This privacy notice was last updated on 1 October 2018
Purpose of privacy notice
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 that we do – both on and off stage. As a charity, it also helps us to engage with potential donors and supporters and to report back to our funders.
The purpose of this policy is to give you a clear explanation about how we collect and use the information we collect from you directly and from third parties.
We use your information in accordance with all applicable laws concerning the protection of personal information. This policy explains:
- What information we may collect about you
- How we may use that information
- In what situations we may disclose your details to third parties
- Information about how we keep your personal information secure and your rights to be able
- to access it
We may change portions of this privacy notice from time to time, so be sure to check it on a regular basis. If we make a change that significantly affects your rights or, to the extent we are permitted to do so, significantly changes how we use your personal information, we will notify you by way of a prominent posting on our websites and/or e-mail and/or postal mail within a reasonable period prior to the change becoming effective.
If you have any queries about this policy, please contact us using the details in the Who we are section.
Who we are
National Theatre of Scotland is a charity, core funded by the Scottish Government. We also receive funding from various trusts, foundations and individual donors and supporters. Our registered charity number in Scotland is SC033377 and we are also registered as a company limited by guarantee and registered in Scotland under registration number SC234270.
We are the data controller for the personal information you share with us and we otherwise collect in respect of you. We operate in accordance with current data protection legislation.
Contact details for the National Theatre of Scotland: Rockvilla, 125 Craighall Road, Glasgow G4 9TL.
You can contact us by telephone +44 (0) 141 221 0970. If you would like to speak to someone about your personal information and its use, please contact our data protection lead contact firstname.lastname@example.org.
We collect various types of personal information and in a number of ways:
Information you give us
For example when you register on our website, subscribe to our e-mails, buy tickets or make a donation, when you join our Futureproof passport scheme. We will store personal information you give us such as your name, email address, postal address and telephone number. We will also store a record of your purchases and donations. All this information is stored in the Spektrix platform headquartered in the UK. You can access your account through our website: www.nationaltheatrescotland.com
Information about your interactions with us
When you interact with us, whether by phone, e-mail or via other means, for example to request information or make a complaint, we collect information relating to those communications. We use this information, including to answer any issues or concerns and to provide you with the products, information and services you request from us.
When you visit our website, we collect information about how you interact with our content and ads. When we send you a mailing we store a record of this, and in the case of emails we keep a record of which ones you have opened and which links you have clicked on.
When you access our social media channels, including Twitter, Instagram, YouTube, Facebook. We only receive personal information that you share with us voluntarily and that is compatible with your privacy settings. To find out more about how these social media companies process your personal information, we recommend that you read their privacy policies.
Information from third parties
We occasionally receive information about you from third parties. For example, we may use third party research companies to provide general information about you, compiled using publicly available data. We may also receive information about you from theatres where you have booked a National Theatre of Scotland show. This is for research and reporting purposes only unless you have given consent to receive communication from us.
Special Categories of 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 usually collect this type of information about our patrons unless there is a clear reason for doing so. As an example, we sometimes collect health information about participants in our programme of classes and courses.
Cookies are text files containing small amounts of information which are downloaded to your device when you visit a website. Cookies are then sent back to the originating website on each subsequent visit, or to another website that recognises that cookie. Cookies are useful because they allow a website to distinguish you from other users which helps to provide you with a good experience when you browse that website.
These cookies are necessary to provide our online booking service, they enable you for example to move around the website and use its features, such as the shopping basket. Session cookies are created temporarily. Once you close the browser, all session cookies are deleted.
These cookies allow us to recognize and count the number of visitors in an anonymous form and to see how visitors move around our website when they’re using it. This helps us improve website visitor journeys.
We also make use of analytical cookies to track the effectiveness of our online advertising campaigns. These cookies are used for analysis purposes to help optimise online advertising campaigns and ensure you receive ads for shows that are relevant to you.
You can check your ‘Cookie’ file in your devise and delete those you do not want. You can also disable Cookies in your web browser so your computer will not receive them. If you wish to find out more cookies please check the Help option on your web browser, or go to www.allaboutcookies.org.
There are three bases under which we may process your data:
When you make a purchase from us or make a donation to us, you are entering into a contract with us. In order to perform this contract we need to process and store your data. For example we may need to contact you by email or telephone in the case of cancellation of a show, or in the case of problems with your payment.
Legitimate business interests
In certain situations we collect and process your personal data for purposes that are in our legitimate organisational interests. However we only do this if there is no overriding prejudice to you by using your personal information in this way. We describe below all situations where we may use this basis for processing.
With your explicit consent
For any situations where the two bases above are not appropriate, we will instead ask for your explicit consent before using your personal information in that specific situation.
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 you, such as what events you have booked for in the past, as well as any preferences you may have told us about.
We will only do this with your consent or where we otherwise have a legitimate interest to do so and are permitted by applicable law. We may share personal information with third parties to help us with our marketing and promotional projects, or sending marketing communications. Where permitted by law we use our legitimate organisational interest as the legal basis for communications by post and email. In the case of postal mailings, you may object to receiving these at any time using the contact details in this privacy notice. We will provide you with an option to unsubscribe in every email that we send you, or you can alternatively use the contact details set out in this privacy notice.
We may also contact you about our work by telephone however we will always get explicit consent from you before doing this. Please bear in mind that this does not apply to telephone calls that we may need to make to you related to your purchases or enquiries (as above).
We may also analyse data we hold about you to ensure that the content and timing of the communications we send you are as relevant to you as possible.
Other marketing processing activities
We also process personal information in the following ways that are within our legitimate organisational interests:
We classify our audience into groups and segments on the basis of booking history and ticket purchases, attendance over time and information that is provided when you create an account, such as your postcode.
We conduct analytics to better understand our development as an organisation. We use anonymised data for this analytical research. We consider the growth and sales rate of our tickets and combine this with other relevant data such as interaction with our website and social media.
We conduct in-depth audience research by email, online and/or in person after each tour. This research is based on a random sample of our attendees who self-select to take part. You are under no obligation to participate. Full details of the process are provided when we approach you to participate.
In order to improve our website we may analyse information about how you use it and the content and ads that you interact with.
We conduct research to support a number of our fund-raising and income generation activities as a charity to ensure our fund-raising campaigns, events and fund-raising communications are targeted in the most effective way. This also includes evaluating the effectiveness of these campaigns and making changes where required; determining whether certain individuals may be interested in supporting us; ensuring we conduct campaigns and fund-raising activity in compliance with law and industry codes of practice; and ensuring that we have reasonable knowledge of prospective donors to minimise the risk of reputational damage National Theatre of Scotland.
We may conduct analysis of our audience by attendance, donations, postcode and other information on our own database to contact individuals who might be interested in supporting our fund-raising campaigns (which could include donations and individual giving schemes) to the extent permitted by applicable data protection laws. The analysis activity where our audience is segmented is not targeted at specifically identifiable individuals in the first instance and communications sent to individuals thereafter are done so in accordance with consent or our legitimate interests.
We may carry out research on information in our own database such as connections to ticket buying and history of giving to National Theatre of Scotland and we may seek additional information from third party sources.
We endeavour to make sure that any research and data collection we do is only sourced from publicly available sources where an individual would, in our view, have reasonable expectation that their information may be freely read by the public or the individual has freely made information available in respect of their business and philanthropic interests.
We carefully balance our legitimate interests against your interests as an individual. You can exercise your rights over your personal information at any time.
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 own 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.
There are certain circumstances under which we may disclose your personal information to third parties. These are as follows:
To our own service providers who process data on our behalf and on our instructions (for example our ticketing system software provider). In these cases we require that these third parties comply strictly with our instructions and with data protection laws, for example around security of personal data.
Where we are under a duty to disclose your personal information in order to comply with any legal obligation (for example to government bodies and law enforcement agencies). Your personal information may also be processed if it is necessary in the defence of a legal claim. We will not delete personal information if relevant to an investigation or a dispute. It will continue to be stored until those issues are fully resolved.
Finally, your personal data may be shared if it is made anonymous and aggregated, as in such circumstances the information will cease to be personal data.
Where your information will be held
Your personal information will be held at all times within the EEA.
You have certain rights in relation to your personal information. The availability of these rights and the ways in which you can use them are set out below in more detail.
Some of these rights will only apply in certain circumstances. If you would like to exercise, or discuss, any of these rights, please contact us using the details below or in one of the ways provided in the Who we are section of this privacy notice.
Access: you are entitled to ask us if we are processing your information and, if we are, you can request access to your personal information. This enables you to receive a copy of the personal information we hold about you and certain other information about it to check that we are lawfully processing it.
Correction: you are entitled to request that any incomplete or inaccurate personal information we hold about you is corrected.
Erasure: you are entitled to ask us to delete or remove personal information in certain circumstances. There are also certain exceptions where we may refuse a request for erasure, for example, where the personal data is required for compliance with law or in connection with claims.
Restriction: you are entitled to ask us to suspend the processing of certain of your personal information about you, for example if you want us to establish its accuracy or the reason for processing it.
Transfer: you may request the transfer of certain of your personal information to another party.
Objection: where we are processing your personal information based on a legitimate interests (or those of a third party) you may challenge this. However we may be entitled to continue processing your information based on our legitimate interests or where this is relevant to legal claims. You also have the right to object where we are processing your personal information for direct marketing purposes.
Automated Decisions: you may contest any automated decision made about you where this has a legal or similar significant effect and ask for it to be reconsidered.
More information regarding your legal rights in respect of personal information can be found at www.ico.org.uk/for-the-public/. You also have a right to lodge a complaint with a supervisory authority, in particular in the Member State in the European Union where you are habitually resident, where we are based, or where an alleged infringement of Data Protection law has taken place. In the UK you can make a complaint to the Information Commissioner’s Office (Tel: 0303 123 1113 or at www.ico.org.uk).
In order to initiate a request with us about your personal information, please send us a description of the information you would like to access or the rights you would like to exercise by using the contact details set out in the Who we are section of this privacy notice.