Nomads Data Privacy Statement for Patrons
Nomads Data Privacy Policy incorporating Nomad Players Ltd
May 2018
The Nomads and Nomad Players Ltd are committed to upholding the General Data Protection Regulations 2018 and the principles of good practice set out in them. We will strive to keep information relating to all categories of members and patrons, confidential in accordance with the law. As an amateur theatre though there will be circumstances where Health and Safety and Child Safeguarding legislation will take priority.
What data do we hold?
Membership list: basic personal details ie name, address, phone numbers, email address, category of membership. This is held electronically and an edited version is available to NPL board members and Council members and others such as directors, stage managers and producers who need access to it. The full master list contains descriptions such as unwaged, senior and PIAW which relate to a membership category and will be seen by the Nomad and NPL
Membership Secretaries only. Young Nomads are asked to provide their dob as their category of membership is age related. Past Membership Directories are stored in the archive room which is locked.
Smaller lists from within the membership list are managed by: Front of House Manager, Greenroom Committee, Nomad Draw Club, NPL Membership Secretary.
Ticketsource users database: name and phone number and if booking online, email address. A list of productions booked is recorded for each patron. This data is held on a secure server and only a small number of box office staff and authorized members can access it via a password. At the end of the booking process patrons can opt in to receiving emails about forthcoming shows, from the Nomads via Mailchimp.
Mailchimp distribution list: email addresses of patrons who have booked online through Ticketsource. This data is held on a secure server. Access is via password and used by a small number of people involved in publicity and the box office.
Nomes and children who take part in productions: age, name, address, parents’ names, phone numbers, school attended, emergency contact number, relevant medical information. This information is held by the Nomes Tutors, Child Safeguarding Person, and chaperones during the run of a show.
Those involved in productions: name, phone numbers, email address, information for the programme that may include photos, information needed for costumes. This data is usually kept only until the show ends and is held by members of the production team who need to have access to it.
Box office team: hold names, phone numbers, sometimes addresses and email addresses and credit card numbers on paper temporarily when bookings are taken over the phone. This data is kept in the hands of the box office team who take all reasonable steps to keep it secure. Credit card numbers are redacted once the transaction is processed.
The sheets of paper are destroyed as soon as the information is not needed. Credit card slips are kept in the safe until handed to the Treasurer. Online bookings are made with Ticketsource directly.
Members and patrons can withhold their personal data unless there is a legal requirement for it or it is understood to be vitally necessary.
CCTV: cameras are installed on the west wall and inside the foyer. The images can only be accessed within the boiler room behind two locked doors. The Technical Manager looks after this and images will only be seen by police and others who need to review an incident. Images are kept until the disc is full when they are overwritten.
How data is used
To communicate information to members and patrons and to promote shows and events eg emails, newsletter, Mailchimp emails and by post. To enable members to contact each other for production purposes. To enable cast and crew to communicate with each other during rehearsals and the run of a show. To make the ticket booking process as smooth as possible. To provide the Nomads with relevant details to allow marketing and publicity. These are legitimate interests. Information held on children can be considered vital interests but also form part of
the legal obligations of Child Safeguarding.
Consents
Members: written consent will be obtained via the membership form for all the activities described above.
Nomes and children in productions: written consent is requested from parents so that production photos can be used in publicity material including Facebook, Nomad News, Nomads’ and Nomes’ websites and in the foyer. Paper copies may be stored in the archive room. Parents can request that their child’s photograph is not used in any publicity.
Cast and crew: we will obtain written consent via the membership form for photos to be used in publicity including Facebook. Personal details such as measurements will be held temporarily by those who need the information but not held on the internet.
Patrons: at the time of booking patrons can consent to their email addresses being added to the Mailchimp list. If requested this can be done manually at a later date.
Members can ask for their address, phone number or email address to be left off the membership list. Patrons can ask to be removed from Ticketsource and Mailchimp has an unsubscribe option at the bottom of every production campaign email.
Nomes and children in productions
Concerning children the Child Safeguarding laws must be followed so parents are asked for a child’s; age, name, address, parents’ names, phone numbers, school attended, emergency contact number, relevant medical information. This information is held by the Nomes Tutors, Child Safeguarding Person and used by chaperones during the run of a show. The show director and stage manager may also need access as they have Health and Safety responsibilities.
Security
We have put in place reasonable security measures to protect against unauthorized access, damage to, disclosure or loss of personal data. Your details are encrypted on the TicketSource servers, which are stored in a secure location in the UK. Credit card numbers are not stored beyond the ticket buying process. Mailchimp is the means by which the Nomads send patrons information about events and forthcoming shows in a consistent email format. The list of subscribers comes from Ticketsource and is made up of email addresses. A subscriber can unsubscribe directly from the email they receive or by contacting the Nomads. The Nomads’ own list is only accessible to a very small number of people who have the password and username. If a data breach does occur those affected will be informed as soon as possible and the ICO will be informed.
Timescale
The Membership Secretary will hold details of lapsed members for as long as seems reasonable so they can be contacted about shows or other activities. The Box Office Manager will set up Ticketsource so that a customer’s details are deleted once they have not booked for 5 years.
Members and patrons have the right to request a copy of all the personal information held about them in a Subject Access Request. We will take all reasonable steps to confirm their identity. They are also asked to let us know when their details change. When asked to we will remove personal information from our records at any time.
To contact the Nomads
Leave a message for the Secretary via the office 01483 284717, leave a message for the box office team 01483 284747
Email [email protected]
Ticketsource
To read Ticketsource’s privacy policy go to www.ticketsource.co.uk and scroll down to Terms and Conditions