Purpose of this policy
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.
The purpose of this policy is to give you a clear explanation about how we collect and use the information we collect from you directly and from third parties.
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 for and your rights to be able to access it
If you have any queries about this policy, please contact the Data Protection Lead at Newhampton Arts Centre 01902 572090
Who we are
Newhampton Arts Centre is a charity and is funded by Arts Council England as well as other trusts, foundations and individual donors and supporters. Our registered charity number in England and Wales is 106687 and we are also registered as a company in England and Wales under registration number 3340600.
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 make a donation, we’ll store personal information you give us such as your name, email address, postal address, and telephone number. We will also store a record of your purchases and donations.
• Information about your interactions with us
When we send you a emailing we store a record of this, and we keep a record of which ones you have opened.
• 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. (As an example, we may collect health information about participants in our programme of classes and courses)
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 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.
• Legitimate business interests
In certain situations we collect and process your personal information for purposes that are in our legitimate organisational interests. We describe below all situations where we may use this basis for processing.
• With your explicit consent
For any situations where these two bases above are not appropriate, we will 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. We will provide you with an option to unsubscribe in every marketing email that we send you, or you can alternatively use the contact details at the end of this policy.
We may also contact you by telephone, with your explicit consent. Please bear in mind that this does not apply to telephone calls that 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 in order to identify and prevent fraud.
We may analyse anonymised 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.
- to improve our website, to analyse how our customers use it and the content.
We do not share your information with third parties except in the following circumstances:
o 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.
o 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).
o To specific visiting companies whose performances you have attended, if you have given your specific consent.
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 (-DSS). We do not retain your card information.
Cookies are small text files that are automatically placed onto your device by a website to allow a website to function (for example to keep track of your basket) as well to provide operators with information on how the site is being used.
Maintaining your personal information
We store your personal information indefinitely so 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.
If there are aspects of your record that are inaccurate or that you would like to remove, 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 will put 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 will ensure that any third parties we use for processing your personal information do the same.
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
Newhampton Arts Centre
Dunkley St, Wolverhampton WV1 4AN
01902 572090 firstname.lastname@example.org