Whitley Bay Pantomime Society Privacy Notice
Welcome to the Whitley Bay Pantomime Society Privacy Notice. This privacy notice will inform you as to how we look after your personal data and tell you about your privacy rights and how the law protects you.
Protecting Your Privacy
At Whitley Bay Pantomime Society, we are 100% committed to protecting the personal data we process as a business. If you have any questions about how we Protect Your Privacy, drop us a line at dataprotection@whitleybaypantomimesociety.co.uk
For all our services, the data controller — the company that’s responsible for your privacy— is
Whitley Bay Pantomime Society and our registered address is 94 Callaly Way, Newcastle upon Tyne, NE6 2XQ.
We have appointed a data protection officer (DPO), Steven Linsdell-Bell, who is responsible for overseeing
questions in relation to this privacy notice. If you have any questions about this privacy notice,
including any requests to exercise your legal rights, please contact the DPO via
dataprotection@whitleybaypantomimesociety.co.uk or by using the company’s address above.
You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO),
the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however,
appreciate the chance to deal with your concerns before you approach the ICO so please contact us
in the first instance.
It is important that the personal data we hold about you is accurate and current. Please keep us
informed if your personal data changes during your relationship with us.
Third-Party Links
This website may include links to third-party websites, plug-ins and applications. Clicking on those
links or enabling those connections may allow third parties to collect or share data about you. We do
not control these third-party websites and are not responsible for their privacy statements. When
you leave our website, we encourage you to read the privacy notice of every website you visit.
The Data We Collect About You
We may collect, use, store and transfer different kinds of personal data about you which we have
grouped together follows:
• Identity Data includes first name, last name, and title, Date of Birth, Age, Medical Information and photographs.
• Contact Data includes correspondence address, email address and telephone numbers.
• Financial Data includes bank account details.
• Technical Data includes internet protocol (IP) address, your login data, browser type and
version, time zone setting and location, browser plug-in types and versions, operating system and
platform and other technology on the devices you use to access our website.
• Usage Data includes information about how you use our website, products and services.
We do not collect any Special Categories of Personal Data about you (for your information Special
Categories of Personal Data includes details about your race or ethnicity, religious or philosophical
beliefs, sex life, sexual orientation, political opinions, trade union membership, information about
your genetic and biometric data).
How we use your information
We use your information in a number of different ways — what we do depends on the information.
The headings below set this out in detail, showing what we do, and why we do it.
Identity and Contact data
How we use your name and contact details
Why Lawful Basis for Processing
To register you as a member we have to use your name and address to add you to our systems. Processing is necessary for the performance of our business interests and to maintain our member databases. We also use this information to keep you up to date on any important show/Society updates.
We have to use your name and address to deliver any letter correspondence.
Processing is necessary for the performance of our business functions.
Send you service messages by text and e-mail
We use your text and email contact details to send service messages
Processing is necessary for the performance of our business functions.
Financial Data
How we use your payment details
Why Lawful Basis for Processing
To issue payments Necessary to make or receive payments to/from you
Processing is necessary for the performance of a contract.
Fraud prevention and detection
To prevent and detect fraud against either you or Whitley Bay Pantomime Society – unfortunate, but absolutely essential.
Processing is necessary for the purposes of Whitley Bay Pantomime Society’s legitimate interests.
Your contact history with us
How we use your contact history
Why Lawful Basis for Processing
Provide ongoing service and support
To ensure you receive appropriate support in relation to any service enquiries you make
Processing is necessary for the performance of a contract
Train our staff to ensure we can provide you the best possible service when you contact us
Processing is necessary for the purposes of Whitley Bay Pantomime Society’s legitimate interests
Performance Data
How we use information about performance data
Why Lawful Basis for Processing
Improve quality of service to give you the best possible service to clients and customers.
Processing is necessary for the performance of a contract.
Technical Data
How we use information about how you use our website
Why Lawful Basis for Processing
To use data analytics to improve our website, products/services, marketing, customer relationships and experiences.
To define types of customers for our products and services, to keep our website updated and relevant, to develop our business and to inform our marketing strategy.
Processing is necessary for the purposes of Whitley Bay Pantomime Society’s legitimate interests
To administer and protect our business and this website (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data)
For running our business, provision of administration and IT services, network security and to prevent fraud.
Processing is necessary for the purposes of Whitley Bay Pantomime Society’s legitimate interests.
Cookies
You can set your browser to refuse all or some browser cookies, or to alert you when websites set or
access cookies. If you disable or refuse cookies, please note that some parts of this website may
become inaccessible or not function properly.
Sharing your information
We do not, and will not, sell any of your personal data to any third party – including your name,
address, email address or phone number. We want to earn and maintain your trust, and we believe
this is essential in order do that.
However, we share your data with the following categories of companies as an essential part of
being able to provide our services to you, as set out in this statement:
•Companies that assist with our business functions, such as Venues, Insurance providers, Bodies to which we are a member (NODA).
•Professional service providers, such as website hosts, who help us run our online business, ticket booking and administration providers, banks and merchant service providers.
•Legislative bodies, such as Local Authorities, HMRC, Charity Commission, regulators and other authorities based in the United Kingdom who require reporting of processing activities in certain circumstances.
We require all third parties to respect the security of your personal data and to treat it in accordance
with the law. We do not allow our third-party service providers to use your personal data for their
own purposes and only permit them to process your personal data for specified purposes and in
accordance with our instructions.
Your information and countries outside the EU
We may from time to time conduct business with companies who are not based in a European Country. These may include web hosting providers, ticket service and administration companies or for other business functions. We expect all third party providers whether located in the EU or not to protect your privacy and your rights using the European Commission’s standard data protection clauses.
Data Security
We have put in place appropriate security measures to prevent your personal data from being
accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit
access to your personal data to those employees, agents, contractors and other third parties who
have a business need to know. They will only process your personal data on our instructions and
they are subject to a duty of confidentiality.
We have put in place procedures to deal with any suspected personal data breach and will notify you
and any applicable regulator of a breach where we are legally required to do so.
Data Retention – How Long Will You Use My Personal Data For?
We will only retain your personal data for as long as necessary to fulfil the purposes we collected it
for, including for the purposes of satisfying any legal, accounting, or reporting requirements.
To determine the appropriate retention period for personal data, we consider the amount, nature,
and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure
of your personal data, the purposes for which we process your personal data and whether we can
achieve those purposes through other means, and the applicable legal requirements.
In some circumstances, we may anonymise your personal data (so that it can no longer be
associated with you) for research or statistical purposes in which case we may use this information
indefinitely without further notice to you.
Keeping your information
We’ll hold on to your information for as long as you consent, have your membership, or as long as is needed to be able to provide the services to you or support-related reporting and trend analysis only.
If reasonably necessary or required to meet legal or regulatory requirements, resolve disputes,
prevent fraud and abuse, or enforce our terms and conditions, we may also keep hold of some of
your information as required, even after you have ceased your membership or it is no longer needed to provide additional services to you (eg maintaining NODA long service records).
Your Legal Rights
You have a lot of rights relating to your personal information. You have the right to:
•Request Access – The right to access the personal information we hold about you. This
enables you to receive a copy of the personal data we hold about you and to check that we
are lawfully processing it.
•Request Correction – The right to request the correction of inaccurate personal information
we hold about you .
•Request Deletion – The right to request that we delete your data, or stop processing it or
collecting it, in some circumstances where there is no good reason for us continuing to
process it. You also have the right to ask us to delete or remove your personal data where
we may have processed your information unlawfully or where we are required to erase your
personal data to comply with local law. Note, however, that we may not always be able to
comply with your request of erasure for specific legal reasons which will be notified to you, if
applicable, at the time of your request.
•Request Transfer – The right to request that we transfer or port elements of your data either
to you or another service provider. We will provide to you, or a third party you have chosen,
your personal data in a structured, commonly used, machine-readable format. Note that this
right only applies to automated information which you initially provided consent for us to
use or where we used the information to perform a contract with you.
•Object to processing where we are relying on a legitimate interest (or those of a third party)
and there is something about your particular situation which makes you want to object to
processing on this ground as you feel it impacts on your fundamental rights and freedoms. In
some cases, we may demonstrate that we have compelling legitimate grounds to process
your information which overrides your rights and freedoms.
•Request restriction of processing – This enables you to ask us to suspend the processing of
your personal data in the following scenarios: (a) if you want us to establish the data’s
accuracy; (b) where our use of the data is unlawful but you do not want us to erase it; (c)
where you need us to hold the data even if we no longer require it as you need it to
establish, exercise or defend legal claims; or (d) you have objected to our use of your data
but we need to verify whether we have overriding legitimate grounds to use it.
•Withdraw consent at any time where we are relying on consent to process your personal
data. However, this will not affect the lawfulness of any processing carried out before you
withdraw your consent. If you withdraw your consent, we may not be able to provide certain
products or services to you. We will advise you if this is the case at the time you withdraw
your consent.
No Fee Usually Required
You will not have to pay a fee to access your personal data (or to exercise any of the other
rights). However, we may charge a reasonable fee if your request is clearly unfounded,
repetitive or excessive. Alternatively, we may refuse to comply with your request in these
circumstances.
What We May Need from You
We may need to request specific information from you to help us confirm your identity and
ensure your right to access your personal data (or to exercise any of your other rights). This is a
security measure to ensure that personal data is not disclosed to any person who has no right
to receive it. We may also contact you to ask you for further information in relation to your
request to speed up our response.
Time Limit to Respond
We try to respond to all legitimate requests within one month. Occasionally it may take us
longer than a month if your request is particularly complex or you have made a number of
requests. In this case, we will notify you and keep you updated.
If you want to exercise your rights, have a complaint, or just have questions, please contact us –
dataprotection@whitleybaypantomimesociety.co.uk or at 94 Callaly Way, Newcastle upon Tyne, NE6 2XQ.