PURPOSE OF THE POLICY
Theatre Hullabaloo is 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
• Why we collect it and 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 Theatre Hullabaloo by emailing: firstname.lastname@example.org
WHO WE ARE
Theatre Hullabaloo is a charity and is funded by Arts Council England as well as various trusts, foundations and individual donors and supporters.
Our registered charity number in England and Wales is 279690 and we are also registered as a company in England and Wales under registration number 01458421.
Theatre Hullabaloo is the trading name of Cleveland Independent Theatre Company Ltd.
Theatre Hullabaloo is a pioneering organisation that makes, tours and promotes theatre for young audiences, aged 0 – 16 years old, because we believe they are the most important audience of all. We create work which puts the young person at the heart of the creative process. Our work is driven by a belief that young audiences have an entitlement to theatre of the highest quality which inspires the imagination and challenges the mind.
Any information you provide us helps us to deliver an improved and more efficient customer experience.
Our Box Office and Customer Relationship Management system and email marketing software is shared with Darlington Hippodrome, which is owned and managed by Darlington Borough Council.
INFORMATION WE COLLECT
We only collect the information that’s necessary to carry out our business or to deliver our charitable objectives, provide the service you have requested and to keep you informed. We collect information in a variety of ways:
Information you give us
The information you give when you correspond with us on our website www.theatrehullabaloo.org.uk, by phone, in person, by email or post. This information may also be information given via printed forms for feedback, support us, job applications, artist or commission applications and so on.
The information you give us may include but may not be limited to:
• your name
• phone number
• card details (we do not store these details)
• Date of birth
• Emergency contact details – for participants only
• Job information
• Access requirements
• Contact preferences
• Dietary requirements – for events such as workshops, fundraising, launches and press events
When you register on our website, buy tickets, buy memberships or make a donation, we will store the personal information you give us. We will also store a record of the purchases you have made with us, or any donations that you have made to support the work we do.
Information about your interactions with us
We collect information about how you interact with us when you visit our website or read our emails. This allows us to ensure our communications are relevant to you and to understand how we can make them more effective.
Information is collected in the following ways:
• When you visit our website: where we collect information about how you interact with our show pages and content.
• When we send you a mailing: where we store a record of this. In the case of emails, we also store a record of which emails you have opened and which links that you have clicked
on. This helps us to make sure that our communications with you are relevant and effective.
• We also may collect an automatically populated IP address when you use our website or email service. This public IP address is a unique number which allows a computer, group of computers or other internet connected device to browse the internet. The log file records the time and date of your visit, the pages that were requested, the referring website (if provided) and your internet browser version. This information is collected to help diagnose and manage the website, to audit the geographical make-up of users, and to establish how they have arrived at the website.
Information from third parties
We occasionally receive information about you from third parties. For example, we may use third party research companies to provide general information about you, compiled using publicly available data.
Depending on your settings or the privacy policies for social media services like Facebook, Instagram or Twitter, you may give us permission to access information from those accounts or services, such as your behaviour on these services and across our site. The majority of this behaviour is anonymised. You may engage with us via competitions we run on social media.
Information Available Publicly
We may collect information such as job history, trusteeship, political preferences, locality and philanthropic activities from places such as Companies House, through internet searches, and information that has been published in articles / newspapers.
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 collect health information about participants in our programme of classes and courses or those wishing to access specific concessions.
There is CCTV recording equipment in and around our premises The Hullabaloo for monitoring and security purposes.
HOW WE PROCESS YOUR INFORMATION
There are three bases under which we may process your data:
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. However, we only do this if there is no overriding prejudice to you by using your personal information in this way. We describe below 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.
Post: We use our legitimate organisational interest as the legal basis for communications by post. 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. Whilst we keep a contact preference for postal marketing, Legitimate interest will remain our primary method of processing data.
Email: In the case of email, we use the consent basis to communicate marketing messages to our customers. We will give you an opportunity to opt in to receive them during your first purchase with us. If you do opt in or have already, 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 or by signing into your account www.theatrehullabaloo.org.uk/my-account/
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 (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 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.
• Customer profiling – Classify our audience into groups or segments, using booking and publicly available information. These segments help us to understand our audience better and ensure that we’re sending relevant information to each group. We may seek the help of a third party processor to help achieve this. We also submit this information anonymously as part of reporting to funders and public funding bodies such as Arts Council England.
• Participate in the Audience Finder initiative or other initiatives as required by our Arts Council England National Portfolio Organisation funding. This initiative builds an aggregate picture of local and national audiences across all Arts Council England National Portfolio Organisations of which we are one. Their tools allow us to understand our audience in a local and national context and helps us to identify new audience opportunities.
• Measure and understand how our audiences respond to a variety of marketing activity so we can ensure our activity is well targeted, relevant and effective.
• We may use profiling techniques or third party wealth screening and insight companies to provide us with information about you that will help us to communicate in a relevant way with you, in particular when we are approaching you about potential philanthropic support. Such information is compiled using publicly available data about you.
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 tasks above that are for your benefit.
Who can see my information?
Relevant employees of Theatre Hullabaloo and Darlington Hippodrome who require access to your data in order to carry out their role will have access to your information.
Theatre Hullabaloo will never share, sell, rent or trade your personal information to any third parties for marketing purposes. We will ask for your consent to share personal information with like-minded arts organisations whose shows you will have seen as part of one of our programmes.
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).
• To mailing houses in order to process large scale direct mail runs
• To specific named visiting companies whose performances you have attended. In these cases we will always ask for your explicit consent before doing so.
• To specific named organisations whose residencies, workshops or performance you have attended. In these cases we will always ask for your explicit consent before doing so.
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.
Maintaining your personal information
We will keep your information only for as long as is reasonably necessary and we will not keep more information than we need.
If you continue to engage with us we will 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. Otherwise, we will keep your data for up to 6 years from the date of your last point of engagement with us.
If there are aspects of your record that are inaccurate or that you would like to remove, you can usually do this by logging in to your account through our website www.theatrehullabaloo.org.uk/my-account/
Alternatively, please contact the Box Office team on 01325 405405 or 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 will ensure that any third parties we use for processing your personal information do the same.
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.
YOUR RIGHTS TO YOUR PERSONAL INFORMATION
It should be easy for you to access and amend the personal information that we hold on you, or for you to request that we stop contacting you.
Every email we send to you will include details on how to change your communications preferences or unsubscribe from future communications.
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. You can contact us by phone, email or by writing to us. Please use the contact details at the end of this policy if you would like to exercise this right.
CONTACT DETAILS AND FURTHER INFORMATION
Theatre Hullabaloo, The Hullabaloo, Borough Road, Darlington, DL1 1SG
Email: email@example.com Office Tel: 01325 405 680
Box Office: 01325 405 405
We will review this policy on a regular basis. It may be updated to take into account changes at Theatre Hullabaloo or our partner organisation Darlington Hippodrome or to reflect changes to regulation or legislation.
Further information on data protection regulations and laws can be found here:
• Data Protection: https://ico.org.uk/for-the-public
• Fundraising regulator: fundraisingregulator.org.uk/code-of-fundraising-practice/code- of-fundraising-practice