Privacy & Cookies Policy
In order for Lewes Drama Collective to fulfil its service to our members, we need to collect and hold certain types of data, including personal details such as name, address, date of birth and contact details.
Personal data will be used for the purpose of communicating with you about classes, production rehearsals, enrollment and administrative matters, as well as to provide East Sussex County Council with the information needed for members under the age of 16 to perform on stage. Where necessary, we will accept written notes which are stored separately from your personal details. Trust is paramount at Lewes Drama Collective. We can assure you that all data is kept in confidence and that we take the security of your details very seriously. Digitally and physically provided data is safely secured and stored. You have the right to request personal data and to correct any errors. We are happy to discuss the privacy of these details in more detail with you if you would like more information.
Lewes Drama Collective currently represents 5 individual performing arts groups. We are not registered as a business or charity as the groups are run by a number of freelancing individuals. The legal status and accountability regarding the collective has been verified with all appropriate authorities.
If you have any questions regarding how we use your personal data, please contact us at:
Address: West Dene, The Drive, Burgess Hill, West Sussex, RH15 8BG
The terms that are used in data protection legislation most frequently include:
Data subject means a living individual about whom we hold personal data. A data subject need not be a UK national or resident.
Data controller is a term used to describe the people who, or organisations which, determine the purpose and manner for which any personal data is processed. Therefore, Lewes Drama Collective is the data controller of the personal data used for commercial purposes.
Data processors means any person or organisation that processes personal data on our behalf and on our instructions. Employees of data controllers are excluded from this definition, but it could include suppliers, administrators and tutors who handle personal data on behalf of the data controller.
Personal data means data relating to a data subject who can be identified (directly or indirectly) from that data (or from that data and other information in our possession or available to us). Personal data can be factual (e.g. a name, address, date of birth or a photograph etc.) or it can be an opinion about that data subject, their actions and behaviour.
Processing is a term used to describe what we do with the data, such as collection, recording, organisation, structuring, storage, adaptation or alteration, retrieval, consultation, use, disclosure by transmission, dissemination or otherwise making available, alignment or combination, restriction, erasure or destruction. Processing also includes transferring (or disclosing) personal data to third parties.
Special categories of personal data is a term used to describe sensitive personal data such as information about a person’s racial or ethnic origin, political opinions, religious or similar beliefs, trade union membership, physical or mental health or condition or sexual life, genetic data and biometric data where processed to uniquely identify a person or about the commission of, or proceedings for, any offence committed or alleged to have been committed by that person, the disposal of such proceedings or the sentence of any court in such proceedings. Sensitive personal data can only be processed under strict conditions.
How we collect your personal data
Generally, we collect your information when you decide to interact with us. This could include you sending us your details online, over the phone or in person.
We collect information in a number of ways which are listed below:
When you use our website to enrol your child or yourself, pay fees, register for an event or enquire about our services.
When you contact us by phone to enrol your child or yourself, or enquire about our services.
When you contact us by post
You may provide us with information to be used in connection with a show or performance.
From time to time (but very rarely we might add), we may also get data about you from third parties – please see the ‘Why we collect your personal data and how we use it’ section for more details. This could include data obtained by a supplier or where you have participated in a survey or event.
The type of personal data we collect
We only collect the information that’s necessary to carry out our group activities, provide the particular service you’ve requested and/or to keep you informed. There are occasions when you can choose not to give us certain information, but this may limit the level of personalisation we can offer e.g. – for example, you may not get to hear about a class or an event you (or your child) may likely have been interested in.
In some circumstances we will request your consent to use certain information for specified purposes. In such circumstances you will have the free choice to give, refuse or withdraw consent. In the case of personal data relating to a child under the age of 16, we will require the consent of a parent or legal guardian. Individuals aged 16 or over may give, refuse or withdraw consent (whether the consent was originally given by themselves or on their behalf) themselves.
The type of information we collect depends on where and when it is gathered:
Information we obtain directly from you:
When you register on our website or contact us to enquire about a service, to enrol or attend an event, by post or phone we need to collect information from you in order to provide the service you are requesting.
We may collect:
Your Child’s Name
Your Child’s Gender
Your Email Address
Your Child’s Date of Birth
Contact phone number(s)
Your Child’s Medical Information
When visiting our website we may collect the following information:
Automatically populated IP address: a public IP address is a unique number which allows a computer, group of computers or other internet connected device to browse the internet. The log file records the time and date of your visit, the pages that were requested, the referring website (if provided) and your internet browser version. This information is collected to help diagnose and manage the website, to audit the geographical makeup of users, and to establish how they have arrived at the website. This is known as a cookie.
Third Party Organisations:
We may combine information you have given to us with additional information available from external sources. This will only be done when you give permission to the relevant third party organisations to share the data they hold on you, or if the data is already publicly available.
Information available publicly:
We may include information published in articles/ or newspapers or on freely accessible social media platforms.
Why we collect your personal data and how we use it
The information we hold on you will be used in a number of ways. Here are the main ones: to provide a service you have requested, offer you a personalised experience and understand your needs better, inform you of events or updates you’ve asked for or contact you if we need to obtain or provide additional information.
Specifically, we use your information we collect in the following ways:
To carry out our activities and to provide a service or fulfil an agreement with you:
To fulfil enrolment registration and information requests.
Medical details are obtained to enable us to fully support your child’s / your own welfare in setting.
Provide the best possible customer services and to help us with internal administration.
Contact you with important information relating to your registration, such as confirming your request, reminding you of an upcoming event or letting you know about changes to the service.
Where we have your consent:
Send you updates via email and/or WhatsApp about production rehearsals, upcoming events and opportunities that we think may be of interest to you.
Email you about a specific topic you’ve requested to hear more on such as our holidays activities
Use your personal data and that of your child to notify East Sussex County Council of their involvement in a staged production at a public venue
Where we have justifiable reason (including legal obligation and legitimate interest):
Learn about your interests and preferences so that we can contact you with information that is relevant to you.
Help us target our marketing communications and adverts so that they’re more relevant to you.
Use your pseudonymised details to show you advertising on such Social Media platforms as Facebook and Instagram or through other third party advertising that may appear on other websites you use. The information shared with these platforms is pseudonymised to protect your personal data.
Measure and understand how our audiences respond to a variety of marketing activities so that we may ensure our activity is well targeted, relevant and effective.
Undertake user research: we may contact you to ask you to participate in user research either via an online or telephone survey or in person. You are under no obligation to participate in research and, should you provide any further information, Lewes Drama Collective will inform you how any further information will be used.
Analyse and continually improve the services we offer including our website and our other products.
To help us run the test version of our website that we use internally to pilot new features and ensure the smooth running of our web services.
How we process your personal data
Lewes Drama Collective will never share, sell, rent or trade your personal information to any third parties for marketing purposes without your prior consent.
Some of our service providers may have access to your data in order to perform services on our behalf. We make sure that anyone who provides a service for Lewes Drama Collective enters into an agreement with us and meets our standards for data privacy, protection and security. They will not use your data for anything other than the clearly defined purpose relating to the service that they are providing.
We may share your details with:
Service providers who work on behalf of Lewes Drama Collective for the performance of any agreement we enter into with them or you, for example, box office payment processing, printers and mailing houses for programmes, marketing agents to promote productions and classes, database services to store your data, website hosting or email delivery service.
Third party advertisers (such as Facebook or Google) to help us identify customers similar to our audience or to serve relevant adverts to you on third party websites. The information shared with these advertisers is pseudonymised to protect your personal data.
In rare cases, other organisations such as competition organisers, photographers and survey providers etc. if you choose to take part in such activities that need administration by third parties and you choose to opt in for contact from those organisations.
In rare cases, third party data service providers who would help us to segment and understand our audience by providing additional information so that we can send the most relevant and targeted communications possible.
Despite all our precautions, no data transmission over the internet is 100% secure. Lewes Drama Collective is therefore unable to guarantee the absolute security of any information which you disclose to us and so wish to draw your attention to the fact that you do so at your own risk.
Keeping your personal data secure
Lewes Drama Collective is committed to protecting the personal information you entrust to us. We adopt robust and appropriate technologies and policies, so the information we have about you is protected from unauthorised access and improper use.
Lewes Drama Collective 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/US privacy shield initiative will handle your personal information. More details on this certification can be found at www.privacyshield.gov/welcome
If you ask us to stop sending direct marketing communications to you, we will keep the minimum amount of information (e.g. name, address or email address, class interest) to ensure we adhere with such requests.
You should find it easy to access and amend the personal information that we hold on you, or request that we stop contacting you. It’s your data and we want to make sure you feel in control of it.
Every email we send to you will include details on how to change your communications’ preferences or unsubscribe from future communications. At the beginning of each term we will update members’ contact numbers (no names) in our class specific WhatsApp groups. If you would like to see what information we hold, you can request full details.
You can also request full details of personal information we hold about you under The General Data Protection Regulation 2018, by contacting the Data Protection Officer, Rebecca Rowland. Please email a description of the information you would like to see, together with proof of your identity to firstname.lastname@example.org.
At any time you have the right to ask Lewes Drama Collective to amend or stop how it uses your personal information including for marketing purposes. You can do this by phoning, emailing, messaging or writing using our contact details below. You have the right to get information held about you by us corrected. If you have any concern about the accuracy of your personal data, please let us know using the below contact details. If you would like us to remove the personal information we hold about you, please contact us using the contact details below.
If you have given consent to the collection, processing and transfer of your personal data for a specific purpose, you have the right to withdraw your consent for that specific processing at any time. To withdraw your consent, please contact our Data Protection Officer, Rebecca Rowland at email@example.com. Once we have received notification that you have withdrawn your consent, we will no longer process your information for the purpose or purposes you originally agreed to, unless we have another legitimate basis for doing so in law.
When dealing with a request from a child relating to any of the above rights, we will need to make a decision on whether the information should be provided to them or to their parents/legal guardian and will be guided by the individual’s age at the time of request and their level of understanding about what they are requesting and why. For these purposes, we take the view that most children will reach this level of understanding at around age 16.
You have the right to lodge a complaint with the supervisory authority, The Information Commissioner’s Office
By email: Please complete the form at https://ico.org.uk/global/contact-us/email/
By phone: 0044 (0)303 123 1113
Information Commissioner’s Office
We use the following categories of cookies on our websites:
Strictly Necessary Cookies
These cookies are essential in order to enable you to move around the websites and use its features.
These cookies collect anonymous information on how people use our website. For example, we use Google Analytics cookies to help us understand how customers arrive at our site, browse or use our site and highlight areas where we can improve areas such as navigation, box office experience and marketing campaigns. The data stored by these cookies never shows personal details from which your individual identity can be established.
These cookies remember choices you make such as the country or region you visit our websites from, language and search parameters such as age of children. These can then be used to provide you with an experience more appropriate to your selections and to make the visits more tailored and pleasant. The information these cookies collect may be anonymised and they cannot track your browsing activity on other websites.
Targeting cookies or advertising cookies
These cookies collect information about your browsing habits in order to make advertising more relevant to you and your interests. They are also used to limit the number of times you see an advert as well as help measure the effectiveness of an advertising campaign. The cookies are usually placed by third party advertising networks. They remember the websites you visit and that information is shared with other parties such as advertisers. For example, we use third party companies to provide you with more personalised adverts when visiting other websites.
Social Media Cookies
These cookies allow you to share what you’ve been doing on our websites on social media such as Facebook and Twitter. These cookies are not within our control. Please refer to the respective privacy policies for how their cookies work. If you want to delete any cookies that are already on your computer, please refer to the help and support area on your internet browser for instructions on how to locate the file or directory that stores cookies.
To opt out of being tracked by Google Analytics across all websites visit http://tools.google.com/dlpage/gaoptout
More information on deleting or controlling cookies is available at www.allaboutcookies.org. Please note that by deleting our cookies or disabling future cookies you may not be able to access certain areas or features of our site.
Reviewed by Lewes Drama Collective – September 2020