At Beaconsfield Theatre Group 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. As a club, it is important in enabling us to keep our members informed and help them engage with club activities. As a business it helps us develop our relationships with our hiring customers and all our suppliers.
The purpose of this policy is to give you a clear explanation about how we collect and use the information we collect from you.
We use your information in accordance with all applicable laws concerning the protection of personal information. This policy explains:
- What information we may collect about you
- How we may use that information
- In what situations we may disclose your details to third parties
- Information about how we keep your personal information secure, how we maintain it and your rights to be able to access it
If you have any queries about this policy, please contact us by calling 07572657535 or email firstname.lastname@example.org
Who we are
BTG is a charity dedicated to creating theatre and providing theatre training. Our registered charity number in England and Wales is X and we are also registered as a company limited by guarantee in England and Wales under registration number Y.
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, become a member, enrol on one of our courses or make a donation, we’ll store personal information you give us such as your name, email address, postal address, telephone number and card details.
Information about your interactions with us
We will store a record of your payment transactions and donations. We collect information about how you interact with content on our website and any of our ads or social media. When we send you a mailing we store a record of this, and in the case of emails we keep a record of which ones you have opened and which links you have clicked on.
Information from third parties
The Questors sometimes buys advertising from companies such as Google, to give you information about our shows on other websites that you visit. This advertising uses the IP address of your computer and, in buying this advertising, The Questors does not collect or have access to any additional personal information about you.
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 collect this type of information about any of our patrons unless there is a clear reason for doing so. For example, we may collect health information given to us by parents or guardians of children participating in our youth theatre classes if they wish tutors to have that information so we can fulfil our duty of care for the children concerned. Access to any data of this type we do hold will be tightly controlled with appropriate security measures.
There are three bases under which we may process your data:
When you make a purchase from us, make a donation to us, join as a member, or apply for or enrol on one of our courses, you are entering into a contract with us. In order to perform this contract we need to process and store your data. For example we may need to contact you by email or telephone in the case of cancellation of a show, or in the case of problems with your payment. If you are a member it is one of your entitlements of membership to receive regular information about the theatre, though you can opt out of receiving these communications if you wish.
Legitimate business interests
In certain situations we collect and process your personal information for purposes that are in our legitimate organisational interests. However we only do this if there is no overriding prejudice to you by using your personal information in this way. We describe below all situations where we may use this basis for processing.
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.
We aim to communicate with you about the work that 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 any preferences you may have told us about.
We use our legitimate organisational interest as the legal basis for communications by post and email. In the case of postal mailings, you may object to receiving these at any time using the contact details at the end of this policy. In the case of email, we will give you an opportunity to opt out of receiving them during your first purchase with us. If you do not opt out, we will provide you with an option to unsubscribe in every email that we subsequently send you, or you can alternatively use the contact details at the end of this policy.
We may also contact you about our work by telephone however we will always get explicit consent from you before doing this. Please bear in mind that this does not apply to telephone calls that we may need to make to you related to your purchases, membership or courses.
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 to you 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 that you interact with.
- Within our members-only website each member has a profile page that is visible to other current members to help you get involved in club activities. This shows information you provide about your interests, your theatre experience and any attributes relevant to directors making casting decisions, as well as productions or groups you have participated in at BTG. The profile page may show a photo if you choose to provide one. For current members it may show contact details so that other current members can contact you in order to collaborate on productions or club activities – but you can specify which contact details are visible to other members.
- For our educational courses we will keep track of attendance, both for reasons of health and safety while on site and for ongoing monitoring of whether the services are being used. Tutors may also keep notes covering performance in assessments. For certain courses with a selective intake we also analyse data from applications or interviews as part of a decision-making process.
- Our club archives hold photographs of past productions and lists of those who participated in each production. This data is stored within our archive in both physical and electronic formats, and some of the data is made available to the public on our archive website and through displays at the theatre.
- For applicants for employment we may analyse data you provide as part of your application or notes taken during interview as part of the decision-making process.
- For visitors to our premises we may record your image on CCTV and may analyse the data to investigate reports of criminal or anti-social acts and we would share this data with the police if they ask us to do so.
In all of the above cases we will always keep your rights and interests at the forefront to ensure they are not overridden by your own interests or fundamental rights and freedoms. 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 the tasks above that are for your benefit.
There are certain circumstances under which we may disclose your personal information to third parties. These are as follows:
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.
Where we are under a duty to disclose your personal information in order to comply with any legal obligation (for example to government bodies and law enforcement agencies).
Cookies are small text files that are automatically placed onto your device by some websites that you visit. They are widely used to allow a website to function (for example to keep track of your basket) as well to provide website operators with information on how the site is being used.
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).
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 3 or 4 digit security code.
Maintaining your personal information
For our box office customers we will retain your personal information such that 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.
For our members we will retain your personal information when your membership lapses such that we can link back to a single unique record if you rejoin at a later date. We also maintain records of any productions members have been involved in as part of our club archives, which may also include production photographs.
For students on our educational courses we will continue to retain your personal information in our archive so that we have a record of your place on the course and your attainments.
For hirers of our premises we will continue to retain your personal information so that we can contact you if any queries arise at a later date.
For suppliers we will continue to retain your personal information where we believe you would wish to be contacted about future business opportunities.
If there are aspects of your record that are inaccurate or that you would like to remove, you can usually do this:
- For patrons – by logging in to your account through our website.
- For members – by logging in to our members’ website.
Alternatively please use the contact details at the end of this policy.
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.
Security of your personal information
We have in place appropriate safeguards (both in terms of our procedures and the technology we use) to keep your personal information as secure as possible. We ensure that any third parties we use for processing or storing your personal information do the same.
We will not transfer, process or store your data anywhere that is outside of the European Economic Area. However backups of the data that have been securely encrypted are stored on third party servers that may in some cases be outside the European Economic Area.
Your rights to your personal information
You have a right to request a copy of the personal information that we hold about you and to have any inaccuracies in this data corrected. Please use the contact details at the end of this policy if you would like to exercise this right.
Contact details and further information
Data Protection, <BTG address>