Introduction

This document sets out how Hitchin Thespians will collect, process, store and manage your personal data in compliance with GDPR. For the purposes of GDPR, the Data Controller is Hitchin Thespians Committee.

Personal Data We Collect

We collect and store personal data from our members and our audiences.

We may collect the following information:

• Name
• Contact information including email address, home address and telephone number
• Demographic information such as postcode and contact preferences
• Bank details to process regular payments for subscriptions
• Ticket booking information

We are committed to ensuring that the information we hold is secure.

To prevent unauthorised access or disclosure, we have in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect. The majority of the data we collect is safely stored electronically but there is a need for us to have paper versions of some data. The processes we have keep this to a minimum and ensure that paper records are stored securely or destroyed.

Membership information relating to Young Thespians is held by the Young Thespians Co-ordinator.

Financial information may be held by the Treasurer in relation to membership fees or production fees paid online; recipients of payment by the Society.

Paper copies of documents containing personal data will be kept securely by the person in charge of the production, and will be securely destroyed at the end of that production.

Financial records held by the Society will be held for 8 years, in compliance with HMRC guidelines. Records pertaining to membership will be retained for 2 years after membership lapses and will then be destroyed. Members have the right to ask for this information to be deleted as soon as the membership lapses. Please contact the Membership Manager in this instance.

Some records may be retained indefinitely, where the information is put into our Archive. These records relate to items deemed to have historic interest (for example, a copy of every programme for every concert or show; minutes from meetings; documents relating to the Society’s activities).

Further information on retaining personal data for archives is available here: https://www.nationalarchives.gov.uk/documents/information-management/guide-to-archiving-personal-data.pdf

What We Use The Data For

The personal data that we hold will be used for managing membership of the Society, including receiving emails for current and upcoming productions; reminders about fees due; copies of newsletters from the Society; social and fundraising events on behalf of the Society, and any other activities related to the Society.

Personal data relating to non-members (for example, a mailing list for audiences) may be used in relation to booking information and queries; for advertising forthcoming productions; to advertise fundraising activity and to provide updates to Hitchin Thespian events.

We will never share data with third parties, other than where the law requires us to do so.

Website Cookie Policy

– see separate cookie policy.

Controlling Personal Information

Members and non-members may choose to change the personal information provided to us by contacting us in one of the following ways:

Write to us: Hitchin Thespians, Woodside Hall, Walsworth Road, Hitchin, SG4 9SP

Or email us: secretary@hitchinthespians.org.uk

We will not sell, distribute or lease personal information to third parties.

Details of personal information held by Hitchin Thespians may be requested by the Data Subject (the person identified by the information) at any time. This may be done by writing to us: Hitchin Thespians, Woodside Hall, Walsworth Road, Hitchin, SG4 9SP. An administrative fee of £10 will be charged to process such a request.

January 2023