- INTRODUCTION
We are BLACK WOMEN LET LOOSE THEATRE COMPANY (BWLLTC)
This Privacy Statement seeks to comply with the requirements of the current legal framework in relation to data processing and the Regulation (EU) 2016/679 of the European Parliament and the Council of 27 April 2016 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data, and repealing Directive 95/46/EC (General Data Protection Regulation) and as amended by any subsequent UK legislation.
We are committed to ensuring that information we process is accurate, adequate, relevant and not excessive, given the purpose for which it was obtained.
Our Privacy Statement sets out how and why we process personal information and how it will be used, as well as your rights over any information we hold about you.
In this Privacy Statement, we use the terms “we”, “us”, and “our” (and other similar terms) to refer to BWLLTC and “you” and “your” (and other similar terms) to refer to Private Individuals, Clients, Partners (such as commissioning organisations, venues, third party providers and other performers), Suppliers and Contractors, Employees, Job Applicants and Website Visitors.
In accessing our website and providing us with any instruction or other form of contact, we will assume that you agree to the use of your personal information described in this statement – unless you inform us otherwise.
- WHY WE PROCESS DATA
We process information in the course of delivering the following activities:
2.1 Responding to enquiries about our creative activities.
2.2 Working collaboratively with artists, agencies and venues; resulting in the development of theatre productions.
2.3 Processing commercial transactions such as the sale of tickets or merchandise.
2.4 Conducting research to assess the reach and impact of our activities.
2.5 Administering contracts or employment facilities such as references, payments and benefits.
- THE TYPE OF DATA WE PROCESS
Depending on the nature of our relationship with you, the data we process may consist of:
- Personal contact information which may include contact details (telephone, email and postal address) and financial details for processing payments.
- Personal images and information from social media platform pages/accounts such as Instagram, Facebook and Twitter – for the purpose of mutually relevant promotions.
- Personal images/photos, of people, taken at our events.
- Special Category Data (such as ethnicity, date of birth or gender or financial details) sole to research our audience profile, reach and impact.
- Business data of Clients, Partners, Contractors and Suppliers – such as key personnel contact details for processing of contracts; and bank details for processing of payments.
- Browsing tendencies and selected preferences of visitors to our website.
4. THE SOURCES OF DATA WE PROCESS
Personal information is provided to us by:
4.1 You, if you raised an enquiry with us via phone, email, post or in person; and if you are collaborating with us on a project or performance.
4.2 You, if you have provided feedback on our performances
4.3 You, if you are a job applicant or employee who provides information for the purpose of employment consideration, on-going employment and employment benefits.
4.4 You, as a visitor to our website – we collect, store and use two specific types of information from you:
4.4.1 Personal information such as your name, address, telephone number and
email address as provided by you if you register or submit a form on our website.
4.4.2 Personal financial information if you make purchase via our website.
4.4.3 Information such as your computer’s IP address and anonymous information collected from cookies when you are browsing our website to help us understand how to improve our website and services. Further information on how we collect, store and process this information can be found in the “Cookies Statement” section of our website.
- THE BASIS UPON WHICH WE PROCESS DATA
Depending on the nature of your relationship with BWLLTC, we will process information under one or more of the following lawful bases:
Contract: Processing is necessary for the performances we deliver, contracts we have with Clients, Partners, Suppliers and Employees, and commercial transactions with individuals.
Legal obligation: Processing is necessary for us to comply with the law (not including contractual obligations) such as, but not limited to, providing payment details to HMRC.
Consent: Individuals have given their consent for us to process their personal information for a specific purpose. This may include but is not limited to Special Category Data; or communications for marketing promotions; or digital tracking and cookies on our website.
Legitimate interests: Processing is carried out for our legitimate interests or the legitimate interests of a third party unless there is a good reason to protect your welfare or concerns which overrides our legitimate interests.
- HOW WE USE DATA
Depending on the nature of your relationship with BWLLTC personal information will be used in one or more of the following ways:
6.1 To share news that we believe will be of interest to you.
6.2 To process transactions made by you.
6.3 To inform our performances and delivery in order to remain relevant to our audiences.
6.4 For an overview of volume and movements of visitors to our website, and readership of our digital and social media broadcasts to help us understand how to improve our communications.
6.5 In the provision of employment administration and facilities; payments, benefits, management, assessments and collective working practices (by BWLLTC).
- HOW LONG WE HOLD ONTO DATA
We will not retain personal information for longer than necessary:
7.1 Not beyond the purpose for which it was provided – such as, but not limited to marketing promotions and processing of transactions.
7.2 Not beyond the duration of a contract or employment, save for the provision of references.
7.3 Not beyond any period required by law, regulatory or commercial obligations.
- SHARING DATA
8.1 BWLL TC will not share personal information with third parties except where:
8.1.1 we upload data onto a broadcast platform such as an email system which will enable us to issue permitted communications.
8.1.2 we share data with partners such as agents, ticket providers and other associated organisations for the purposes of facilitating applications, show entries or participation in an event.
8.1.3 we appoint an agency to deliver recruitment and HR services.
8.1.4 we are required to release information for regulatory purposes; such as providing income details to HMRC.
8.1.5 we are legally obliged to disclose information in order to protect the rights, property, or safety of us, our partners, audiences or others. This includes exchanging information with other companies and organisations for the purposes of fraud protection and credit risk reduction or where required to do so by law, for example by a court order or for the purposes of prevention of fraud or other crime.
8.2 When we use services and technical suppliers, we disclose only those elements of information that are necessary to deliver the required service.
8.3 We will have Data Processing Agreements in place with such suppliers to restrict what they can do with data we share and restrict how long they hold and process such data.
8.4 Beyond the provision of necessary services, required transactions and legal obligations, we will not disclose information to other parties without your express consent.
8.5 BWLLTC will not transfer personal information to any territory outside the European Economic Area (EEA) without prior written consent. If we do transfer personal information to countries or jurisdictions which do not provide the same level of data protection as the UK or EEA, we will, if appropriate, issue an enhanced contract (in addition to our main Data Processing Agreement) to ensure that the data is protected.
8.6 If BWLL TC is acquired by a third party the acquired assets may include personal information held at the time of acquisition. We will contact you if this happens to inform you of who that third party is. You can then review their privacy policy and ask for your personal data to be erased if you wish.
8.7 Our website may contain links to and from the websites of partners, advertisers, affiliates and other third parties. If you follow a link to any of these websites, please note that these websites will have their own privacy policies and we do not accept any responsibility or liability for these policies or the content or operation of these websites. Please check these policies and the terms of the websites before you submit any personal data to these websites.
- ACCESSING AND UPDATING YOUR PERSONAL DATA
9.1 You have the right, subject to certain exceptions, to request a copy of the personal information we hold about you.
9.2 You have the right to have any inaccuracies corrected, by asking us to make the amendments.
9.3 You have the right to be “forgotten”. This means you have the right to request that information held about you is erased. Under certain circumstances this may not be possible due to regulatory and legal requirements to retain data. However, you should inform us if you think we should not be using the information. We can then restrict the use or wholly encrypt the data as necessary.
9.4 Regarding consent for promotional/non-contractual communications – If you have previously opted in to receive promotional/non-contractual information from us, you have the right to opt out of (or opt back in to) receiving such information at any time.
9.5 You have the right to object to our processing of your personal information. However, please note that this may limit the level of service that we provide to you.
9.6 You also have the right to lodge a complaint with a supervisory authority (e.g. the Information Commissioner’s Office in the UK), about our processing of your personal information.
9.7 If you are making a request for a copy of your personal information that we are processing, please be as specific as possible as this will both help us to identify the information quickly and provide you with a copy without any undue delay. We will tell you:
9.7.1 why we are processing your personal information;
9.7.2 who are we sharing it with;
9.7.3 the source of the information, if it was not collected directly from you;
9.7.4 how long we will keep your data.
- CHANGES TO THIS PRIVACY STATEMENT
We reserve the right to revise or supplement this Privacy Statement from time to time, to comply with the law or to reflect changes to our organisational structure, activities, services or requirements. If necessary, we will take appropriate steps to notify you of significant changes to this statement. Updates will also be posted on our website.
We recommend that you bookmark and periodically review this page to ensure that you are familiar with the most current version and are aware of what information we collect, how we use it and under what circumstances we may share it.
- CONTACTING US
If you have any questions about how your personal information is used please contact us by email: [email protected]