The Young Theatre Company
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, pay fees, register for an event or enquire about our services.
When you contact us by phone to enrol your child 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.
The type of personal data we collect
We only collect the information that’s necessary to carry out our business, 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 an event you would have loved to have attended.
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, become a Teacher or Principal 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 Name
• Your Child’s Name
• Your Email Address
• Your Child’s Date of Birth
• Contact phone number(s)
• Payment Details
• 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.
Information we obtain independently from you:
Third Party Organisations:
We may combine information you have given to us with this 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 business and to provide a service or fulfil a contract with you:
• To fulfil enrolment registration and information requests.
• Medical details are obtained to enable us to fully support your child’s 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 about 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 student scheme or other projects.
• Share your details with other performance arts-based organisations (including Theatre Week) who collaborate with us. These organisations will contact you to let you know how they collected your data and to check that you’re still happy to hear from them. You will always be able to opt out of their communications by contacting them directly.
• Use your personal data (or that of your child) in our marketing campaigns.
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 activity so we can 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, YTC 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
We 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 anyone who provides a service for us enters into an agreement with us and meets our standards for data 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 YTC for the performance of any contract we enter into with them or you, for example, payment processing, printers and mailing houses, marketing agencies, database services, website hosting or email delivery service.
• 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.
Despite all our precautions, no data transmission over the internet is 100% secure. So, we cannot guarantee the 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
YTC 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) 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. 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 Data Protection Act 1998, or after 25 May 2018, The General Data Protection Regulation 2018, by contacting the Data Protection Officer, Peter Brayshaw. Please email a description of the information you would like to see, together with proof of your identity to email@example.com.
At any time you have the right to ask YTC to amend or stop how it uses your personal information including for marketing purposes. You can do this by phoning, emailing 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 at firstname.lastname@example.org. 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 – www.ico.org.uk
By email:Please complete the form at https://ico.org.uk/global/contact-us/email/
By phone:0303 123 1113
Information Commissioner’s Office
The Young Theatre Company