Privacy Policy

Last updated 6 March 2019

1. General intro

1.1 We are committed to ensuring that we manage your personal data professionally and in compliance with all applicable data protection laws. Part of this commitment is to ensure that there is transparency about how we process personal data. This policy includes an explanation of:

1.1.1 what data we are processing;

1.1.2 why we are processing it and what we do with it;

1.1.3 whether we will share it with anyone else;

1.1.4 whether we will transfer it outside of the European Economic Area (‘EEA’);

1.1.5 how we keep your data safe; and

1.1.6 your rights.

1.2 We hope that you find this policy helpful. If you have any questions, please don’t hesitate to contact us.

2. Who we are and our contact details

2.1 The Priory Players Amateur Theatre Company meets on a Tuesday evening between 8pm and 10pm at The Progress Hall, Admiral Seymour Road, Eltham, London SE9 1SL.

In this policy we have referred to The Priory Players Amateur Theatre Company as: ‘we’, ‘us’, ‘our’ or ‘the PPs’.

2.2 For any queries concerning your data please contact us at the above address or by email at info@theprioryplayers.com .

3. Your personal data

3.1 The personal data that we hold and how we manage it varies depending on why we are holding it. The reasons that we hold personal data fall broadly into 3 categories – which we have noted as section headings in sections 3.2 to 3.4 below. Under each section heading, we have detailed how we manage and process the personal data. For information that applies to all of the categories or for matters that we believe should have more clarification we have added some additional details in sections 3.5 to 3.7.

3.2 When you enquire about joining the PPs:

What data do we hold about you?

Name and Contact details (e.g. email, your home address).

How do we obtain this data?

By you contacting us and providing your information or when a third party has informed us that you may be interested in joining the PPs.

What do we do with this data?

We will use this data to contact you to discuss your interest in joining the PPs.

What’s our lawful basis for the processing of this data?

To respond to your enquiry or to respond to information that we believe is genuine and legitimate concerning your interest in becoming a member of the PPs.

Will we share your data with any third parties?

Only if we are obliged to provide such information to comply with legal or regulatory requirements.

How long do we keep this data?

If you choose not to become a member of the PPs, we will delete your data within a year of the last contact we have had with you. If, however, you have asked that we do not contact you again, we will retain the minimum amount of data necessary – to ensure that we comply with your request.

3.3 When you have become a member of the PPs:

What data do we hold about you?

1. Name and Contact details (e.g. e-mail, telephone and your home address);

2. Date of birth;

3. PPs Membership number;

4. Emergency Contact name, their relationship to you and phone number – please ensure you have their consent to share this information with us in advance;

5. Other information that you voluntarily provide, including if you are a First Aider or Fire Marshall, any medical details, your occupation, your gender, if you hold an equity card, etc.

6. Any photographs we may take, including those of productions and other events that we may include in our programme (sold at productions), on posters or pictures to advertise the production/event or post on our website, Facebook page, Twitter and Instagram accounts.

7. Any film footage we may take and hold for personal use within the group or for members own use only.

How do we obtain this data?

1. By you providing your information to us;

2. By our taking photos or film footage in compliance with separate consent taken in this regard (for example via our Membership Form).

What do we do with this data?

1. For general membership administration;

2. To provide you with news, production and event updates and services that we think will interest you from us and selected third parties (by email, online chat including What’s App or similar where used, telephone or post);

3. We will post photos of those involved in productions and other events in our programme linked to the production, as part of advertising for productions and event, on our website, Facebook page, Twitter and Instagram accounts. We will not tag individual names in these pictures;

4. For some productions and events, we may have video film footage recorded. This is solely used for private consumption by those participating and is not for public consumption.

What’s our lawful basis for the processing of this data?

We will process your data to fulfil requirements relating to our productions/shows, any other activities or events we are involved in and any contractual commitments for our legitimate business purposes or legal or regulatory requirements we have to comply with.

Will we share your data with any third parties?

We do not currently have any reason to share your personal data with third parties. Any change to this would require additional consent from you, aside from where we have any legal or regulatory requirements to share data with third parties.

In addition, please note that data you submit on the PPs website, Facebook page, Twitter or Instagram account may be accessed by others. We have explained more about this in section 3.6.

How long do we keep this data?

1. Basic contact information – and date of birth – we keep the information for a year and will then seek further consent;

2. Photos (without names being included) on our website for the lifetime of the website. If you no longer wish a photo of yourself to be included you are asked to contact us to remove this accordingly;

3. Other information – a reasonable period of no more than two years from the date that you cease to be a member.

3.4 When you have requested to join our mailing list:

What data do we hold about you?

1. Information that you supply to us including: name and e-mail address and/or home address and perhaps a telephone number in some instances;

2. Publicly available information e.g. information on social networking sites that you may decide to post to.

How do we obtain this data?

The information has been provided to us by you, by your request to join our mailing list.

What do we do with this data?

We will use your data to send you updates on our forthcoming productions, updates in respect of the PPs and any other events we may be linked with.

What’s our lawful basis for the processing of this data?

We will process your data to fulfil requirements relating to our productions/shows, any other activities or events we are involved in and any contractual commitments for our legitimate business purposes or legal or regulatory requirements we have to comply with.

Will we share your data with any third parties?

We do not currently have any reason to share your personal data with third parties. Any change to this would require additional consent from you, aside from where we have any legal or regulatory requirements to share data with third parties.

In addition, data that you submit on the PPs website, Facebook page, Twitter or Instagram account may be accessed by others. We have explained more about this in section 3.6.

How long do we keep this data?

We will keep you on our mailing list until you advise that you no longer wish to be contacted by us.

3.5 Transferring your data outside of the European Economic Area (‘EEA’)

3.5.1 We do not currently transfer any personal data outside of the EEA. If this changes in the future, any such transfer will comply with all applicable data protection laws and with our obligation to adequately protect and secure your personal information. We will take measures to ensure that personal information handled in other countries will receive at least the same level of protection as it is given in the EEA.

3.6 Use of our website www.theprioryplayers.com, Facebook page, Twitter or Instagram account and Dropbox account (access for PPs members only) (‘Site’) and posting comments.

3.6.1 If you decide to submit communications to our Site (for example via a comment or chat functions), we will store your profile information for up to two years following the deletion of your details or for two years in the case of other communications, unless we are required, for legal reasons or under exceptional circumstances, to retain it for an extended period. Please note that other users of the internet will be able to view the information, regardless of whether they are a member of or linked to the PPs.

Information listed as 'members only' will be accessible to other members who are registered to use the Dropbox Site. If you provide us with information about another person, you confirm that they have appointed you to act for them, to consent to the processing of their personal data including sensitive personal data and that you have informed them of our identity and the purposes (as set out above) for which their personal data will be processed.

For quality control and training purposes, we may monitor or record the information you post to your profile or any other communications that you submit to the Site.

3.6.2 If you choose to use any interactive features of our Site, we ask that you do so in accordance with the spirit of the following standards:

3.6.2.1 Please be accurate and/or genuine in your comments and statement;

3.6.2.2 Please stay within the applicable law of your country – don't use our Site to post defamatory, obscene, offensive, hateful or inflammatory content;

3.6.2.3 Don't infringe the intellectual property rights (for example copyright or database rights)
of others;

3.6.2.4 Each member and/or participant's opinion is his or her own and should not be considered as reflecting the opinion of the PPs.

3.7 Monitoring when working with us

3.7.1 We may undertake monitoring of you including monitoring of email, internet and other communications (including personal use) as reasonably necessary in the interests of our business, including for these purposes (the list is not exhaustive):

3.7.1.1 monitoring and record keeping to establish facts;

3.7.1.2 to establish compliance with regulatory or self-regulatory procedures;

3.7.1.3 to prevent, detect or investigate alleged crime or wrongdoing;

3.7.1.4 to investigate or detect the unauthorised use of our systems or to ascertain compliance with our policies, practices or procedures (including this policy);

3.7.1.5 to locate and retrieve lost messages or files;

3.7.1.6 to comply with any legal obligation.

4. Cookies

4.1 We use Cookies on our website. A cookie is a small text file which is placed onto your computer (or other electronic device) when you visit our website. This enables us to monitor how many times you visit the website, which pages you go to, traffic data, location data and the originating domain name of your internet service provider.

4.2 You can find out more about the Cookies we use in our Cookies Policy available on our website.

4.3 You can set your browser not to accept cookies, however some of our website features may not function as a result.

4.4 For more information about cookies generally and how to disable them you can visit: www.allaboutcookies.org .

5. Data security

5.1 We have adopted the technical and organisational measures necessary to ensure the security of the personal data we collect, use and maintain, and prevent their alteration, loss, unauthorised processing or access, having regard to the state of the art, the nature of the data stored and the risks to which they are exposed by human action or physical or natural environment. However, as effective as our security measures are, no security system is impenetrable. We cannot guarantee the security of our database.

5.2 Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our Site; any transmission is at your own risk. Once we have received your information, we will use procedures and security features to try to prevent unauthorised access.

5.3 Where we have given you (or where you have chosen) a password which enables you to access certain parts of our Site, you are responsible for keeping this password confidential. We ask you not to share a password with anyone.

6. Linking and framing

6.1 We and our users may link to and embed content from a variety of other websites and we may from time to time decide to display advertisements from third parties on our Site. A link or frame does not represent any endorsement or recommendation by us and does not mean that we have any association with the linked web site. We are not responsible for the content or privacy policies of these sites and third-party advertisers, nor for the way in which information about their users is treated. Unless expressly stated, we are not agents for these sites or advertisers nor are we authorised to make representations on their behalf

6.2 These third-party websites and advertisers, or internet advertising companies working on their behalf, sometimes use technology to send (or "serve") the advertisements that appear on our Site directly to your browser. They automatically receive your IP address when this happens. They may also use cookies, JavaScript, web beacons (also known as action tags or single-pixel gifs), and other technologies to measure the effectiveness of their ads and to personalise advertising content. We do not have access to or control over cookies or other features that they may use, and the information practices of these advertisers and third-party websites are not covered by this Privacy Policy. Please contact them directly for more information about their privacy practices. In addition, the Network Advertising Initiative offers useful information about Internet advertising companies (also called "ad networks" or "network advertisers"), including information about how to opt-out of their information collect.

6.3 For more information, see our Cookies Policy.

7. Your rights

7.1 Your right to access data

7.1.1 We always aim to be as open as we can and allow people access to their personal information. Where we hold your personal data, you can make a ‘subject access request’ to us and we will provide you with:

7.1.1.1 a description of it;

7.1.1.2 an explanation of why we are holding it;

7.1.1.3 information about who it could be disclosed to; and

7.1.1.4 a copy of the information in an intelligible form – unless an exception to the disclosure requirements is applicable.

7.1.2 If you would like to make a ‘subject access request’ please make it in writing to our contact email address noted in section 2 and mark it clearly as ‘Subject Access Request’.

7.1.3 If you agree, we will try to deal with your request informally, for example by providing you with the specific information you need over the telephone.

7.1.4 Unless you agree a different time, we will complete your subject access request within one month.

7.2 Right to be forgotten

7.2.1 If we hold personal data about you, but it is no longer necessary for the purposes that it was collected and cannot otherwise be justified – you have the right to request that we delete the data.

7.3 Right to restrict data

7.3.1 If we hold personal data about you and you believe it is inaccurate you have the right to request us to restrict the data until it is verified. You also have the right to request that the data is restricted where you have a right to it being deleted but would prefer that it is restricted.

7.4 Right to complain

7.4.1 You always have the right to complain to the personal data regulator, the ICO . You may also be entitled to seek compensation if there has been a breach of data protection laws.

8. Policy updates

8.1 This policy was last updated on 6 March 2019.