When you share your personal data with us you quite rightly expect us to keep it safe and secure; as custodians of your information we promise to keep it safe and use it in strict accordance with data protection legislation. This policy will explain why we need your information, what we do with it, if we share it with any third parties, and how we keep it safe. If you have any questions, do not hesitate to contact us using any of the channels listed at the bottom of this policy.
Just so you know, as a not-for-profit organisation we are not required to register with the UK Information Commissioner’s Office however we still comply with all relevant legislation.
The Broadbent Theatre is owned and operated by the Lindsey Rural Players, or LRP for short. We are a charity registered in England under registration number 1007448.
The Broadbent is a local theatre based in the village of Wickenby in Lincolnshire and is run by volunteers for the benefit of the local and wider community. Our income is generated solely through shows, performances, private donations and some grants. In addition to running the main theatre we also have a dedicated team who manage the Youth Theatre for under 16’s, one of which may well be a famous ‘A’ Lister of future (fingers crossed).
You can read all about us in detail here.
We collect four types of information, information about our patrons, our members, volunteers and our social partners and commercial contacts.
We collect name, title, contact details including postal address, email, phone numbers and potentially social media account names. We will also keep a record of which shows they have attended and financial records, but never bank or debit/credit card details. Photography may take place at a show and their image may be captured in a photograph or video, this may be posted on social media or in a magazine. If you are a patron and would rather we did not continue to use your image just let us know, you can read more about this in the ‘Your rights’ section below.
We also keep a record of any enquiries or correspondence which may take place between individuals and us.
For our brilliant LRP members and supporters we collect name, title, contact details including postal address, email, phone numbers and potentially social media account names. We also keep a record of their membership history and any enquiries or correspondence which may take place between us and the LRP member.
If a member is also a performer we may keep a biography of their past performances and, with their permission, photos and video of their performances, we may use their image for promotional purposes both in the theatre and in hardcopy and digital channels such as social media.
Our volunteers are the lifeblood of the Theatre without which we could not operate, and for them we collect name, title, contact details including postal address, email, phone numbers and potentially social media account names. We will keep a record of their volunteering preferences, and of which shows they have attended. We will also keep details of any qualifications such as first aid or fire certificates. Some volunteers may be happy for their photographs to be taken to help promote the Theatre.
We also keep a record of any enquiries or correspondence which may take place between the member and us.
We collect name, title, contact details including postal address, email, phone numbers, social media account names, biographies and photographs. As Trustees we will also perform a criminal records search.
We will also keep a record of which shows they have attended and potentially some financial records, but never bank or debit/credit card details. Photography may take place at a show and their image may be captured in a photograph or video, this may be posted on social media or in a magazine. If Trustees would rather that we did not use, or continue to use their image they can withdraw consent at any time. More about this in the ‘Your rights’ section below.
We also keep a record of any enquiries or correspondence which may take place between Trustees and us and with formal bodies such as the Charity Commission.
In order to coordinate bookings and ensure compliance with our other legal obligations we need to records details of the companies and individuals that will be performing at the Theatre. This will consist of names and contact details, and potentially details of past performances. Images will usually be provided by the touring company to be used for promotional purposes.
We work closely with other not for profit organisations and touring companies and usually we only capture names and contact details for these contacts together with any correspondence.
We do not explicitly ask for sensitive, or special category data as it is referred to within the data protection legislation, but there are times when we capture this information. For example, we may record details of someone’s health if a patron requests wheelchair access or informs us that special seating is required on medical grounds. Some of our Volunteers freely share details of their medical conditions with us just so that we can accommodate their condition when allocating voluntary roles, and in the unlikely event that a patron hurts themselves whilst at the Theatre we would record details of the accident.
We do not actively ask for any other sensitive data such as ethnicity, religion, or sexuality, however, we do perform basic criminal records searches on our Trustees and those individuals working closely with our Youth Theatre.
With the exception of maintaining records in connection with our youth theatre, it is not our policy to record the details of under 16s. Please see the sections on our Youth Theatre on what data we collect on children.
In addition to the above information if you sign up for a newsletter or purchase a ticket, we will also gather some technical information about your device when you visit our website; including your IP address (that is the unique reference transmitted by your router or phone when you connect to the Internet), your login information, browser type and version, time zone setting, browser plug-in types and versions, operating system and platform.
With your permission we would like to use website analytics to help us understand how our website is used, for example identifying which pages are visited the most, how long visitors stay on each page, for which performances you viewed or searched and page interaction information such as scrolling, clicks, and mouse-overs. Analytics also help us understand page response times and website errors. You will be asked for permission when you first arrive on the site.
One of the main ways we tell our contacts about the awesome events which we are showing is to stay in touch with them. When you visit our website, buy a ticket or fill in a form whilst in the Theatre, with your permission we will add you to our electronic newsletter platform. The email broadcast company we use to help us stay in touch with you this is currently located in the United States of America, the only information they process is your name and email address and details of which links you click on within our emails. When we send you an email we will be able to see whether you have opened the email and if you have clicked on any particular links. This will help us assess the effectiveness of our communications and inform future campaigns.
With your permission we may also use your image in photos and videos to help promote the Theatre. If you do not like the way that we are using your image, just get in touch and let us know.
You can opt out of marketing communications at any time, just email, write or call us, our contact details are at the end of this policy.
Most of the time individuals will give their information to us directly, either when they buy a ticket, for example via TicketSource, make a donation, become a member, volunteer or Trustee or sign up to receive marketing communications from us. We may also capture this information when people communicate with us by phone, email, post or online. If an individual enters one of our competitions, promotions or surveys we will also ask for some personal information. We may also locate personal information via the public domain, for example, Google or social media platforms.
If whilst are at the Theatre, a person becomes unwell or has an accident we will ask them or a family member or friend for contact and medical details so that we can get the help needed; we will pass on those details to the emergency services and record for insurance and legal purposes.
We will only collect the minimum amount of personal data that we need to provide our services.
We will use this information:
The largest volume of data which we receive is from third party ticket selling platforms who promote and sell tickets on our behalf. Details may also be passed to us from other people such as friends and family.
If we run advertising campaigns we may also receive referrals and anonymous statistical information from social media platforms such as Facebook.
We may use publicly sourced information and images to help identify individuals who may wish to support our wonderful venue.
In order to process personal information, we must have a lawful reason. Below are our lawful reasons for holding and processing personal information.
The Data Protection legislation gives Individuals certain rights and these are listed below:-
For some processing individuals will have given us their permission to process their information, and in these cases whilst they can withdraw consent at any time we may still need to keep the information we have already captured and processed for legal or other reasons.
In certain situations, the above rights may not apply, for example if an individual entered into a contract to attend a show and the show is cancelled, we may have to write to the patron about the show even if they asked us previously not to, or to comply with tax legislation we must hold ticket information for at least 6 years.
Our site may, from time to time, contain links to and from other websites and social media. Where a visitor follows a link to any of these websites, it should be noted that these websites have their own privacy policies, we are not responsible for the content on these sites and visitors should check out their privacy policies before submitting any personal data to these websites.
We may share the personal information of patrons, members and volunteers or data collected for marketing with any Committee Member or Volunteer who needs the information to either facilitate your attendance to a show, answer enquiries, perform marketing or some other lawful duty for the LRP.
As the circumstances dictate, we may share other personal information with governmental and statutory services such as the Charity Commission, Police or Ambulance Services, or in the case of safeguarding with a Local Authority. In the event of a legal or similar claim we will share information with our insurers, legal or professional advisors.
Unless required in order to fulfil our legal contractual obligations to individuals, or permitted by law, we will not share any personal details with any other third parties without an individual’s consent, this is especially so with sensitive (medical) information.
With the individual’s permission we may share personal information with other not-for-profit organistions.
In the event that our organisation is incorporated into a different charity we may disclose personal data to the prospective third party. If LRP is acquired by a third party all personal data will be transferred to the other party, but individuals will be informed in advance of this action taking place.
Personal data is held within the LRP Google Workspace which is in the EU. Our eMarketing lists are held in Mailchimp which is based in the USA.
Our website is stored in the UK but no personal data is stored on this site.
All event payment transactions are made via TicketSource and LRP only have access to name and contact data, not card information. Card payments within the building are through a Sumup machine and all payments are anonymous.
As is the case with MailChimp some personal data that we collect may be transferred to, and stored, at a destination outside the UK or European Economic Area (EEA). The technical staff in these countries may need to access your information under our instruction to help us with a technical problem,
We will keep personal data only for as long as is reasonably necessary to achieve the purposes stated above; we will also not keep more information than we need. When we no longer require personal information it will be securely destroyed.
The retention period will vary according to the purpose, but the following is a guide:-
If you have any questions regarding how we use your information, or wish to activate any of your data protection rights, please contact us using one of the following channels.
Mailing address: The Broadbent Theatre, Snarford Road, Wickenby, Lincoln, LN3 5AW
Telephone: Box Office: 0300 400 0101
The Broadbent Theatre is owned and operated by Lindsey Rural Players, registered charity number 1007448.
If you are unhappy with how we are processing your personal information in the first instance you should contact us. If you are still unhappy you can contact the UK’s Data Protection Regulator, the ICO, whose details are provided below for your convenience.
Information Commissioners Office
Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Helpline Number: 0303 123 1113 (local rate)