Summerseat Players are committed to protecting your privacy. We will use the information that we collect about you in accordance with the General Data Protection Regulation 2016 and the Privacy and Electronic Communications Regulations 2003.
Who We Are
Summerseat Players is an amateur theatre company and registered charity. Our income comes from sponsorships, donations and commercial activities such as ticket sales and hiring our theatre to other Performing Arts Groups.
Summerseat Players Limited is a company limited by Guarantee. The Company registration number is 02555263. The registered office is Theatre Royal, Smithy Street, Ramsbottom, Bury BL0 9AT. Charity number 1000931.
Summerseat Players also act as Data Controller for the following:
- Summerseat Players Youth Theatre Groups
Square Street Singers
Volunteers for on stage, back stage, Front of House and bar staff.
Our Privacy and Data Principles
- To provide clear, honest and openinformation about how we use your data
- To give you the choiceabout how we use your data
- To use your data appropriatelyand in a way that would be reasonably expected by you • To only share your data with other organisations where you have given your consent for us to do so, or where we need to do so in order to fulfil our contract with you.
- To be accountable and responsible: to take active steps to protect your data from harm, and to have separate and enhanced proceduresfor the use of sensitive data (such as data relating to children or disability)
- To ensure our volunteers understand these principles and their responsibilities in delivering them
What information we collect
If you are Patron, you give us your data on the application. If you buy tickets online at Ticketsource, you provide them with your data in order to complete the purchase and deliver your ticket. If you call or attend our box office, our volunteers will take your data which is input into Ticketsource to complete your purchase.
We maintain a record of your transaction history if you are part of our Patrons scheme or if you purchase a ticket through Ticketsource, but we or Ticketsource never store your card number (although we may keep a note of the last four digits to help us identify transactions). If you use our Box Office or purchase via telephone, we will not store your card number save for the final four digits.
Members and Volunteers
You will be asked to complete a form and provide us with your personal data limited to the information stated below at “The Information you give us may include”.
You may be asked to indicate what areas of the Theatre you can help in. Your contact details may be passed to the person responsible for that part of the theatre such as scheduling House Managers or Bar Volunteers.
See “Your Rights” below
You may again be asked to provide us with the Information stated below. This will be used to inform you of Choir rehearsals events and other news. If you wish to volunteer to help out elsewhere in the Theatre then please do contact us and give us permission to pass your details on to the appropriate person.
See “Your Rights” below
If you are not a Member and attend a reading for a play, you will be asked to complete a Membership Form or provide your details so the Director and/or Production Secretary can contact you to advise if you have been selected for a part. If you are cast in a play, your data will be provided to the Director and/or Production Secretary so you can be kept informed of rehearsal and production dates. If you agree to your image or other identifying data to be used to promote the play, you will need to consent to that when you audition. If you are not cast in a play and no longer want us to have your data, then please notify us and we will delete all data we have save for your request and our response to confirm it has been done.
See “Your Rights” below
The information you give us may include:
- Email Address
- Contact Telephone Number(s)
Email, Web Activity and Social Media
We keep a record of the emails we send you, but we will not usually send a read receipt.
We use social media to broadcast messages and updates about events and news. On occasion we may reply to comments or questions you make to us on social media platforms. You may also see us share on social media details of plays from other Societies that may be of interest to you. Depending on your settings or the privacy policies on social media and messaging services like Facebook, LinkedIn or Twitter, you might give third parties (like Summerseat Players) permission to access information from those accounts or services.
From Third Parties
Publicly this may include information found in places such as Companies House, your biography on your work website or information that has been published in articles/ newspapers or social media.
Any data regarding children, disability or medical need, religion, political affiliation, sexuality or ethnicity is regarded as sensitive, and we take steps to ensure that any such information is only collected where necessary. We only collect sensitive data where we have gained your explicit consent. It is subject to enhanced security measures, used only for the purposes agreed, and erased when no longer necessary.
Summerseat Players do not operate CCTV. There is a camera in the auditorium which enables us to display images from the Stage to the backstage monitors and a monitor in then bar. It does not record and is a live feed. There is a camera on the stage and in the Studio which allows backstage crews know when the stage is set for lighting cues etc.
What we do with your data
We use our Legitimate Business Interest to use the information we hold about you 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 amateur theatre supporting the Community.
We use your data to:
- Provide you with tickets you have booked or respond to information you have asked for
- Administer your ticket sale or donation, including processing Gift Aid
- Contact you if there are any important changes to your booking
- 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
- 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
- Analyse your personal information to create a profile of your interests and preferences so that we can contact you with information most relevant to you
Where you have indicated on our membership forms or via any other means of communication that you would like to be one of our volunteers (including acting), to contact you to arrange dates or inform you of rehaersal dates, dates for set building or any other volunteer work in the Theatre or externally as part of the Choir or Youth Theatre.
If you would rather NOT receive direct marketing communications by post, telephone or email from us about our facilities, events and opportunities to support our work, you can ask us to stop contacting you for that purpose.
When supplying your email address to Ticketsource as part of a booking, you will be given the option to ‘opt-out’ of marketing communications about similar shows and events, and unless you do so we will continue to send you information of this kind by email. You can unsubscribe at any point, using the link on each email, or by contacting us.
Information available publicly and data profiling
We may combine information you provide to us with information available from external sources in order to gain a better understanding of our audiences, visitors and supporters to improve our fundraising ,marketing and play selection
Sharing your data with Third Parties
We will not share any personal details with any other third parties without your agreement, unless required in order to fulfil our contract with you, or allowed by law.
In general, the third-party providers used by us to fulfil our contract with you will only collect, use and disclose your information to the extent necessary to allow them to perform the services they provide to us. These providers include our ticketing and events systems providers, Email and Mail distribution services. We have agreements in place with each to ensure that your data is secure at all times, and cannot be accessed or used for any other purpose.
We may share information with other organisations, particularly The Little Theatre Guild who use this to analyse ticket sales for national and regional research into patterns of Arts attendance in England. This assists with reporting to funders and strategic planning. Your personal data is not provided to them, nor passed or sold on to any other agencies or companies, and we have agreements in place to ensure this.
When booking a ticket you may be given the choice to also hear from us regarding future and upcoming events.
How we keep your data safe
Your personal data will be held and processed on our computer systems. We maintain secure systems to hold contact details and a record of your interactions with us such as ticket purchases, donations, memberships, queries, complaints and attendance at special events. We will also use this data to approach you to volunteer to help us unless you have said that you do not want to.
Your data is always held securely. Access to customer information is strictly controlled and can only be accessed by people who need it in order to do their job within the Theatre. Certain data, for example sensitive information, is additionally controlled and is only made visible to members of staff who have a reason to work with it. (For example Youth Theatre data is accessed only by Youth Leaders).
We may need to disclose your details if required to by the police, regulatory bodies or legal advisors.
We will only ever share your data in other circumstances if we have your explicit and informed consent as detailed above.
All information received by us is retrieved using secure technology. In order to provide a safe and secure environment for your personal information we use up to date technology with a view to protecting that information against loss, misuse or unauthorised alteration.
Data is held by us for as long as is legally or practically necessary for our business. Once that necessity is past we have a regular programme of data suppression and deletion. This ensures that your data is not held indefinitely on our systems.
Where personal data must be transferred outside the European Economic Area, we ensure that adequate security measures are in place. Where we must transfer data to America, with providers such as, but not limited to, Facebook, , Twitter, , we ensure that they are registered under the EU-US Privacy Shield.
Giving You Control
Unless you ask us not to, we will use our Legitimate Business Interests to tell you about events, priority booking, ticket offers and opportunities to support us for up to five years after your last ticket purchase. You can opt out from these communications at any time via your online account, or by contacting us directly (see below).
If you have opted out of marketing or fundraising communications, we will only get in touch with you regarding your enquiry, booking or contract with us. For example we may email you to give you important information about the show you’ve booked for with any changes that affect you.
You have the following rights related to your personal data:
- The right to withdraw consent at any time
- The right to request a copy of personal information held about you
- The right to request that inaccuracies be corrected
- The right to request us to stop processing your personal data
- The right to lodge a complaint with supervisory bodies such as the Information Commissioner’s Office or Fundraising Regulator
- The right to erasure of personal data
- The right to restriction of processing
- The right to data portability
Please contact us if you have any questions about how your data is used, data retention periods, or wish to be removed from any communications or data processing activities: firstname.lastname@example.org or write to us at: The Data Team, Summerseat Players Theatre Royal, Smithy Street, Ramsbottom, Bury BL0 9AT.