Purpose of Policy
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.
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, how we maintain it for and your rights to be able to access it
If you have any queries about this policy, please contact the box office director at
Joseph Rowntree Theatre, Haxby Road, York , YO31 8TA or
Who we are
The Joseph Rowntree Theatre Limited is a charity and is funded by its operational activities we also receive some income from individual donors and supporters. Our registered charity number in England and Wales is 1098329 and we are also registered as a company in England and Wales under registration number 4695301.
We collect various types of information and in a number of ways:
Information you give us
For example when you register on our website, buy tickets, make a donation or join our Friends scheme, we’ll 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. If you agree our box office system will retain your card details for future purchases and automatic renewal of your Friends membership, the details are only stored with your explicit consent.
Information about your interactions with us
For example, when you visit our website, we collect information about how you interact with our content and adverts. 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.
Sensitive 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.
There are three bases under which we may process your data:
When you make a purchase from us, make a donation to us or join our Friends scheme, 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, in the case of problems with your payment or to let you know about special Friends only offers.
Legitimate business interests
In certain situations we collect and process your personal for purposes that are in our legitimate business 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 specifically ask you for consent to communicate with you by email and post. However from time to time we may use our legitimate organisational interest as the legal basis for communications by post and email this will be limited to a maximum of four times per year where we want to make you aware of our products and services.
You can change your preferences at any time by logging into your online account via our website.
In addition 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.
In the case of email, we will provide you with an option to unsubscribe in every email that we email you, or you can alternatively use the contact details at the end of this policy.
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 (as above).
Other Processing activities
In addition to marketing communications, we also process personal information in the following ways that are within our legitimate organisational interests:
We may analyse data we hold about you to ensure that the content and timing of communications that we send you are as relevant to you as possible.
We may analyse data we hold about you in order to identify and prevent fraud.
In order to improve our website we may analyse information about how you use it and the content and adverts that you interact with.
We may use profiling techniques or third party wealth screening and insight companies to provide us with information about you that will help us to communicate in a relevant way with you, in particular when we are approaching you about potential philanthropic support. Such information is compiled using publicly available data about you.
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. Please bear in mind that if you object this may affect our ability to carry out tasks above that are for your benefit.
There are certain circumstances under which we may disclose your personal information to third parties. These are as follows:
To performing companies, using our theatre, whose performances you have attended. In these cases we will only provide the information if you have given your explicit consent.
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
Cookies are small text files that are automatically placed onto your device by some websites that you visit. They are widely used to allow a website to function (for example to keep track of your basket) as well to provide website operators with information on how the site is being used.
You can get more information about cookies at allaboutcookies.org
Web site session management
Cookies are set to manage the web session.
Our ticketing partner, Spektrix, sets a number of cookies when you visit our site to manage the ticketing process and shopping basket.
We use a self-managed analytics system - Matomo - to enable us to analyse the way people use our website and allow us to improve it in the future. This sets a few cookies to enable this. However this information is anonymised and does not allow identification of specific people.
However if you set the Do Not Track setting in your web browser then the analytics system will neither track you across the site, or set cookies.
Web Server Logs
We do collect web server logs relating to our website. These logs identify the internet IP address connecting to the site (but not necessarily the specific computer or user), as well as the time of day, the pages requested from the site and any website link followed to our site (the referrer information). This information is processed to give statistics on the number of visitors to the site, the most popular pages and similar information. However we are not able to tie any of this information to specific visitors.
Your debit and credit card information
If you use your credit or debit card to purchase from us or to make a donation, we will ensure that this 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.
Maintaining your personal information
We store your personal information indefinitely such that for any subsequent purchases you make we are able to link them back to a single unique record that we hold for you on our system.
If there are aspects of your record that are inaccurate or that you would like to remove, you can usually do this by logging in to your account through our website. Alternatively please use the contact details at the end of this policy.
Any objections you make to any processing of your data will be stored against your record on our system so that we can comply with your requests.
Security of your personal information
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.
We will not transfer, process or store your data anywhere that is outside of the European Economic Area.
Your rights to your personal information
You have a right to request a copy of the personal information that we hold about you and to have any inaccuracies in this data corrected. Please use the contact details at the end of this policy if you would like to exercise this right.
Registration with the Information Commissioner’s Office
The Data Protection Act 2018 requires any organisation that processes personal information to notify the Information Commissioner of what they are doing.
The Joseph Rowntree Theatre Limited has notified relevant processing with the Office of the Information Commissioner. The register can be viewed on the Information Commissioner's website. The register only shows what an organisation or individual is registered to do. It does not reveal whether or not they hold personal information on a particular person.
If you wish to receive a copy of the register contact:
The Office of the Information Commissioner
Tel: 0303 123 1113 (local rate) or 01625 545 645
Fax: (01625) 524510
Paper copies of individual register entries are available from the Office of the Information Commissioner, free of charge (a small fee is payable for certified copies).
Your right to privacy is very important to us and we recognise that when you choose to provide us with information about yourself, you trust us to act in a responsible manner.
We believe this information should only be used to help us provide you with better service. That's why we have put a policy in place to protect your personal information.
We will not provide any of your personal information to other companies or individuals unless required to by law, or unless you specifically authorise us to.
Whenever you provide sensitive information (for example, your postal/email address, or your credit card number to make a payment), we will ensure all reasonable steps are taken to protect it. We will also take measures to protect your personal information in storage.
Contact details and further information
The Box Office
Joseph Rowntree Theatre