, also known as The Angles Theatre. We are a registered charity, number 278240. We can be contacted using any of the methods below:

• By post or in person:  Alexandra Road, Wisbech, Cambridgeshire, PE13 1HQ

• From our website:  www.anglestheatre.co.uk

• By email:  office@anglestheatre.co.uk

• By telephone:  01945 474447

Under data protection laws, we are the data controller in relation to your personal information. This means we are responsible for deciding what information to collect about you and how it is used.

How do we collect your information?

You give us your information when:

• we contact you in relation to the supply of goods or services

• you contact us in relation to the supply of goods or services

What information do we collect about you and why?

The information we hold about you may include:

• Names

• Contact information such as postal address, telephone numbers and email addresses

• Your business details and registrations

• Banking details

• Details of previous transactions

How do we use this information?

This information is used by us to:

• Manage and facilitate the provision of products and/or services by you to us

• Respond to any enquiry or feedback from you

• Compliance with legal requirements

• Contact you about placing orders

In all of the above use cases, the legal basis upon which we process this data are:

• Processing for the performance of a contract

• Our legitimate interests

We will only use the data that we hold where it is fair to do so.

This information is provided as part of a contract between The Angles Theatre and you as a supplier, or provided with your consent to allow communications such that a contract may be entered into in the future. If you do not provide this information then we may not be able to enter into any contracts or contact you for information.

How long do you keep my data?

We will keep your personal information for as long as we are using it for the purposes explained in this notice.

For suppliers whom we have negotiated a contract with, information will be held for up to 7 years.

For suppliers where we have communicated, but not entered into a contract with, information will be held for up to 2 years.

Do you share my information with Third Parties?

We may need to pass your personal information on to third parties in order to fulfil our contract with you, or to meet or legal requirements. These third parties may include, for example, our payments processors

Your personal data is never sold on to any other agencies or companies.

What are my rights?

You have a number of rights under the data protection laws. These are:

• to request access to your personal information

• to request that your personal information is corrected if it is out of date, inaccurate or incomplete

• to request that your personal information is deleted or removed from our records or systems

• to make a complaint to the Information Commissioner’s Office

In addition, you also have the right to:

• withdraw your consent for us to process your information (if consent is required)

• object to or restrict the processing of your personal information (where we don’t need your consent)

• to obtain an electronic file of your personal information or have it transferred to another data controller in limited circumstances

If you would like to update your information or exercise your other rights, you can contact us using the information above.

Some of your rights are restricted and only apply in certain circumstances. For example, we may refuse to delete your personal information whilst we still require it for a valid purpose. If we are unable to meet your request we will explain why.

Changes to this Privacy Notice

We may make changes to this notice from time to time. If there are significant changes then we will notify you.

 

 

9. References and Related Information

 

This policy has been created by following the guidance from the Information Commissioner’s Office. The guidance can be found here: https://ico.org.uk/for-organisations/guide-to-data-protection/privacy-notices-transparency-and-control

It is intended that this covers the requirements of the GDPR Articles 12, 13 and 14 in the following document: http://eur-lex.europa.eu/legal-content/EN/TXT/PDF/?uri=CELEX:32016R0679&from=EN

 

We are grateful for the support from the Wisbech Round Table

Privacy Policy

Telephone: 01945 47 44 47

Email: office@anglestheatre.co.uk

 

The Wisbech Angles Theatre Council • Charity number 278240

We are grateful for the support from the Wisbech Round Table