Theatre Orchard is committed to protecting your privacy. We will use the information that we collect about you in accordance with the Data Protection Act 1998 and the Privacy and Electronic Communications Regulations 2003.
Who we are
Theatre Orchard is a Charity Registered in England and Wales number 1124391. Its trustee is Theatre Orchard Projects Limited, a company limited by guarantee registered in England and Wales number 06199242.
What information do we collect?
You give us your information when you buy a ticket for one of our shows or workshops or make a donation or communicate with us. We also keep your details when you sign up to receive email newsletters from us.
We keep a record of the emails we send you, and we may track whether you receive or open them so we can make sure we are sending you the most relevant information. We may then track any subsequent actions online, such as buying a ticket.
Like most websites, we receive and store certain details. We use “cookies” to help us make our site – and the way you might use it – better. Cookies mean that a website will remember you and enable online transactions. It also helps us understand how you use our website, where we can make improvements and how best to tell our audiences about events they might be interested in.
We may also obtain personal information about you from other sources, such as if a family member or friend contacts us on your behalf. 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 and marketing methods. These sources include:
Third party organisations
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 adverts from us on social media that are tailored to your interests.
Depending on your settings or the privacy policies social media and messaging services like Facebook, LinkedIn or Twitter, you might give third parties (like Theatre Orchard) permission to access information from those accounts or services.
Information available 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
How we keep your details safe and secure
Your personal data will be held and processed on our systems. Where possible we aim to keep a single record for each customer.
Your data is always held securely. Access to customer information is strictly controlled. The data can only be accessed by people who need it to do their job. Certain data, for example some sensitive information, is additionally controlled and is only made visible to members of staff who have a reason to work with it.
We may need to disclose your details if required to 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.
What we use your personal information for
We aim to be clear when we collect your data and not to do anything you wouldn’t reasonably expect.
If you make a purchase, sign up for an event or give a donation we usually collect your name, contact details and the sites you purchase your tickets through would hold your bank or credit card information (if making a transaction). Where it is appropriate (and you have the right to decline to give this information) we may also ask for your age, gender, ethnicity, information relating to your health or, if making a donation, why you have decided to donate to us.
We use this data to provide you with the events, products, services or information you asked for, ensure we know how you prefer to be contacted, understand how we can improve our communications or events, administer your donation or to process Gift Aid.
When you register on our website, you can choose whether you would like to receive our newsletter, events news and fundraising communications. You can manage your preferences at any time. We will not contact you for marketing and fundraising purposes unless one of these boxes is ticked. We will include opt-out instructions in any marketing or fundraising communications you receive from us.
Giving you control
With your consent, we will tell you about events, concerts and workshop offers. We make it easy for you to tell us how you want to hear from us and you can opt out from these marketing communications at any time – every email sent to you will tell you how to do this.
We do not sell personal details to third parties for any purpose. We will only share personal details for the purposes of marketing if you have given explicit consent for us to do this. But if we run an event in partnership with another named organisation your details may need to be shared in order that they can help us run the event.
If you have opted out of marketing communications, we may still get in touch with you. For example we may email you to give you important information about the events you’ve booked or to tell you about any changes to that event.
We will give you the opportunity to opt out, at any time, from any marketing or fundraising email communications and postal fundraising communications you receive from us.
Theatre Orchard as a charity and how we respect our donors
You can opt in to receive information about supporting Theatre Orchard by checking the box on the contact page, over the phone or in person. We will tell you about our current campaigns that we think are most relevant to you, ways that you can make a real difference to our education programmes, and invitations to events where you and your family can get closer to our artistic programme by joining our volunteers, steering group or trustees.
We want to ensure our communications to our supporters are personal, relevant and timely and we want to give you an enhanced experience. We may analyse geographic, demographic and publicly available information relating to you in order to better understand your interests, to send you the most relevant communications and to give you an exceptional experience at our events by introducing you to artists or members of staff that we think you might enjoy meeting.
Our donors tell us that tailored and relevant communication is a priority for them and we constantly review this and listen to you to make sure we are getting this right.
In addition, we invite some people who might be interested in joining one of our supporter groups to special events eg. drinks receptions or rehearsals or to tell you about extra benefits including priority booking. Guests we invite might include current supporters, Members, people who have given donations in the past, audiences who attend concerts and events regularly, friends of current supporters, our Board and staff. We make sure that our invitations are appropriate and cost effective by conducting research and analysing our database which might include looking at audience members’ ticket history, postcode if we have it and previous donations as well as publicly available information (including newspaper articles, listed Directorships, social media profiles and biographies on employers’ websites).
We may share anonymised personal information with other organisations, particularly Arts Council England, who use this to analyse our audience development programmes, ticket sales and self-generated funding to understand the impact of the public investment made in Theatre Orchard.
Many of the events are presented in partnership with other companies such as other artistic organisations and promoters. We will let them know about your booking but will not share your details.
We will not otherwise share your personal information with third party organisations.
Sometimes we ask you to provide sensitive information, for example when you book for certain events or participate in some activities, or when you apply for a job. As with all the personal information we hold, sensitive information is held securely and restricted to those who need to use it. We will delete sensitive information when we no longer need it.
You have the following rights related to your personal data:
- 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 withdraw consent
- The right to lodge a complaint with the Information Commissioner’s Office or Fundraising Regulator