Culturapedia (“we”) are committed to protecting and respecting your privacy. This policy sets out the basis on how we process, handle and use any personal data we collect from you, or that you provide to us. Please read the following carefully to understand our approach to and practices regarding your personal data and how we will treat it.
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 customers and audiences and in turn to provide you with relevant and timely information about the work we do.
This policy explains:
If you have any enquiries about this policy, please contact firstname.lastname@example.org
Culturapedia is a trading name of Robinson Howell Partnership Ltd. Robinson Howell Partnership is a registered company in England and Wales under registration number 5204838.
Culturapedia manages a number of projects:
Each project is responsible for its own data records and personal data is never shared between venues, but anonymised data such as how many tickets are sold for each production is shared.
We collect several types of information and in several ways:
Information that you provide by corresponding with us by phone, email, letters, or otherwise, as well as by filling in forms on our websites or physical forms such as feedback evaluation, supporter card membership forms, job applications, artist applications and/or commission applications.
This information will include any details you provide when you subscribe to our mailing lists, search for a product, place an order on our website, participate in social media functions through our website, enter a competition, promotion or survey (on our website, via social media, through email communications, or physically) and when you report a problem with our website. If you have previously (prior to 25 May 2018) provided us with consent to be contacted by signing up to our e-newsletter via the website or provided your consent to be contacted with marketing communications at point of ticket sale/booking, this data is stored in our ticketing CRM system and we may contact you in line with your preferences.
The information you give us may include but may not be limited to your name, address, email address, phone number and any emergency contact details we may need, as well as access needs, photo consent and emergency contacts. If you make a payment through our online ticketing provider or through our PayPal account then financial and/or credit card information is stored by that provider and complies with strict financial data protection.
The personal information you supply to us by opting-in to marketing communications (when you sign up, buy tickets, join our membership schemes, for example) will be used to keep you up to date with events, share good news and information from our projects. Each email we send you offers you the opportunity to amend these preferences including to opt-out.
To make sure your online experience with us is a positive one, we may monitor anonymised data about how customers are using our website. This data can never be linked to your person:
Regarding communications, email communication interaction information, we may automatically collect the following information:
We manage most data through our email CRM (Customer Relationship Management) system and our online ticketing account, both cloud-based systems that allow us to:
Our CRM system does not store any bank or credit/debit card details.
As part of our grant agreements, we also share anonymised postcode data for audiences and participants (if information has been provided and permission has been granted during the sign-up process) with Audience Agency, Arts Council and other funding bodies. This allows us to have a clear picture on where our audiences are coming from and we run the same report each year to compare our progress.
We will only gain anonymised information about you from other venues, organisations or artists that are either programmed by one of our projects.
In questionnaires or feedback surveys our projects will ask whether you would like to hear from themselves, the production company of the show/event that you have attended, and the project in question (ie. Spot On/Plugged In), and ask for your email and/or postal address if you answer yes to any.
We do host performance events for young people under 18. We only collect this information from a parent/carer/guardian, we do not collect this information directly from the child. We collect this information to ensure we offer age appropriate activities, that we can monitor a young person’s involvement, that we can keep them safe within our space (photo consent and emergency contact details) and we can provide anonymised data to our funders (such as ages and postcodes.) On very rare occasions we may also offer workshops or specific projects with young people but we would seek specific data in these instances. Information we collect about your child includes:
We may collect sensitive personal information about you, including information about your racial or ethnic origin, your religious beliefs or other beliefs, and whether you have any access requirements or disabilities. We collect this information if you or we believe it may impact on your safety, enjoyment and involvement with our projects, for example if you need to use a hearing loop, or require additional facilitators to participate, or can’t eat certain foods. Such sensitive personal data will only ever be collected after having obtained your explicit consent to do so or where it is necessary to do so to comply with legal requirements, including for employment law purposes.
When you make a purchase from us, a booking with us, or donate to us, you are entering into a contract with us. To perform this contract, we need to process and store your data. For example, we will need to provide you with a booking confirmation via email or we may need to contact you by email or telephone in the case of a cancellation of a show or in case of problems with your payment.
In certain situations, we collect and process your personal data for purposes that are in our legitimate organisational interest. However, we only do this is there is no overriding prejudice to you by using your personal information in this way. We describe below all the situations where we may use this basis for processing.
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 in the past, including free events, as well any preferences you may have told us about.
We use our legitimate organisational interest as the legal basis for any marketing communications by postal mailings and email, including pre-show information emails. We believe that audience members, patrons, participants and their guardians are connected to our mission and to our products and that they would be interested in future events and pre-show information to help them have the best possible visit they can.
In the case of postal mailings, you may object to receiving these at any time using the contact details at the end of this policy. When you provide your postal address (usually through our feedback form) you must ‘opt-in’ to receive postal mailing from us. In the case of email, we will only contact people who have agreed to be contacted by email. We will provide you with an option to unsubscribe in every email that we subsequently send you, or you can alternatively use the contact details at the end of this policy.
Unless you tell us not to, we think you are content for us to process (keep and use) your personal information for the following lengths of time. We will only contact you with marketing communications if you have signed up to our mailing list or purchased/booked a ticket from one of our projects within the past three years. As of May 2018, we promise not to keep your personal information for longer than 16 years; this is for analysis purposes to ensure we are achieving our aims and providing customers with the best possible experience.
Other processing activities
In addition to marketing communications, we also process personal information in the following ways that are within our legitimate organisational interests:
In all the above cases we will always keep your rights and interests at heart to ensure that they are not overridden. You have the right to object to any of this processing at any time. If you wish to do so, please use the contact details at the end of this policy. Please bear in mind that if you object to any of these processing systems, it may affect our ability to carry out tasks above that are for your benefit or it may affect our funding and therefore our offer and output. For example, we could not contact you if a class or show has been cancelled that you were due to attend, or we could not provide HMRC with financial records to evidence donations.
There are certain circumstances under which we may disclose your personal information to third parties. These are as follows:
Our ticketing system is managed by Ticketsource. Our supporter card membership payment is managed by PayPal. If you use your credit or debit card to purchase from either systems your purchase is carried out securely and in accordance with the Payment Card Industry Data Security Standard (PCI-DSS). You can find more information about this standard here. Any payment transactions will be encrypted.
We will put in place appropriate safeguards (both in terms of our procedures and the technology we use) to keep your personal information as secure as possible. We will ensure that any third parties we use for processing your personal information do the same.
You have a right to request a copy of the personal information we hold about you and to have any inaccuracies in this data corrected. You have the right to ask us not to process your personal data for marketing and fundraising purposes. You have the right to request no marketing communications from us and to update your communications preferences at any time. Please use the contact details at the end of this policy if you would like to exercise any of these rights.