Purpose of policy
Oxford Playhouse is committed to being transparent about the information we hold on our audiences and users and making sure it is safe.
Using personal information allows us to develop a better understanding of our audiences and in turn to provide you with relevant and timely information about the work that we do. 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 your information. We do so in accordance with all applicable laws concerning the protection of personal information. This policy explains:
The policy has been written with reference to the General Data Protection Regulation (GDPR) law, 2016, and the Privacy and Electronic Communications Regulation (PECR), 2003.
Who we are
Oxford Playhouse’s official name is The Oxford Playhouse Trust. We are a charity, funded by Arts Council England, Oxford City Council and the University of Oxford. We also receive donations and grants from individuals, trusts, foundations and local businesses. The majority of our income (typically 70-80%) is earned through ticket sales, our bar and café, hires of our space and our local ticketing service, Tickets Oxford. We also earn income through our membership programmes for individuals and institutions, through sponsorship and through some of the learning and participation work we deliver.
Our registered charity number is 900039 and our registered company number is 2397373.
How we collect your information
We collect information from you in several ways:
Information you give us
When you first register on our websites (Oxford Playhouse and Tickets Oxford), we ask you to give us relevant personal information such as your name, email address, postal address and telephone number. We then ask for information on the types of shows that you like and for your consent to be contacted. All this information is held on our secure box office system.
We also store information when you sign up to our mailing lists, buy tickets, reserve a place on a workshop, hire us for a function or make a donation.
You might freely provide us with specific information that is relevant to your future interactions with the Playhouse (such as any specific access needs you may have). We hold this information on your personal record on our box office system.
If you apply for a job with the Playhouse, we ask you to provide personal information, such as name, email address, postal address, telephone number, employment history and a reference.
Information about your interactions with us
When you visit our websites, we may collect information about how you interact with our content. We sometimes keep a record of communications we have sent you and, in the case of emails, we keep a record of which ones you have opened, and which links you have clicked on.
Information that is publicly available about you
We sometimes refer to publicly available information about individuals, particularly those who we think may be interested in donating to or supporting the Playhouse. We look at information which is freely available on websites including (but not limited to): newspaper sites, the charity commission and companies house websites, and the websites of other charities to which the individual has donated.
We seek this information to make sure that we are only making relevant, considered and respectful approaches to potential donors and asking for donations that are proportionate to their ability to give.
Information we receive about you from third parties
We sometimes receive information about you from third parties. For example, a visiting company may share information you have provided to them that is relevant to us. We always check with the company that it has gained your explicit consent before we receive your information.
If you use your credit or debit card to purchase from us or to make a donation, our box office system and payment system ensures that this is carried out securely and in accordance with the Payment Card Industry Data Security Standard (PCI-DSS). We optionally allow you to store your card details for use in a future transaction. This is carried out in compliance with PCI-DSS and none of our staff members can see your full card number. We never store your 3 or 4 digit security code.
If you send us your bank details to set up a regular payment, we do keep that information only for as long as necessary and we keep it securely, either in a locked room or password protected file.
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 unless there is a clear reason for doing so, such as during recruitment (see chapter
How we use your information
We use your information to:
As a member of our audience
As a current or potential user of other services that we provide (e.g. individual membership of the Playhouse, our room hire and catering service, our programme of workshops for children and adults etc)
As a current or potential donor or supporter of the Playhouse
As a current or potential employee or volunteer
As part of our recruitment process, we ask all candidates to fill in an equal opportunity monitoring form, giving information on age, ethnicity, gender etc. These forms help us to make sure we are an equal opportunities employer. The information they contain is kept anonymous.
As a Tickets Oxford customer
When we seek your consent
We require your explicit and clear consent for some of the ways in which we use your information. This chapter sets out where:
Where we seek your consent:
Where we have good reason and consent is not required
Where we have a legal obligation:
When we share your information
There are a few circumstances in which we may share your personal information with third parties. They are:
Where we store your information and how we keep it safe
We store our audience’s personal information electronically on our box office system. We also hold personal information on our staff, donors, members and participants electronically on our internal shared drive and physically within our offices. To keep your information safe, we:
How we maintain your information and the rights you have to it.
We store box office information about our audiences indefinitely so that we can link all your interactions with us to your single, unique record. We try to keep your information as accurate as possible and will periodically contact you to check it is correct. We review the information we store on you every year to check that it is necessary for us to continue keeping it and that it is stored securely. Every 2-3 years we will also ask you to update your consent preferences.
You have the right to control what information we hold about you and how we use it. This includes the right to request a copy of the information we hold on you, or to ask that the information is permanently erased, as long as your request does not go against any legal duties we have.
You can request to see, or erase your information, in writing to: Paddy Chatterton, Data Protection Office, Oxford Playhouse, 11-12 Beaumont Street, OX1 2LW, or email email@example.com. It will take us up to 30 days to respond to your request and we may ask you to bring in proof of ID so that we can verify you.
If you have created a user account with the Playhouse, you can log in and check/make changes to your personal information and to the consent you have given us at any time.
Holding information on young people or vulnerable adults.
When working with children, young people and vulnerable adults we make sure the information we hold on them complies with our Safeguarding Policy
We occasionally take photographs of performances, audiences and participants for monitoring and marketing purposes.
We ask for explicit consent before taking and using photographs when:
When we wish to take photographs of audiences, be that watching a performance or mingling in our theatre, we make them aware of the fact by displaying visible notices. If an individual does not wish to be photographed they are encouraged to tell the photographer or a member of staff.
A cookie is a small amount of data, which often includes a unique identifier that is sent to your computer browser from a website's computer and is stored on your computer's hard drive. Each website can send its own cookie to your browser if your browser's preferences allow it, but (to protect your privacy) your browser only permits a website to access the cookies it has already sent to you, not the cookies sent to you by other sites.
How to get in touch
If you have any questions or concerns arising from this policy and relating to the way in which we are managing your information then please contact Paddy Chatterton, Development Director, firstname.lastname@example.org / 01865 305314.
If you want to change the information held on your account, simply log in at home or contact box office on 01865 305305.