Lancaster Grand Theatre
Purpose of this policy
We are committed to protecting your personal information and being transparent about what information we hold about you.
Using personal information allows us to develop a better understanding of our patrons and in turn to
provide you with relevant and timely information about the work we do – both on and off stage. It also helps
us to engage with potential donors and supporters. The purpose of this policy is to give you a clear
explanation about how we collect and use the information we collect from you.
We use your information in accordance with all applicable laws concerning the protection of personal information. This policy explains:
- what information we collect from you and its legal basis
- your rights
- how we use and process the information
- in what situations we disclose your details to third parties
- how we keep your personal information secure and how long we store it
1. Who we are
Lancaster Footlights is a charity that owns and operates the Lancaster Grand Theatre under a Trust
arrangement. It is funded solely by proceeds from performances and from individual donors and
supporters. Our registered charity number in England and Wales is 509425.
2. Information collected
We store information as follows:
Purchase of tickets
When you register on our website, buy tickets or make a donation, we store personal information you give
us including name, postal address, telephone number and email address. We will also store a record of your purchases and donations and any permissions (such as your consent to receive our 6 monthly
brochures by post or use of your e mail address for notifications of upcoming shows).
Sensitive personal data
Data Protection law recognises that certain categories of personal information are more sensitive such as health information, race, religious beliefs and political opinions. We do not collect this type of information about our patrons unless there is a specific reason for doing so (such as special disability requirements).
Membership information is collected and stored.
A list of donations and donors is kept for accounting and gift aid purposes.
3. Legal basis
There are three bases under which we process and store your data:
When you make a purchase from us you are entering into a contract with us. In order to perform this
contract we need to process and store your data to allow us to contact you in the case of cancellation of a
show or any payment problems.
Legitimate business interest
In certain situations we collect and process your personal data for purposes that are in our legitimate business interest. However we only do this if there is no overriding prejudice to you by using your personal information in this way.
With your express consent
For any situations where the two bases above do not apply, we will ask for your express consent before using your personal information in that specific situation.
4. Individual’s Rights
Under the legislation, you have the right:
- to be informed of your data we hold
- to access your data;
- to rectification of your data;
- to erasure of your data;
- to restrict processing of your data;
- to object to processing of your data for external research processes*.
*Note: we do not process any of our data for external research purposes. (See section 7)
To request a copy of the personal information that we hold about you, please use the contact details set out
at the end of this document.
5. Marketing communications
We aim to communicate with you about the work that we do in ways that you find relevant, timely and respectful. To do this we use data that we have stored about patrons, such as what events they have booked for in the past, as well as any preferences you may have told us about.
We use our legitimate business interest as the legal basis for communications by post or email. In both cases, you will be formally asked to agree to their receipt and can opt out at any time if you wish. Having opted in, you can opt out at any time using the contact details at the end of this policy.
We may also contact you about our work by telephone. However, again we will always get explicit consent from you before doing this. Note: This does not apply to telephone calls that we may need to make to you related to your purchases as part of our contract of sale.
6. Other processing activities
In addition to marketing communications, we may process personal information in the following ways that are within our legitimate organisational interests:
- analysis of data to ensure that the content and timing of communications that we send you are as relevant to you as possible.
- analysis of data in order to identify and prevent fraud.
- to improve our website by analysis of information about how it is used by customers.
In all of the above cases we will always keep your rights and interests at the forefront to ensure they are not overridden by your interests or fundamental rights and freedoms. You have the right to object to any of this processing at any time. If you wish to do this, please use the contact details at the end of this policy.
7. Third parties
There are certain circumstances under which we need to disclose your personal information to third parties:
- To our own service providers who process data on our behalf and on our instructions (for example our ticketing system software provider and our brochure distributer). In these cases we require that these third parties comply strictly with our instructions and data protection laws around security of personal data.
- To comply with any legal obligation where we are under a duty to disclose your personal information
(for example to government bodies and law enforcement agencies).
We never disclose your personal information to third party advertisers or sell your information to any other organisations for marketing or research purposes.
8. Security and retention period of personal data
We have put in place appropriate safeguards (both in terms of our procedures and the technology we use) to keep your personal information as secure as possible. We will ensure that any third parties we may use from time to time for processing your personal information operate to the same standard.
Our data obtained during ticket purchase as part of the contract between the theatre and you is kept on our system until whichever comes sooner of:
- you request for it to be deleted,
- you do not attend any performances for a period of five years
Information is held as follows:
- General donations – six years
- Specific project donations – until the project is completed
- For 12 months when it is updated by annual membership renewal information
9. Contact details and further information
Lancaster Grand Theatre, St Leonardgate, Lancaster, LA1 1NL
Tel: 01524 64695 (Open between 10.00hrs to 15.00hrs Monday to Friday)