TWC Privacy Policy v.1.1

This policy explains how we might come to receive your personal data, how we use it, how and where we store it and what rights you have to deletion of your personal data from our records.  

When we talk about “we” we mean “Theatre Workshop Coulsdon” (“TWC”).  When we talk about “you” we mean any supporter of TWC whose personal data we may control or process.

We may amend this policy from time to time.  The most up to date version will always be displayed here, on our website.

What kind of supporter am I?

How we collect and use your data will differ depending on how we are interacting with you.  Please read the definitions below to identify what type of supporter you are to us, or if you already know, please go straight to that type of supporter in the sections below.  

Member – either paid or unpaid, a person who either performs in productions or supports the performance of productions either in the production of sets, costumes, props, marketing collateral or in other non-performance roles such as direction, production, front of house, stage management, lighting and sound design and operation.

Audience attendee – one of the lovely members of the public who has attended or expressed an interest in attending one our productions.

Glossary of other important terms

Committee – TWC is a registered charity.  The members of the Committee are those persons voted to act as the charity’s trustees at the AGM and registered as such with the Charities Commission.

Consent – where, after we have told you why and how we will use data we are requesting, you, understanding what we have asked for, freely give us your consent.  We will record that you have given us consent. Consent is revocable. Please see either your specific supporter section, or the “Contact us” section to notify us if you are withdrawing your consent.

Legitimate Interests – Under the GDPR, we have a legitimate interest to process and retain your data to meet our needs as a charity, except where your right to protect your personal data overrides our right.  

TWC/Theatre Workshop Coulsdon – A charity with registration number 1150788.

Members

What information do we collect?

We are a performing arts charity, so all the information we collect is in relation to that aim.  We will typically hold your name, title, home address, at least one telephone number and your email address.  We also ask you to provide emergency contact details and any relevant health information.

Your name and photograph may appear in our show programmes,  and rehearsal/publicity photos . For members taking part in productions, we may also take your photograph and ask you for your biography, and also take photos during rehearsals which may appear on our web site. Any data which appears in our programmes or on our web site are available to all and are thus public documents.

How do we collect it?

Typically, you will complete a membership form at the request of a Committee member (but on an extraordinary basis, by the director who may or may not be a Committee member) which will contain this information.  You might also provide some of this information directly to a Committee member in other hard copy or soft copy format.

How do we use your data?

To contact you with relevant information about theatrical productions and related activities and during a production with which you are involved, to provide you with updates as to the timing of rehearsals, performances and other ancillary information.  

Retention of your data

Some of our members join us and never leave.  Others may join us for one production and never return.  We will retain your information until the earlier of;

• A request from you asking us to delete the information because you are ceasing to be a member; or
• On actual termination of your membership; or
• Two years after we have had meaningful contact with you.  

At any time, you may contact us directly if you no longer want to remain a member.  Please email the Secretary, currently Bruce Montgomery, at brucemonty@aol.com with any such request.  

Audience attendee

What information do we collect?

We will typically hold your name, title and email address.  If in the last 6 years you have agreed to gift aid any donation to TWC then we will also hold your residential address details.

We collect the following personal data from customers when they purchase tickets either by phone, post, or online: name, address, telephone number(s) and email address if available. This information is used for administrative purposes and where tickets are purchased online, this information is shared with Advanced who manage the booking system online.  

How do we collect it?

Typically you will have:

• Emailed TWC via our website and asked to be added to the group
• Passed your contact details to a Member and asked to be added to the mailing list
• Signed up to our mailing list at a TWC or other community event
• Completed a Gift Aid form to allow us to claim tax relief on your donation and indicated on that form that you wish to join the mailing list
• Been or are currently a patron of the group

How do we use your data?

To email you when our productions are being performed and to provide occasional updates on how our productions are developing during rehearsal.   

If you have consented to Gift Aid, we may also provide your data to HMRC in order to allow us to claim that tax relief.

Retention of your data

Our emails are currently sent via Mailchimp and you can unsubscribe at any time using the link at the bottom of those emails.  In the alternative, you may contact us via our website at www.twcoulsdon.org.uk

If we receive a bounce back on your email which indicates that an email address is no longer in use, we will automatically delete you from our mailing list.  

Data Storage

How and where?

For our Audience attendees, our contact details are stored in Mailchimp with a back-up copy held in password protected electronic form by a member of the Committee.

If you are an Audience attendee who has also given a Gift Aid declaration, your information will be stored in the paper format in which it was received, by our Treasurer (a Committee member) under lock and key and in password protected electronic form in the format required for submission to HMRC.

For our Members, your information will be stored in the paper format in which it was received, by our Secretary (a Committee member), as well as in password protected electronic form, by way of back up.

Your email address and name will also be in the possession of any member who is directing or producing a show with which you are involved.

General

You have the right to request a copy of all the personal information we hold about you. We will take all reasonable steps to confirm your identity before providing you with details of any personal information we may hold about you.

We may amend this Privacy Policy from time to time; for example, to keep it up to date or to comply with legal requirements. If there will be any significant changes made to the use of your personal information in a manner different from that stated, we will seek your permission first.