This Privacy Notice was last updated on 15.12.20.
What information do we collect?
Generally, we collect your information when you first interact with us. This could include buying tickets online, over the phone or in person, where you sign up to receive emails from us or when we communicate with you in relation to a recruitment process. We only collect the information that’s necessary to carry out our business, provide the particular service you’ve requested and to keep you informed. For the majority of our services, we simply require name, postal address, telephone number and email address. This is so we can process payments securely, post tickets if requested, and keep you informed about your future visits. This information will not be sold or passed on to third parties without your prior consent and any card details you have provided for payment will be processed through secure server software.
We may require more information from you in order to provide additional services.
Additional information required could include:
- Information about disabilities or special needs linked to our Access Scheme so we can provide assistance for you or a member of your party.
- Your data of birth, particularly if you are joining one of our Creative Learning projects or Real Discounts scheme
- IP address, cookie and website usage related data if you use our website and have consented
- Details of your booking history, memberships, donations made, and any other activities you may have undertaken with us.
- Contact details, education history, employment records, professional qualifications, to communicate with you and to assess your suitability with regards to an application for a role (see Data Privacy Notice for Applicants),
Any information we collect will be periodically evaluated to assess whether we should continue to hold such data and you are free to notify us at any time if you wish us to remove this information.
What do we use this information for?
We may process your personal data because it is necessary for the performance of a contract. For example, if you make a purchase, sign up for an event or give a donation.
We may process personal data because it is in our legitimate interests to do so. For example, we may use your data to tailor our communications to you, contacting you about any offers and events we think may be of interest to you. We will only send you such information if you have ticked the relevant boxes during registration and given us explicit permission to do so.
You can amend your personal preferences, in terms of the information you receive from us, at any time by logging in to the ‘My Account’ area on the website or by calling our Box Office.
We will also ask you at the time of booking if we can share future information with you about the fundraising activity of Royal & Derngate. We will only send you such information if you have ticked the relevant boxes during registration.
We have closed circuit television at Royal & Derngate. These cameras record activity for your, and our, security 24 hours a day.
At some performances and events we may take photographs or record film for archive, publicity or marketing purposes. We will always place signage in the area if there is a photographer or filmmaker present and include this information, where possible, in our pre-show triggered emails. We have a specific policy in place with regards to the photography of participants in our workshop and Creative Learning activities.
How do we protect this information?
Although we cannot guarantee the level of security offered by the internet itself, we can make sure that the measures we take within our own website to protect your information are as thorough as possible. Therefore, we process all payments through secure server software (SSL) ensuring that your personal information is encrypted whilst it travels through the internet.
Your data and Covid-19
To support NHS Test and Trace (which is part of the Department for Health and Social Care) in England, we have been mandated by law to share certain details with NHS Test and Trace where requested to identify people who may have been exposed to the coronavirus. These details are:
- Booking name
- Booking contact number
- Date of visit and arrival time
We will only share information with NHS Test and Trace if it is specifically requested by them.
For example, if another customer at the venue reported symptoms and subsequently tested positive, NHS Test and Trace can request the log of customer details for a particular time period (for example, this may be all customers who visited on a particular day or attended a specific event).
Northampton Arts Management Trust, as the charitable trust that governs Royal & Derngate and Northampton Filmhouse, are the data controllers for the collection of your personal data and responsible for compliance with data protection legislation for the period of time it holds the information. When that information is requested by the NHS Test and Trace service, the service would at this point be responsible for compliance with data protection legislation for that period of time.
The NHS Test and Trace service as part of safeguarding your personal data, has in place technical, organisational and administrative security measures to protect your personal information that it receives from the venue/establishment, that it holds from loss, misuse, and unauthorised access, disclosure, alteration and destruction.
Who has access to your information?
Royal & Derngate works directly with a small number of companies who process data to facilitate direct communications, and to analyse anonymised data on our behalf. We use profiling tools to help us better understand our audiences as a whole, to plan future marketing and communications campaigns and provide reports to our Funders. Strict agreements are in place with each company to ensure the safe use and safe storage of the data we supply, with our processes are reviewed regularly to ensure that our systems are as effective as possible. Your data is supplied to them as instructed by us and is only retained as long as required for the provision of the services you have requested.
How long do we keep your information?
We may retain information for a period of six years after your association with us has come to an end. Some information may be retained indefinitely for historical, statistical or research purposes. As stated below, you have the right to require us to erase personal data.
If you wish to amend your data, ask us to stop using your Personal and Special Category Data for reasons other than processing your transaction, or erase your Personal and/or Special Category Data please contact us at [email protected].
You have a right to ask for a copy of the information we hold about you. To request this please send an email to [email protected]. We do not make a charge for this, but may charge a reasonable administrative fee if we deem the request to be unfounded or excessive. We endeavour to respond to requests within 30 days.
By submitting your information to us, you are consenting to us storing and processing your personal information in the methods detailed in this policy. You can check the information we are storing about you at any time by emailing us. For more information on the General Data Protection Regulation, please contact the Information Commissioners Office on 08456 30 60 60 or visit the website here.
If you have any questions or concerns about how your data is used and managed please email us at [email protected] or by post to Data Protection, Royal & Derngate, Guildhall Road, Northampton, NN1 1DP. All correspondence will be dealt with in accordance with privacy laws.