Privacy policy

Last updated: 12th May 2020 

Introduction

The Yellow Box theatre is committed to protecting the privacy of all those who are involved with it. We are also committed to being transparent about how we collect and use personally identifiable information. We hope that this document answers any questions you may have, but if not, please do not hesitate to get in touch with us.

The purpose of this document is to tell you how we collect, how we use and how we store your personally identifiable information. It covers all of the activities of The yellow box theatre limited (Company no: 12275011) registered in the United Kingdom.

These activities include producing shows, selling tickets, providing opportunities for participation and learning, fundraising, promoting our activities and running our campaigns. This document is relevant to anyone who we collect or hold personally identifiable information about, including customers, donors, partners, participants, volunteers, interns, employees, creatives, performers and others involved in producing or staging shows.

We collect, store and process personally identifiable information in accordance with all applicable laws, including the UK Data Protection Act (2018), Privacy and Electronic Communication Regulations, and European Union General Data Protection Regulation (2018).

This document covers:

·       How we collect information from you

·       What information we collect

·       Why we collect information and how we use it

·       Your rights

·       How we protect your data

·       Who we share information with

The yellow box theatre will only send you marketing communications if we have record of you having positively agreed to receive communications about our productions and activities, (or if we believe there is a legitimate interest). You will always be able to unsubscribe from our communications through the unsubscribe option in the footer of the email.

We will never sell your personal data and may only ever share it with organisations where we have your express permission and where privacy and security are guaranteed under contract with the organisation.

How we collect information about you

When you engage with The yellow box theatre, we collect your information. This could be when you purchase a ticket, make a donation, sign up to a workshop or event or project, sign up to our mailing list. These interactions may occur online, in person or over the phone. We also monitor how visitors use our website to help improve the user experience.

We may also collect information from publicly-available sources as part of our fundraising practice. This may include obtaining information from individuals working on our behalf such as a yellow box theatre development working group.

 We collect personal information:

1.     When you interact with us via our website and email to:

  • Buy tickets

  • Make a donation

  • Book to take part in an event, project or workshop

  • Sign up to mailing list to receive e-newsletters

  • Sign up to mailing list to receive fundraising and support emails

  • Make general enquiries

  • Provide feedback

  • Enter a competition or take part in a campaign

  • Communicate interest in future involvement or support via email

  • Through your IP address given to us via your browser

  • Through cookies – Cookies policy

  • Give us your access requirements

2.     When you interact with us via phone to:

  • Make a donation

  • Book to take part in an event, project or workshop

  • Make general enquiries

  • Provide feedback

  • Communicate interest in future involvement or support

  • Give us your access requirements

 3.     When you interact with us via social media to:

  • Book to take part in an event, project or workshop

  • Provide feedback

  • Enter a competition or take part in a campaign

4.     When you interact with us in person to:

  • Buy tickets

  • Make a donation

  • Attend an event, project or workshop

  • Sign up to mailing list to receive e-newsletters

  • Sign up to mailing list to receive fundraising&support emails

  • Make general enquiries

  • Update your communication preferences

  • Give us your access requirements

  • Provide feedback

 5.     When you purchase ticket for a Yellow box theatre show via a third party such as eventbrite.

What information we collect

We only collect information that’s necessary to carry out our business or to deliver our objectives. There are occasions where you can choose to not provide us with the information we require, but this may impact our ability to provide the service you are requesting.

The type of information we may collect is outlined below.

 If you are buying tickets to a show or making a donation:

  • Full name

  • Email address

  • Contact phone number(s)

  • Payment card details

  • Billing address

  • Delivery address

  • Organisation (if you are booking tickets on behalf of a group)

  • Access requirements - we only have this information if you chose to give it to us so we can support your visit.

If you are attending an event, project or workshop, or taking part in a campaign or competition, we may require additional information such as:

  • Dietary requirements

  • Emergency contact name, phone number and address

  • Permission for photography or filming

  • Job title

  • Details of any prior experience relating to the project or workshop

  • Equal opportunities forms

  • Publicly available information about you

This is not an exhaustive list and we may retain different types of information for different individuals based on what is necessary to deliver the service we are providing to a high standard. 

If you visit our website, we may collect:

  • Through your IP address, the time and date of your visit, pages visited on our website, the referring website and internet browser used.

  • Information about your online preferences retained through your cookies. Please see our Cookies policy.

The information is collected to helps us diagnose and manage our website, to better understand our users and how they arrived on our website.

We keep a record of your relationship with us:

We keep a record of your interactions with us in our database, such as shows you have purchased tickets to, projects you have participated in. This helps us improve our services.

Ticket agents and third parties

If you book tickets for a yellow box theatre through a ticket agent or third party, you should check their privacy policy when you provide your information to understand fully how they will process and safeguard your data. Third party organisations should not pass on your data to us without your knowledge and only if it is required in the performance of a contract.

Social media

Depending on your settings or the privacy policies for social media services like Facebook and Instagram, you may give us permission to access information from those accounts or services, such as your online behaviour. The majority of this behaviour is anonymised. For more information on how to control your privacy settings for these services, please access their privacy policies.

Facebook – Privacy policy

Instagram – Privacy policy

Why we collect information and how we use it

The main way we use your information is to provide the service(s) you’ve requested from us. We also use your information to help us better understand our audience, to provide the best possible service and to keep you informed about The yellow box theatre activities and productions (if you have positively agreed to subscribe to one of our mailing lists). We will only contact you electronically about non-contractually related information when we have your consent to do so.

We collect your information in order to:

Provide a service or carry out a contract with you:

  • To fulfill ticket, merchandise, donation and supporter requests

  • To process payments

  • To invite you to events as per your supporter/membership benefits

  • Contact you with important information relating to your booking or purchase, such as cancellations

  • Provide the best possible customer service such as: confirming your order, reminding you of an upcoming booking, seeking feedback or letting you know of any show or venue changes that affect your visit.

Where we have your consent to:

  • Send you updates via email about what’s on, ticket offers and news about the Yellow box theatre.

  • Share information (or email) about our fundraising activities and ways that you can support the Yellow box theatre.

  • Take a picture of you as a participant on a project.

  • Capture access requirements prior to attendance to a show or activities run by the Yellow box theatre.

  • Share your details with other organisations who have co-produced work you may have seen by (or in collaboration with) the yellow box theatre. These organisations should contact you to let you know how they collected your data and to check that you’re happy to hear from them. You will always be able to opt out of their communications by contacting them directly.

Where we have a legal obligation to:

  • Detect and reduce fraud and credit risk  

Where we have legitimate interest to:

  • Send you updates via email about what’s on, ticket offers and general Yellow box theatre news.

  • Learn about your interests and preferences so that we can contact you with information that is relevant to you

  • Help us target our marketing and development communications and adverts so that they’re more relevant to you

  • Send relevant invitations to events, press nights or other fundraising opportunities via post or phone, if we believe this would be of interest

  • Use your pseudonymised details to show you advertising on social media platforms such as Facebook and Instagram or on other websites you use (the information shared with these platforms is pseudonymised to protect your personal data).

  • Classify our audience into groups or segments, using booking and publicly available information (these segments help us to understand our audience better and ensure we’re sending relevant messages). We may use third party processors to help achieve this.  We also submit these anonymously as part of reporting to fundraising and public funding bodies (such as Arts Council England).

  • Analyse and continually improve the services we offer including our artistic output, our website and our other products.

  • Measure and understand how our audiences respond to a variety of marketing activity so we can ensure our activity is well targeted, relevant and effective.

  • Undertake audience research to analyse and continually improve the services we offer including our live programme, website and our other products.

  • Ensure we are maximising our ticket sales wherever possible

  • Fundraise effectively because we are a not-for-profit organisation

More information about our fundraising activities:

We are a limited company by guarantee and we raise funds from individuals, trusts and corporate supporters to enable us to stage our theatre productions in line with our vision and our commitment to ethical practice, keep our ticket prices low and affordable for all and develop projects with our emerging talents and within our local community.

We are committed to fundraising best practice and ensure to be legal, open, honest and respectful (as described by the fundraising Regulator’s key principles) in our fundraising interventions. We undertake to comply with relevant law and regulations, including the Proceeds of Crime Act, Data Protection, Tax and Gift Aid legislation.

To do so, we aim to better understand both our audience’s engagement to ascertain any potential interest in supporting us further, and to prospect individuals, corporates, trusts and foundations through specific research.

We undertake research on our data and through publicly available information in order to ensure that we can present people with appropriate information and opportunities to learn more, and potentially support the Yellow box theatre in a number of ways:

Current audience

We aim to ensure our communication are personal, relevant and designed to provide the most rewarding engagement with our work. If you have chosen to make a donation or expressed your interest by email to fundraise for us or to become a supporter of the Yellow box theatre, we will ask for your consent to email about specific fundraising email communications. We will not email you with a fundraising ask without your consent.  

Companies, trusts and foundations

We may use research from a number of different publicly available sources to identify potential companies, trusts and foundations who may aid us in our fundraising activities. This may include official websites of companies, charities and other arts organisations. In addition to this research we also make use of company, director and shareholder information from publicly available, officially registered information providers, such as trustfundraising.org and linkedln.

If we have identified a specific company or trust or foundation through this research that we believe may be interested in supporting our work, we may contact the people specifically connected to these bodies via publicly available contact information, such as a relevant work email address. If we identify an individual, we may contact them via phone or by post. We will always conduct an appropriate legitimate interest assessment to ensure that we are not infringing on your rights.

Your rights

You have the right to ask us to change or to stop how we use your personal information at any time.

To do this, you can contact us by email at office@theyellowboxtheatre.co.uk

Every email we send to you will include an option to unsubscribe from future communications.

You can request full details of personal information we hold about you under the data protection Act 1998 or under the General data Protection regulation 2018, by contacting us.

Please send a description of the information you would like to see, together with a proof of your identity at office@theyellowboxtheatre.co.uk

You also have the right to get information held about you by us corrected. Please contact us on the contact details set out above.

You have the right to lodge a complaint with the supervisory authority, the information commissioner’s office – www.ico.org.uk

If you are under 18, please ensure you obtain your parent/guardian’s consent before you provide personal information to the website. If you don’t have that consent, you must not provide personal information. We currently do not accept donations if you are under 18.

How we protect your data

We’re committed to protecting your personal information. We adopt robust and appropriate technologies and policies to protect it from unauthorised access and improper use.

As part of the services offered to you through the Yellow box theatre website, the personal information you provide may be transferred to countries outside the European Economic Area (EEA). By way of example, this may happen if any of the computer servers used to host the website are located in a country outside of the EEA. If the Yellow box theatre transfers your personal information outside of the EEA in this way, we will take steps to ensure that your privacy rights continue to be protected as outlined in this privacy notice.

The yellow box theatre may transfer your data to the USA to organisations such as Facebook or Google. The USA has weaker data protection laws than that of the EEA and therefore we will ensure that only organisations who are a part of the EU privacy shield initiative will handle your personal information. More details on this certification can be found at www.privacyshield.gov/welcome

We will keep your information only for as long as is reasonably necessary for the purposes set out in this privacy notice and to fulfill our legal obligations. We will not keep more information than we need. The retention period will vary according to the purpose, for example if purchasing a ticket only, we will typically keep your data for up to ten years from the date of your last point of engagement whereas if you have become a supporter of the Yellow box theatre, we will hold your details indefinitely. For further information about how long we will keep your information, please contact the office using the email address: office@theyellowboxtheatre.co.uk .

If you ask us to stop sending direct marketing communications to you, we will retain the information required (e.g. name, address or email address) to ensure we adhere with such requests.

Who we share information with

The Yellow box theatre will never share, sell or trade your personal information to any third parties for marketing purposes without your prior consent.

We will ask for your consent to share personal information with artists and creative partners whose shows you have booked for with the yellow box theatre.

We make sure anyone who provides a service for us enters into an agreement with us and meets our standards for data security.

We may use a number of data processors to help us provide the services you requested. These organisations are obligated to act on our instructions in relation to their use of your personal data and do not have any control over your data in their own right. We ensure anyone who provides a service for the Yellow box theatre enters into an agreement with us and meets our standards for data security. They will not use your data for anything other than the service that they are providing.

The Yellow box theatre recommends that you check the policy of each website you visit through our website and contact its owner if you have concerns or questions regarding your rights to privacy.

Updates or Changes to the Privacy Policy and Further Information

This notice was updated on 12th May 2020.

It may be updated to take into account changes at the Yellow box theatre or to reflect changes to regulation or legislation.

Updates to this policy will be posted on this page – please check back from time to time. We may also inform you of any changes where we hold an appropriate email address for you.

Further information on data protection regulations and laws can be found here:

Data Protection: https://ico.org.uk/for-the-public

Fundraising regulator: www.fundraisingregulator.org.uk/code-of-fundraising-practice