This policy guides the way we collect and use your data – both online (when visiting our website or social media pages) and offline (when we provide our services to audiences and venues). For each method of communication, this policy explains:

At the end of this policy, we have also outlined what rights you have concerning your data – and what to do if you have a complaint or want us to delete your data. To help explain some of the laws we are talking about, this policy includes links to some external websites. We are not responsible for the content or safety of any external websites.

Sending an email or using our online forms

When you contact us using the online form, we will receive and store the following information about you:

  • Name
  • Email address
  • The message you send us

When you contact us via email, we will receive and store the following information about you:

  • Email address
  • Name (if you or your email service provide it)
  • Other contact information, such as a telephone number (if you or your email service provide it)
  • Organisation (if you or your email service provide it)
  • The message you send us
  • Any other information or attachments included in the email (for example, information provided in an email signature)

To keep this data safe, our website is protected using an HTTPS connection and security certificate. The contact form is powered by a company called ‘Typeform’, who have their own ways of keeping data secure too. Typeform will pass your message to us via email. Our email service is run by Gmail and 1&1 hosting. Both these services have put measures in place to protect data. You can read more about the security measures put in place by Typeform, Gmail and 1&1 by clicking on the company names in this paragraph.

We collect this data on the basis of ‘consent’ and ‘legitimate interest’. Click here to read more about the different legal reasons for collecting data.

Everybody who uses the online form is asked to give their permission before we collect their data; everybody who emails us sends the information of their own free will and should expect us to process it in order to reply. It is likely anybody who emails us will have a legitimate interest in our organisation, and the services we provide. Additionally, all emails/replies we send include a short privacy notice.

The information you provide will be used to respond to your message or email, and it won’t be shared with anybody outside the company. Your data will be stored using Typform and in our email system until it is no longer needed, or until you request that we delete it. We might contact you again in the future if we believe our message is relevant to your initial inquiry, or that you will be interested. For example: if you wrote to us about booking a performance, we might contact you again directly the next time we are visiting your area. We won’t use your information for any mailing lists unless we ask for your permission first.

Social Media

Data collected through external social media platforms are subject to the individual Privacy Policy held by each platform respectively. We will never request personal data through social media platforms. You can read the policies for Facebook and Twitter online. These social media platforms may share certain information with us, depending on the privacy settings you have chosen for each platform.

External Links

We aim to include external links on our website and social media pages which are safe and relevant. However, we cannot always verify the content of any externally linked websites. Visiting these external sites is entirely at your own risk and we cannot be held responsible for the implications of viewing this content. We will never knowingly link to external sites which could put your data at risk. Each external website is responsible for the safe and legal handling of personal data. All links on our website which might take you to another part of the internet will display a warning message when you click them. You can then decide whether to proceed or not.

Cookies

We use cookies on the pages of our website. They are small files which are stored on each user’s computer or device. These are designed to enhance your browsing experience and provide anonymous analytical data which may help us improve our services.

We are one of many websites which use Google Analytics. This is software which collects data about everyone who visits our website. It records information such as:

  • What website you visited before ours
  • What pages of our website you have viewed
  • How long you spend on our website
  • What kind of computer you’re using
  • And other similar data

This information is collected and stored (using cookies) on our behalf by Google Analytics, who have their own safety measures put in place. You might find these on your device using the following files names:

  • _gat_gtag_ (followed by some numbers)
  • _gat
  • _gid
  • _ga

This data allows us to understand how people are using our website, and how we can make improvements to the writing or layout. It means we’ll be able to tell which pages are the most popular, and which areas of the country visit our website the most. We’ll use this information to grow our company, improve our performances, and improve our marketing materials. This data is anonymous, and your IP address is masked when this data is collected.

We won’t directly share the data with third parties (nor will we download it), but we may copy some anonymous statistics (e.g “30% of our visitors used the Chrome browser”) into other formats (e.g reports or presentations). We may also use this information to support Funding Applications or encourage future business (by, for example, showing data that demonstrates an increase in website views).

Data stored on the Google Analytics platform is deleted after 14 months. The cookies themselves have different expiry lengths.

If you don’t want the websites you visit to collect anonymous data, you can use a browser plugin to opt out of Google Analytics or read advice on controlling cookies.

Occasionally, we might embed content from other trusted sources on our website. This could include tweets posted on Twitter and YouTube videos. It is possible that these external services will themselves use cookies to gather similar anonymous data – as they might on any other website. You can read more about permanently enabling/disabling cookies here.

One such third party is ‘WooCommerce’, who provide cookies which are used when people buy our tickets online. You can read more about online shopping on our website below. WooCommerce needs to use three cookies in order to work correctly:

  • woocommerce_cart_hash
  • woocommerce_items_in_cart
  • wp_woocommerce_session_

The first two cookies contain information about what tickets you’ve added to your order. The final cookie (wp_woocommerce_session_) contains a unique code for each customer so that it knows which ticket order belongs to you. No personal information is stored within these cookies.

We collect this data on the basis of ‘consent’. Click here to read more about the different legal reasons for collecting data.

Every new visitor to our website will be shown a message which asks for their consent to accept our use of cookies. They can choose to either accept or decline. If they accept, this means that they consent to our use of cookies. If they decline, this blocks any cookies on our website.

Email Newsletter

We won’t sign you up for our email newsletter without your permission. If you sign-up yourself, we’ll receive the following information:

  • Email address
  • Analytical data about how you interact with the newsletter (if you read it/delete it immediately etc)

Our newsletter is powered by MailChimp, who have their own ways of keeping data secure.

We collect this data on the basis of ‘consent’. Click here to read more about the different legal reasons for collecting data.

Everybody who signs up for our newsletter asked to give their permission before we start using their data. They’ll receive an email asking them if the definitely want to sign-up, and an initial welcome email which outlines our approach to their privacy.

Your information won’t be shared with anybody outside our company, but it will be stored by MailChimp until you unsubscribe, or request that we delete your data.

Booking a performance

When you book a performance from us, we begin to gather more information to help us provide the best service we can. As we communicate further, this data could be collected over the phone, in person, via email, through online forms, and paper forms. The information we collect includes:

  • Name
  • Address
  • Phone number
  • Email addresses
  • Venue information
  • Any special requirements
  • Other similar information relevant to staging and marketing a theatre performance

To keep this data safe, anything that requires a signature is processed using Adobe Sign, rather than through email. Additionally, the original files are stored on one password-protected device. Any additional access required by staff is via Google Drive. Both Adobe Sign and Google Drive have security measures in place to protect data. Booking documents are never printed. Instead, relevant information may be copied into other forms: for example, this could mean printing a separate document of venue postcodes for touring performers to use during travel. In this case, performers would have access to only a single copy of this information, which is then returned to Untold Theatre at the end of each tour.

We collect this data on the basis of ‘consent’ and ‘contract’. Click here to read more about the different legal reasons for collecting data.

We collect this data because, without it, we cannot stage a successful performance (e.g. we can’t send any marketing materials to your venue if we don’t have the address). We make sure that any forms you fill in include a tick box so that you can additionally give your consent for us to use this information.

Identifying data will never be shared with third parties, though some anonymised information might be used to contribute to research (e.g analysing which areas of the UK we visit the most).

This data will be stored for as long as it is needed, or until you request that we delete it.

Buying tickets

Sometimes we sell tickets for performance through our own website. To do this, we use software called WooCommerce. Any data is not collected by WooCommerce – it is collected by us. WooCommerce is just the method used for collection.

During an online ticket purchase, we will collect:

  • Name
  • Email
  • Which performance you bought tickets for
  • How many performances you bought tickets for
  • How much you paid

Payment information will also be used to complete a purchase but is never collected or stored.

This information is kept safe using our website’s HTTPS certificate (see above), though may be downloaded for the purposes of keeping financial records. In any downloads of this data, unique or identifying information (such as email addresses) are not used. Downloads are stored on password protected devices.

We collect this data on the basis of ‘consent’. Click here to read more about the different legal reasons for collecting data.

Privacy notices are used throughout the purchasing process, and users are asked to consent to our use of their data before making a purchase.

Identifying data will never be shared with third parties, though some anonymised information might be used to contribute to research (e.g matinee tickets sold better than evening performances).

We’ll use this information so that any ticket purchases can be completed successfully, or for research purposes.

This data will be until it is no longer needed, or until you request that we delete it.

Other information

We will regularly review this policy in order to align ourselves with changes to the law (or widely accepted ‘best practice’). Any changes to this policy will be updated on this page.

Photographs and videos posted on our website remain the property of their respective owners. Permission must be sought before using or sharing these photographs or videos yourself. Every effort has been made to seek the permission of creators and subjects of any photographs or videos used on our website. If you are the creator or subject of this content and believe we are using the content without your permission, please contact us with details and we will be happy to remove the content if lawfully necessary.

Your data rights

The law allows you the following rights:

  • The right to be informed. This means you have a right to be informed about the collection, and use, of your data – at the time of collection. In our case: we ensure that all forms (online and offline) include consent notices; our emails include privacy information; audience data is anonymous; users can accept or decline cookies.
  • The right of access. You can request to see what information we have about you – at any time. We are legally required to respond within a month and provide this information free of charge. See below for how we manage these requests at Untold Theatre.
  • The right to rectification. If the information we hold is incorrect, you can let us know at any time – and we have one month to respond. See below for how we manage these requests at Untold Theatre.
  • The right to erasure. You can request that we delete any information we have about you – at any time. We are legally required to respond within a month and, in most circumstance, comply. See below for how we manage these requests at Untold Theatre.
  • The right to restrict processing. You can request that we restrict our use of your data. We are legally required to respond within a month and, in most circumstances, comply. A request to restrict processing means data cannot be used but will continue to be stored. See below for how we manage these requests at Untold Theatre.
  • The right to data portability. For any information which you have directly provided us, you have the right to transfer this data and use it again somewhere else. This does not apply to anonymous data. See below for how we manage these requests at Untold Theatre.
  • The right to object. This means you have an absolute right to object to the processing of your data – including any direct marketing. See below for how we manage objections at Untold Theatre.
  • Rights in relation to automated decision making and profiling. You have additional rights when anybody uses your data to make decisions using an automated system or uses it to predict your behaviour/make inferences about you (“profiling”). We do not use your data for either of these purposes.

Access requests

If, at any point, you wish to:

  • Request to see what information we store about you
  • Change this data
  • Erase this data
  • Restrict this data
  • Move this data
  • or make a complaint

you can contact us at any point. This can be verbally or in writing. We are legally obligated to respond to this request within a month, free of charge. We are legally obligated to comply with this request unless there are exceptional legal circumstances.

Be informed

It’s important that you are informed, and that your data is safe – always. If you’d like to find out more about your data rights, you might like to visit: https://ico.org.uk/your-data-matters/