POLICIES & PROCEDURES
Online Safeguarding Policy
For the latest updates to our protocols and risk assessments, please visit our Keeping You Safe page
We collect personal data from you when you use our website and services, and we need your permission before we can continue to provide you with our services.
In order to give us permission to collect and use your personal data you must be at least 16 years old or have permission from your parent or legal guardian. If you do not understand this section, please do not continue before you have asked your parent or legal guardian for help.
We are the data controller for your personal information and we will ensure that it is used and stored in accordance with
- The Data Protection Act (1998)
- The Privacy and Electronic Communications (EC Directive) Regulations (2003)
- The EU General Data Protection Regulation (Regulation EU 2016/679), (‘GDPR’), effective from 25 May 2018
What data we collect and why
We may collect and store a variety of data from you, depending on how you use our services.
For example, we collect and store the information you give us when you: buy a ticket for a performance, a public event (eg talks); book a workshop, course or training session; become a Friend or Patron; make a donation; subscribe to receive e-communications; and during meetings with members of our team.
We will always include the option to opt out or “unsubscribe” when we send you e-marketing. If you do not want to hear from us, please tell us when you provide your data or contact us on 01483 301590 or [email protected].
The information that we collect may include your name, email and postal address, telephone number. If you make a financial transaction with us for any of the above items using a debit or credit card, GSC will not collect or retain your card or bank details. GSC uses OPAYO to complete these transactions, who equally do not retain your bank details. You can view OPAYO's Data Protection Policy here.
We also anonymously record the way you use our website, and we use this data to learn, for example, how many people visit our pages, what channels they come from to get to our website (such as via Social Media or other websites).
We use your data to provide you with our services but also to promote, analyse and improve our services. For example, we use your data to send you booking information and help with any questions you may have, collect your payments, and to make your experience more enjoyable when you visit us in person or online.
We deem that everything GSC does – performances, education, fundraising – will be of 'legitimate interest' to you as it furthers our mission to promote the arts, and access to it. With your consent, or if we believe it meets a ‘legitimate interest’, we will contact you about the work that we do in ways that we think you will find relevant, timely, and respectful. Occasionally, these communications may be specifically tailored such as to programming or ticket offers. We may also use the information on our database to appropriately target social media campaigns.
Our communications may sometimes include information from partner organisations or organisations that support us. When working with a partner (such as another theatre company) you will be given the option at the time of booking to join their mailing list or not.
You may at any time unsubscribe from our lists.
Who else has access to your data
Any payment transactions will be encrypted. We have Data Protection procedures in place in accordance with Payment Card Industry Data Security Standard (PCI-DSS).
We undertake regular reviews of who has access to information we hold to ensure that your information is only accessible to appropriately trained staff members or validated contractors.
We do not sell or rent information about you to other parties.
Information you provide is stored on secure servers and in password protected databases.
At times, we may ask you for permission to share some of your data, such as your name and email address, with our co-production partners, associate companies and visiting artists to help them in developing their audiences. We will ask you if you wish to opt-in for your data to be shared with them when you buy a ticket for one of their performances. If you have opted-in, then our partners may contact you until you opt-out. You will be able to unsubscribe from their communications directly by following the instructions provided in their messages.
Apart from our Service Providers, we may also use and share your data with other organisations as we believe necessary to comply with the law, to protect you, ourselves and others, to respond to requests from public and government authorities (which may include authorities outside your country of residence), or in the event of any reorganisation, sale, bankruptcy or other similar situations.
Your rights over your data
You have the right to be informed about how we use your data. We cover all of the important points in this privacy notice but if you have any questions, then don’t hesitate to email us at [email protected].
If you decide to give us permission to collect and use your data, then you have the right to withdraw your consent at any time. However, because of how our systems work, this also means that if you do request to have all your data removed we will no longer be able to offer you certain services; for example, you will need to re-register on our ticketing system when you make your next booking.
You can also request a copy or summary of the information that we hold about you or ask us to correct any personal information you think is inaccurate.
You may ask us to delete the personal data we hold on you. We will consider your request and not unreasonably refuse it. If we agree to your request, we will remove any information that identifies you as an individual. In both cases we may retain anonymised data (for example, your booking history) for business purposes.
We will try to respond to all legitimate Subject Access Requests, using the ICO Subject Access Request Checklist, within 28 calendar days of receiving it.
To make a request for any of the above, please email us at [email protected].
If you have opted-in to receive marketing-related communications (emails, post, SMS etc) then you have the right to stop us from contacting you for marketing purposes at any time. We may still send you necessary administrative messages needed to provide you with our services such as your ticket confirmation, or in the event of changes, cancellations or other urgent situations which may inconvenience you if we were not to do so.
If you no longer wish to be contacted for marketing purposes, please email us at [email protected], or click ‘Unsubscribe’ at the bottom of our emails.
Finally, if you are unhappy with how we are managing your personal data, or aren’t happy with our response, then you have the right to file a complaint with the Information Commissioner's Office.
When we need to keep your data
As a business, we also have a variety of obligations to keep the data that you provide us. These include ensuring that transactions are processed correctly, identifying fraud, and complying with any laws and rules that apply to us and to our service providers.
Therefore, even if you close your Guildford Shakespeare Company account, we may keep certain data (such as sales, membership and donation information) to meet our obligations but for no longer than required or permitted by law.
Transferring your data to other countries
Please note that your data may be stored and processed in any country in which our service providers operate, and we therefore may transfer your data to countries outside of your country of residence, which may have data protection rules that are different from those of your country. However, we will take measures to ensure that your data remains protected at all times to the standard imposed by the GDPR.
In certain circumstances, courts, law enforcement agencies, regulatory agencies or security authorities in those other countries may be entitled to access your personal data.
We use reasonable and modern measures to protect your personal data within our organisation but, unfortunately, no data transmission or storage system is 100% secure. If you feel that the security of your account or interaction with us has been compromised, please contact us immediately.
If you have any questions or comments, please contact:
Joint Artistic & Executive Producers
Guildford Shakespeare Company
or email [email protected]
If you participate in our education programmes or join us for work experience, we will usually collect:
- Your name
- The contact details of a parent or guardian or teacher (whichever is most appropriate)
Where it is appropriate, we also may ask for:
- A date of birth
- Your contact details (address, phone number, email etc.)
- Information relating to your health (e.g. if we need to be aware of any additional information before participating in our programmes)
Sharing Your Story
You may choose to tell us about your experiences with GSC to help further our work, e.g. you might provide a written personal case study, speak at an event, submit a blog or send us feedback by email or letter. This may involve openly sharing sensitive information related to your experience and family life in addition to biographical and contact information.
We may use the information provided, including gender, ethnicity or additional needs for:
- Fundraising purposes, e.g. grant applications, fundraising literature and on our website
- Promotion of our programmes or GSC’s work in general such as programme leaflets, our annual report, and on our website.
We will only use personally identifiable information and photographs where we have the explicit and informed consent of the individuals, or their parent or guardian if they are under 18.
Children and Young People’s Data
We collect and manage information from children and young people under the age of 18 in a way that is appropriate to their age. Information is collected usually when
children and young people take part in a class or project with us. This data can be sensitive personal data, e.g. a young participant with additional needs.
Where possible and appropriate, we will seek consent from a parent or guardian before collecting information about children. However, if children are participating in one of our programmes (e.g. workshops, classes, events) in a school or community group, general information such as age of attendee or relevant additional needs will be provided by our main adult contact there (teacher, youth group leader or support worker), and given to one of the GSC Education team.
Freelance facilitators employed by GSC to deliver programmes of work may also be given access this information to ensure the contractual and safe delivery of the programme they are engaged for.
We will only share details in exceptional circumstances to comply with safeguarding best practice or where legally required, for example, where a child reports abuse, or someone reports serious self-harm or a serious intention of harming someone else.
Not kept for longer than is necessary
GSC Education may store member details in electronic and paper format.
Member information in paper format will be archived annually. Archived information will be destroyed after 7 years.
GSC Education will redact personal information from reports or disclosures after the individual has been out of contact with GSC for 3 years.
GSC Education will store members details in electronic format for 7 years from the last date that the member was in active communication with GSC Education. After 7 years, GSC Education will delete members’ details from all electronic/online databases, including mailing lists.
GSC Education will keep an electronic mailing list. All those who interact with GSC will be given the option to decline being added to the mailing list. Details of how to be removed from this list will be clearly laid out at the bottom of each communication. GSC Education will remove members' details from the mailing list once they are no longer eligible to participate in their education work.
Please also refer to our Click Here to Read Our Safeguarding Policy for further information on how we safe guard young people whilst they are with GSC Education.
If you have any questions or comments, please contact:
Joint Artistic & Executive Producers
Guildford Shakespeare Company
or email [email protected]
Last updated 09 September 2021
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Updated 09 September 2021