Privacy Policy

Contents

1. INTRODUCTION
2. ABOUT US
3. INFORMATION WE MAY COLLECT ABOUT YOU
4. HOW WE USE INFORMATION ABOUT YOU AND RECIPIENTS OF YOUR INFORMATION
5. WHO WE MIGHT SHARE YOUR INFORMATION WITH
6. COOKIES
7. HOW WE LOOK AFTER YOUR INFORMATION AND HOW LONG WE KEEP IT FOR
8. HELP KEEP YOUR INFORMATION SAFE
9. INTERNATIONAL TRANSFERS OF YOUR INFORMATION
10. YOUR RIGHTS TO THE INFORMATION WE HOLD ABOUT YOU
11. SHARING DATA DIRECTLY WITH THIRD PARTIES
12. THIRD-PARTY LINKS
13. CHANGES TO THIS POLICY NOTICE AND YOUR DUTY TO INFORM US OF CHANGES

1. INTRODUCTION

1.1. This privacy notice (Privacy Notice) sets out the ways in which we, Regent’s Park Theatre Limited (Regent’s Park Theatre, we, us, our), collect and use your personal data (your personal information) in connection with our business. It also explains what rights you have to access or change your personal data.

1.2. This Policy applies to users (individually referred to as you) of Regent’s Park Theatre’s website, applications and other online and telephone services.

1.3. If you are under 13 we will need your parent/guardian’s consent before we can collect any personal information about you. If you do not have that consent, please do not provide your personal information or use our website.

2. ABOUT US

2.1. We are a company registered in England and Wales under company number 00759557, with our registered address as set out below.

2.2. You can contact us as follows:

FAO: James Pidgeon, Executive Director

Address: Regent’s Park Theatre Limited, Stage Door Gate, Open Air Theatre, Inner Circle, Regent’s Park, London NW1 4NU, UK

Email: [email protected]

Customer Services Phone number: +44 (0)20 7467 4920

3. INFORMATION WE MAY COLLECT ABOUT YOU

3.1. Information that you provide to us.

3.1.1. We will collect any information that you provide to us when you:

(a) make and change your ticket bookings over the phone, by email or in person at our box office;

(b) create an account on the website which allows you to:

(i) purchase tickets;

(ii) purchase or redeem gift vouchers,

(iii) purchase food and drink packages;

(iv) purchase one of our membership/support packages;

(v) indicate your contact preferences such as whether you would like to receive news from us or information about how you can support us;

(c) update your profile and other account details;

(d) make a one-off donation on our website;

(e) make an enquiry, provide feedback, submit a review or make a complaint in person or over the phone, by email or on our website;

(f) submit correspondence to us by post, email or via or website;

(g) make a booking for education tickets via the Education Booking Form, or by email or over the phone;

(h) contact us about corporate partnership opportunities and private hospitality options by telephone or email;

(i) if you are a member of a trust or foundation and you contact us about opportunities to support our work;

(j) subscribe to our newsletter and mailing lists;

(k) fill in a form, conduct a search, respond to surveys, participate in promotions or use any other features of the website;

(l) register to and/or attend an event that we host at the theatre;

(m) submit a CV;

(n) submit an application to a job vacancy; and

(o) attend an interview or assessment.

3.1.2. The information you provide to us will include (depending on the circumstances):

(a) Identity and contact data: title, names, addresses, email addresses and phone numbers and language preferences;

(b) Account profile data: if you’re registering for an account on the website you will also provide a username, password, delivery and billing address;

(c) Financial data: if you are using the website to purchase tickets, gift vouchers, memberships, food/drink packages, or any other services we offer from time to time, you will also provide payment details, which may include billing addresses, credit/debit card details and bank account details. This information is processed directly by our third party payment service provider, SagePay, in accordance with this Privacy Notice;

(d) Date of birth: if you are applying for BREEZE membership or other offers or discounts we will also collect your date of birth in order to verify your eligibility for offers, discounts and/or memberships;

(e) Education Tickets: if you are applying for Education Tickets we will collect the name of your school, name of the main school contact and their email and telephone number, the school address and the name of a contact for payments and any additional information you choose to provide us about your educational visit;

(f) Corporate Partners: if you contact us about corporate partnership opportunities we will collect you name, role, company address and company contact details (including telephone and email address);

(g) Trusts/foundations: if you contact us about supporting our work we will collect your name, role, address and contact details (including telephone and email address)and whether you have an existing connection to us;

(h) Survey data: from time to time we might ask if you would be willing to participate in our surveys; if you agree, we will also collect any information that you provide as part of that survey; and

(i) Employment and background data: if you are submitting a job application, you may also provide additional information about your academic and work history, qualifications, skills, projects and research that you are involved in, references, proof of your entitlement to work in the UK, your national security number, your passport or other identity document details, your current level of remuneration (including benefits), and any other such similar information that you may provide to us.

3.2. Information we collect about you:

(a) Information contained in correspondence: we will collect any information contained in any correspondence between us. For example, if you contact us using the “contact us” form on our website or by email or telephone, we may keep a record of that correspondence;

(b) Transactional data: we will collect information related to your transactions on the website, including the date and time, the amounts charged and other related transaction details;

(c) Website usage data and technical data: we will also collect certain information about how you use our website and the device that you use to access our website, even where you have not created an account or logged in. This will include your geographical location, device information (such as your hardware model, mobile network information, unique device identifiers), the data transmitted by your browser (such as your IP address, date and type of the request, content of the request regarding the specific site, time zone settings, access status/HTTP status code, volume of data transmitted, browser type and version, language settings, time zone settings referral source, length of visit to the website, date and time of the request, operating system and interface) number of page views, the search queries you make on the website and similar information. This information may be collected by a third-party website analytics service provider on our behalf and/or may be collected using cookies or similar technologies. For more information on “Cookies” please read paragraph 6 below;

(d) Imagery: we may capture images of you when we take photographs or film the theatre, productions or any special events we host from time to time. Your image may be included in a crowd shot of the theatre or your image may be specifically captured such as images of audience participation scenes. We will endeavor to let you know, by notices at the theatre, if we will be photographing or filming the theatre or production for publicity and broadcast purposes at the time of your visit. Photos or film taken of the theatre may include children’s images for which we will ask for parental or guardian consent before using such imagery in any promotional material;

(e) CCTV Recording: we use CCTV recording equipment in and around our theatre for monitoring and security purposes. There are CCTV notices displayed at the theatre to notify you that CCTV is being used.

3.3. Sensitive Personal Information

3.3.1. “Special categories” of particularly sensitive personal information (“Sensitive Personal Information”) require higher levels of protection. Sensitive Personal Information includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data. Depending on the circumstances we will also collect information about criminal convictions and offences as described in more detail below.

3.3.2. We need to have further justification for collecting, storing and using this type of personal information. We have in place an appropriate policy document and safeguards which we are required by law to maintain when processing such data:

(a) we may collect information about your dietary requirements and any special access requirements when we conduct customer surveys or in relation to an event we may run (on the basis of your explicit consent);

(b) if you are a job applicant, depending on the role you are applying for, we may request details of your criminal record for the purposes of completing background checks necessary for you to be able to work with us (on the basis such processing is necessary for reasons of substantial public interest under applicable laws).

(c) we may operate temperature screening on arrival at our events. Temperature data is only processed for the purpose of assessing condition for entry to our event, and this information is not retained in any way.

3.4. Information we receive from third parties

3.4.1. In certain circumstances, we will receive information about you from third parties. For example:

(a)Service providers: we may collect personal information from our website developer, payment services provider, marketing service provider, and other IT service providers (who are based inside the EU);

(b) Website security: we will collect information from our website security service partners who are based inside the EU, about any misuse to the website, for instance, the introduction of viruses, Trojans, worms, logic bombs, website attacks or any other material or action that is malicious or harmful;

(c) Social media plugins: we currently use social media plugins from the following service providers who are based both inside and outside the EU: Facebook, Google+, Twitter. By providing your social media account details you are authorising that third-party provider to share with us certain information about you;

(d) Customers who have purchased gift vouchers or gift memberships for you: we will collect personal information about recipients of gift vouchers or gift memberships from our customers. This will include recipient’s email address, and any information which is submitted by the customer as a personal message in the optional text box;

(e) Employers, recruitment agencies and referees: if you are a job applicant we may contact your recruiter, current and former employers and/or referees, who may be based inside or outside the EU, to provide information about you and your application;

(f) Publicly available sources: we currently use publicly available sources in order to carry out basic research on some potential donors. In addition to general information researched on the internet about such donors, we make use of company, director and shareholder information from publicly available, officially registered information providers (such as Companies House and the Charity Commission) to carry out identity and compliance checks to help us meet our obligations as a charity against financial fraud. We may also use publicly sourced images to help identify individuals who attend our special events.

3.4.2. We might also receive information about you from third parties, such as other theatre or arts organisations, if you have indicated to such third party that you would like to hear from us.

4. HOW WE USE INFORMATION ABOUT YOU AND RECIPIENTS OF YOUR INFORMATION

4.1. We will use your information for the purposes listed below either on the basis of:

4.1.1. performance of your contract with us and the provision of our services to you;

4.1.2. your consent (where we request it);

4.1.3. where we need to comply with a legal or regulatory obligation; or

4.1.4. our legitimate interests or those of a third party (see paragraph 4.3 below).

4.2. We use your information for the following purposes:

4.2.1. To provide access to our website: to provide you with access to our website in a manner convenient and optimal and with personalised content relevant to you including sharing your information with our website hosts and developers (on the basis of our legitimate interest to ensure our website is presented in an effective and optimal manner);

4.2.2. To register your account: when you sign up to use our website, we will use the details provided on your account registration form (on the basis of performing our contract with you);

4.2.3. To process and facilitate transactions with us: we will use your information to process ticket bookings, transactions, donations and other payments, to allow you to redeem gift vouchers or gift memberships, and to collect and recover money owed to us (on the basis of performing our contract with you and on the basis of our legitimate interest to recover debts due);

4.2.4. Relationship management: to manage our relationship with you, which will include notifying you about changes to our terms of use or privacy policy, your membership where applicable (on the basis of performing our contract with you, to comply with our legal obligations and on the basis of our legitimate interests to keep our records updated);

4.2.5. User and customer support: to provide customer service and support (on the basis of our contract with you or on the basis of our legitimate interests to provide you with customer service), deal with enquiries or complaints about the website and share your information with our website developer, IT support provider, payment services provider or marketing service provider as necessary to provide customer support (on the basis of our legitimate interest in providing the correct products and services to our website users and to comply with our legal obligations);

4.2.6. Membership & support: to acknowledge your membership and support by publishing your name on the list of our Patrons on our website or, if you have sponsored a seat, on the seat’s plaque inscription (on the basis of performing our contract with you if you sponsor a sear or on the basis of your consent if you are a Patron);

4.2.7. Fundraising: to identify individuals for memberships and philanthropic support (on the basis of our legitimate interests as a registered charity to seek support, promote fundraising or legacy campaigns by post (or by email if you have previously consented to receiving email communications from us) to selected donors;

4.2.8. Prize draws, competitions and surveys: to enable you to take part in prize draws, competitions and surveys (on the basis of performing our contract with you and our legitimate interest in studying how our website and services are used, to develop them and grow our business);

4.2.9. Recruitment: to process any job applications you submit to us, whether directly or via an agent or recruiter including sharing this with our third party recruitment agency (on the basis of our legitimate interest to recruit new employees or contractors);

4.2.10. Marketing: to keep in contact with you about our news, events, new website features products or services that we believe may interest you, provided that we have the requisite permission to do so, and sharing your information with our marketing services provider (either on the basis of your consent where we have requested it, or our legitimate interests to provide you with marketing communications where we may lawfully do so);

4.2.11. Publicity: to promote our theatre and productions which may include photographs or films of the theatre in which you may appear. We may use such photographs or films in our printed and online publicity, social media and press releases (on the basis of our legitimate interests in promoting our services);

4.2.12. Advertising: to deliver relevant website content and advertisements to you and measure or understand the effectiveness of the advertising we serve to you (on the basis of our legitimate interests in studying how our website/services are used, to develop them, to grow our business and to inform our marketing strategy);

4.2.13. Analytics: to use data analytics to improve our website, products/services, marketing, customer relationships and experiences (on the basis of our legitimate interests in defining types of customers for our website and services, to keep our website updated and relevant, to develop our business and to inform our marketing strategy);

4.2.14. Suggestions and recommendations: to share your information with selected third parties such as suppliers and partners, to enable them to contact you with information about things that may interest you (where we have your consent to do so);

4.2.15. Research: to carry out aggregated and anonymised research about general engagement with our website (on the basis of our legitimate interest in providing the right kinds of products and services to our website users);

4.2.16. Prevention of crime and public safety: to monitor the theatre through CCTV footage in order to prevent or detect criminal activity (on the basis of our legitimate interest in preventing and detecting crime and ensuring employee and public safety);

4.2.17. Fraud and unlawful activity detection: to protect, investigate, and deter against fraudulent, unauthorised, or illegal activity, including identity fraud (on the basis of our legitimate interests to operate a safe and lawful business or where we have a legal obligation to do so); and

4.2.18. Compliance with policies, procedures and laws: to enable us to comply with our policies and procedures and enforce our legal rights, or to protect the rights, property or safety of our employees and share your information with our technical and legal advisors (on the basis of our legitimate interests to operate a safe and lawful business or where we have a legal obligation to do so), and for the purposes of public health and any other legal obligations.

4.3. Where we refer to using your information on the basis of our “legitimate interests”, we mean our legitimate business interests in conducting and managing our business and our relationship with you, including the legitimate interest we have in:

4.3.1. personalising, enhancing, modifying or otherwise improving the services and/or communications that we provide to you;

4.3.2. detecting and preventing fraud and operating a safe and lawful business;

4.3.3. improving security and optimisation of our network, sites and services; and

4.3.4. seeking support (as a registered charity) and promoting fundraising or legacy campaigns.

4.4. Where we use your information for our legitimate interests, we make sure that we take into account any potential impact that such use may have on you. Our legitimate interests don’t automatically override yours and we won’t use your information if we believe your interests should override ours unless we have other grounds to do so (such as your consent or a legal obligation). If you have any concerns about our processing please refer to details of “Your Rights” in paragraph 9 below.