Privacy Policy.

 

The Alliance of Coventry Theatre Societies takes the privacy and security of all of its affiliates – members, supporters, society members, organisations, etc. - very seriously and is committed to respecting and protecting personal and professional information. We aim to be transparent about what information we hold about you, whichever way you are connected with us.

The purpose of this policy is to explain how we collect, use and protect any personal information. We aim to use your information in accordance with the terms of the Data Protection Act 1998 and General Data Protection Regulation of 2018 (GDPR).

We will publish any updates to our privacy policy on our website: https://www.allianceofcoventrytheatresocieties.co.uk

There is also some limited data we process with consent from the Data Subject; Consent – GDPR Article 6(1)(a). 

While Alliance of Coventry Theatre Societies avoids sharing data with third parties at most times, some data is shared in accordance with our business practices. The sharing of data with third parties will always be consensual with the data subject, and only if Alliance of Coventry Theatre Societies is satisfied that their Data Protection policy is GDPR compliant.

Distribution

  • To be displayed on the Alliance of Coventry Theatre Societies website

  • This policy will be sent directly to members of the public on request

Your individual rights

Under the GDPR your rights are as follows. You can read more about your rights in details here;

  • the right to be informed;

  • the right of access;

  • the right to rectification;

  • the right to erasure;

  • the right to restrict processing;

  • the right to data portability;

  • the right to object; and

  • the right not to be subject to automated decision-making including profiling.

  • You also have the right to complain to the ICO [www.ico.org.uk] if you feel there is a problem with the way we are handling your data.

We handle subject access requests in accordance with the GDPR.

How Alliance of Coventry Theatre Societies collect personal data

Alliance of Coventry Theatre Societies members supply their personal data when signing up for membership via paper form or contact forms via the website.

Personal data may also come to us unsolicited via enquiries through our website and to us generic email account. (info@coventrytheatrealliance.co.uk)

Why Alliance of Coventry Theatre Societies collect personal data

To hear from Alliance of Coventry Theatre Societies about upcoming membership meetings and campaigns, individuals must agree to some processing of their personal data. This is due to Legitimate Interests – GDPR Article 6(1)(f), Legal Obligation GDPR Article 6(1)(c), Contract - Article 6(1)(b) and/or Consent - Article 6(1)(a)

What data we collect

Depending on the reason for interacting with us, we may collect, use, store and transfer different kinds of personal data about you which we have explained using the following categories:

  • Identity Data: includes your first name, last name, title and contact details for your parent or guardian if you are under 18. It may also include details of any protected characteristics that you fall under or identify as.

  • Contact Data: includes email address, telephone numbers, home address, company address, billing contact details and billing address.

  • Financial Data: includes bank account and payment card details.

  • Access Details: includes any access requirements you might have to engage in meetings or discussions with the ACTS (for example, a BSL interpreter, large print notes, captioner, etc) to ensure those needs are met.

  • Technical and Usage Data: Our website uses cookies as it is linked to an analytics system as part of the web service provider. It shows us how our website is used but is anonymised.

How data collected is sent internally

Alliance of Coventry Theatre Societies transports data with all due diligence.

Sign-up forms are sent to Alliance of Coventry Theatre Societies through an encrypted email server directly from our website which has controlled access. Received sign-up forms are stored on an encrypted email server for no more than 6 months. Received paper enrolment forms are destroyed after no more than 4 weeks.

Storage/Retention of data

Data received through sign-up forms is uploaded manually into our database software. Our database is stored in encrypted files on office-based hardware.

Access to these files is restricted through password protection and only available to authorised staff members.

Our standard retention policy (without the data subject’s right to access, rectification and erasure etc.) is Three Years post sign-up

Exceptions to our retention policy:

  • Photo consent may be kept indefinitely

  • Bank details are deleted after the action concerning them is complete

Third Parties/Data Processors

MailChimp

Alliance of Coventry Theatre Societies uses a USA based company ‘MailChimp’ to provide newsletters and marketing via email. This is an optional process; which people consent to during enrolment or sign-up directly through our website. Data Subjects can opt-out and erase/rectify their record stored with MailChimp at any time.

Alliance of Coventry Theatre Societies is satisfied that their GDPR regulations are thorough, and the information stored in MailChimp (email addresses) is secure. To find out more details about Mailchimp’s privacy here: https://mailchimp.com/legal/privacy/

Analytics

We use Google Analytics to monitor how many people visit our website and which areas of our site are most popular, in order to improve our website for visitors and our members. We don’t link this information into any advertising and we don’t personally identify you as a visitor because reports are anonymised. If you would like to opt out of Google Analytics for all your internet browsing, you can use this browser extension created by Google: https://tools.google.com/dlpage/gaoptout  

Facebook

Facebook has its own GDPR policies & uses cookies. Please refer to Facebook’s GDPR policies for further details: http://www.facebook.com/FacebookPages  and https://www.facebook.com/about/privacy

The Alliance of Coventry Theatre Societies has a Facebook ‘Like’ Page where we post updates and information about the alliance.

Twitter

Twitter has its own GDPR policies & uses cookies. Please refer to Twitter’s GDPR policies for further details: http://twitter.com/privacy  

We have a Twitter account which where we tweet updates and information about the alliance.

Instagram

Instagram has its own GDPR policies & uses cookies. Please refer to Instagram’s GDPR policies for further details: https://help.instagram.com/155833707900388/%22 and https://help.instagram.com/1896641480634370  

Rights of the data subject and Alliance of Coventry Theatre Societies compliance with responses

Any data subject with personal data stored within Alliance of Coventry Theatre Societies is entitled to the rights of:

  • Access

    You may contact Alliance of Coventry Theatre Societies at any time to access all data held relating to you.

  • Rectification

    You may contact Alliance of Coventry Theatre Societies at any time in order to rectify data held relating to you. The right to rectification does not apply to Alliance of Coventry Theatre Societies’ legal obligations such as payment record information.

  • Erasure

    You may contact Alliance of Coventry Theatre Societies at any time in order to erase data held relating to you.

  • Restrict Processing

    You may contact Alliance of Coventry Theatre Societies at any time in order to restrict the data we process relating to you. However, due to our legitimate interest in most of the data collected- we may have to revoke your membership with Alliance of Coventry Theatre Societies until the restriction is lifted.

  • Data Portability

    You may contact Alliance of Coventry Theatre Societies at any time in order to obtain the data we process relating to you and reuse it across different services.

  • Objection

    You may contact Alliance of Coventry Theatre Societies at any time in order to object to the processing of data relating to you. However, due to our legitimate interest in most of the data collected- we may have to revoke your membership with Alliance of Coventry Theatre Societies until the restriction is lifted.

  • Rights related to automated decision-making including profiling

    You may contact Alliance of Coventry Theatre Societies at any time in order to object to profiling relating to you).

Alliance of Coventry Theatre Societies will ensure that we respond to a request to restrict processing without undue delay and within one month of receipt.

Data Breaches

If Alliance of Coventry Theatre Societies experiences a data breach of any kind, we have a legal obligation to report this to ICO within 72 hours. Alliance of Coventry Theatre Societies will also inform all the victims of the data breach as soon as possible if there is a high risk of adversely affecting individuals’ rights and freedoms.

Cookies

We use cookies on this website to provide you with a better user experience. We do this by placing a small text file on your device/computer hard drive. These allow us to gather anonymous information about how you use our website and any problems that arise while you browse. You can find more information about cookies at: www.allaboutcookies.org  and www.youronlinechoices.eu.

Cookies that we use are:

  • Squarespace

  • Google Analytics

Learn about Google's cookie. Any tracking done by Google through cookies and other mechanisms is subject to Google's own privacy policies.

Contact details and further information

Please get in touch with us if you have any questions about any aspect of this privacy policy, and in particular If you would like to exercise any of your legal rights in relation to the personal information that we hold about you, please email info@coventrytheatrealliance.co.uk

You always have an option to unsubscribe from all emails via a link on our emails.