OUR DATA PROMISE
WHO WE ARE
Out There Arts
The SeaChange Trust (Out There Arts) is a registered charity, number 1063853. We are also a company limited by guarantee, number 3370914. We are an Arts Council England National Portfolio Organisation and run the Out There International Festival of Circus & Street Arts, an event and class programme at our venue, the Drill House and a number of arts-based projects across Norfolk and the UK.
We receive funding from Great Yarmouth Borough Council, Arts Council England, Norfolk County Council and a number of trusts and foundations to deliver our work. We aim to be clear when we collect your data and not do anything you wouldn’t reasonably expect with it. Developing a better understanding of our audiences and supporters through their personal data allows us to make better decisions about shows and programming, fundraise more efficiently and report to our funders more effectively. This all supports our ambition of establishing Out There Arts as the country’s leading circus and street arts organisation.
WHAT INFORMATION DO WE COLLECT ABOUT YOU?
Information you give us: You give us your information when you buy a ticket by phone or online via our website; by signing up for one of our other events, classses or workshops; by taking part in a survey from us; by making a donation; by applying for a job with us. We also keep your details when you sign up to receive emails from us. If you have booked a concessionary ticket, this will be noted in your customer record along with your needs whilst in our venue.
Information about your interactions with us: For example with emails we send you, we may track whether you receive or open them so we can make sure we are sending you the most relevant information. We may then track any subsequent actions online, such as buying a ticket.
Information from third parties: Occasionally we may use a third party ticket agency and we may hold information if you agreed for that party to share your details with us.
The information we hold about you may include:
- Your name
- Postal address
- Telephone number
- Email address
- Ticketing history
- Billing address information
- Donation history and Gift Aid declaration
- Your preferences for how we communicate with you about our activities
- Information that is available publicly
- CCTV Footage
- Film and photography if you are at our events, classes or workshops
- Records of enquiries or complaints
- Records of event attendance
- Dietary Requirements for event catering
- If you are under 18, the name of your parent or guardian
- Your personal opinions on events and exhibitions
- Where necessary we record health or disability information to ensure the accessibility of our services
- We maintain a record of your transaction history, but we never store your payment card number
We do not usually ask you to provide sensitive information, but may occasionally need to do so, for example, age and health if booking for certain workshops or classes. We are committed to safeguarding children, young people and vulnerable adults and do all we can to ensure that all who work with us are safe and inspired by their experience. For the details of children under 16, we will ask for the consent of a parent/guardian/teacher to provide such information. We will always require the carer’s signature on similar documentation relating to vulnerable adults. As with all the personal information we hold, sensitive information is held securely and restricted to those who need to use it. We will delete information when we no longer need it.
During the course of events, classes and workshops we may take photographs and video to document these for use on our digital platforms, printed materials and other promotional activity. This includes, but is not limited to, our website, social media channels, leaflets, posters and media releases. We will also share these images with relevant partners and artists relating to an event or activity to use for the same purposes. We will put up signage at events to notify audiences if this is taking place.
If we are taking close-up images at events we will endeavour to ask for an individual’s permission. If you are aged 16 or over we will ask for your verbal consent, for anyone under 16 we will ask for written permission from a parent or guardian.
HOW DO WE USE YOUR DATA?
This information, alongside your purchase and/or donation history, is used to select and inform you of other relevant events or activities we think may be of interest to you, as well as opportunities to support our work as a charity.
We use your data to:
- Provide you with show tickets or respond to information you have asked for
- Contact you if there are any important changes to your booking
- Administer your ticket sales and donations
- Keep a record of your relationship with us
- Ensure we know how you prefer to be contacted
- Occasionally undertake audience research to help us understand how we can improve what we do
- Tell you about changes in our services or new services, events information, and opportunities to support our work
- Create a profile or your interests and preferences so that we can contact you with information most relevant to you
If you do not want to receive information by post or email about events, offers, our fundraising activities or customer research, you have the option to change any of your contact preferences at any time by contacting us via the contact details at the end of this policy. We may combine information you provide to us with anonymised information available from external sources (e.g. Census data) in order to gain a better understanding of our audiences and visitors. We use profiling and segmentation to ensure communications are relevant and timely, and to provide an improved experience to our customers and supporters. When building a profile we may analyse geographic, demographic and other information relating to you in order to better understand your interests and preferences in order to contact you with the most relevant communications.
For fundraising purposes, we may also make use of additional publicly-available information about you (for example from LinkedIn, Companies House, Charity Commission). For data related to a booking, we will keep your data for three years – after that time, if you have not made another booking, we will anonymise the data and keep it only for statistical and analytical purposes. If you have made a donation and a Gift Aid declaration, we are obliged to keep the declaration and the details of the person who made it, for six years. For data supplied as part of a job application to us, we will keep your details for twelve months from date of appointment of successful candidate, then delete it.
We will not share any of your personal details with any other third parties without your agreement, unless required in order to fulfil our contract with you, or allowed by law (for instance, if a safeguarding issue arises). In general, the third-party providers used by us to fulfil our contract with you will only collect, use and disclose your information to the extent necessary to allow them to perform the services they provide to us. These providers include our Ticketing System provider, checkfront.com and email distribution service, mailchimp.com. We have agreements in place with each to ensure that your data is secure at all times, and cannot be accessed or used for any other purpose. We may share some information, such as full postcodes and ticket types, with other organisations, particularly The Audience Agency, who use this to analyse ticket sales and attendance for national and regional research into patterns of arts attendance in England (for instance, comparison of sales trends over time and geographical comparisons). This assists with reporting to stakeholders and strategic planning, helping us to make better business decisions. Your personal data is never sold on to any other agencies or companies.
Our website may contain links to and from the websites of other organisations. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to these websites.
GIVING YOU CONTROL
If you opt in to hearing from us, we will tell you about events, classes, activities and projects, plus opportunities to support us. Occasionally, we may include information in these communications from partner organisations or organisations who support us (for example other local arts organisations, companies that perform here, or business sponsors). You can opt out from these communications at any time – every email sent to you, will tell you how to do this. If you have opted out of marketing or fundraising communications, we may still get in touch with you regarding your booking. For example we may email you to give you important information about the show you’ve booked for with any changes that affect you (like a performance being cancelled).
HOW WE KEEP YOUR INFORMATION SAFE
Your personal data will be held and processed on Out There Arts’ systems. Where possible we aim to keep a single record for each customer. Your data is always held securely. Access to customer information is strictly controlled. We may need to disclose your details if required to the police, regulatory bodies or legal advisors.
CHANGES TO THIS POLICY
You have the following rights related to your personal data:
- The right to request a copy of personal information held about you (which we will provide within one month of the date of request, free of charge, unless the request is repetitive, unfounded or excessive)
- The right to request that inaccuracies be corrected
- The right to request us to stop processing your personal data
- The right to lodge a complaint with the Information Commissioner’s Office (by calling 0303 123 1113, or emailing firstname.lastname@example.org) or Fundraising Regulator (by calling 0300 999 3407, or emailing email@example.com).
Please contact us if you have any questions about this policy, or wish to be removed from any communications or data processing activities:
You can update your communication preferences by calling 01493 745458 or emailing firstname.lastname@example.org
Alternatively you can write to us at: Marketing and Communications Dept. Out There Arts, the Drill House, York Road, Great Yarmouth, NR30 2LZ.