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By post: Data Protection Team, Tramshed, 51-53 Woolwich New Road, London SE18 6ES
By email: [email protected]
By phone: +44 (0) 208 854 1316
When you engage with us as a participant, audience member or donor, we collect your information. This could be when you purchase a place on our arts based programmes such as youth theatre, tickets or make a donation, sign up to our mailing list, on our website. These interactions may occur online, in person or over the phone.
We may also collect information from publicly available sources as part of our fundraising practice. This may include obtaining information from individuals working on our behalf such as our board of trustees.
A detailed listing of how we collect data is as follows:
We may collect some personal data (name, address, phone number, booking details) when give us booking details for customer support through social media. We also collect and track anonymised data on our social media audiences to better understand the ‘groups’ of people who engage with us online. We use this to ensure we engage with audiences and groups of people who are new to us.
We will always put up notices when filming or taking photographs and give individuals the option to not be captured.
Depending on your settings or the privacy policies for social media services like Facebook, Instagram or Twitter, you may give us permission to access information from those accounts or services, such as your behaviour on these services and across our site. The majority of this behaviour is anonymised. For more information on how to control your privacy settings for these services, go to the following links:
Information Available Publicly
We may collect information such as job history, trusteeship, political preferences, locality and philanthropic activities from places such as Companies House, Google, 192.com, and information that has been published in articles / newspapers.
We only collect information that’s necessary to carry out our business or to deliver our charitable objectives. The more ways you engage with us as an organisation, the more data we will require in order to provide the necessary services required. There are occasions where you can choose to not provide us with the information we require, but this will then impact the service we are able to provide.
The information we may collect from you is as follows
Some of the above fields will also be requested if completing information on behalf of a child, young person or vulnerable adult participating in our programmes or activities.
This is not an exhaustive list and we may retain different types of information for different individuals based on the service we are providing. For information on how long we retain your data for, refer to the ‘how we protect data’ section of this policy.
We also keep a record of your interactions with us in our database run on the Salesforce cloud based platform (https://www.salesforce.com/uk/company/privacy/full_privacy/). This includes what shows you have purchased tickets to, any classes or projects you may have participated in or supported and whether you have received, opened or clicked through any emails we may have sent.
We may also collect an automatically populated IP address when you use our website or email service. This public IP address is a unique number which allows a computer, group of computers or other internet connected device to browse the internet. The log file records the time and date of your visit, the pages that were requested, the referring website (if provided) and your internet browser version. This information is collected to help diagnose and manage the website, to audit the geographical make-up of users, and to establish how they have arrived at the website.
The main way we use your information is to provide the services you’ve requested. We also use your information to help us better understand our audience’s needs and to inform you about Tramshed news. We will only contact you electronically about non-contractually related information when we have your consent to do so.
In more detail, we collect your information:
To carry out our business and to provide a service or carry out a contract with you:
Where we have your consent to:
Where we have a legal obligation to:
Where we have legitimate interest to:
We also collect information in order to better inform our teams about prospective donors, to fulfill our fundraising goals as a charity. This is to ensure we are providing appropriate opportunities for people to support our work, should this form of engagement be of interest.
We are a registered charity and we rely on charitable support to maintain our work as [a world leading home for innovative theatre artists, and to create opportunities for audiences of all ages and backgrounds to experience live performance of the highest quality.]
We are committed to fundraising best practice and abide by the Fundraising Regulator’s key principles and behaviours of a fundraising organisation: to be legal, open, honest and respectful. We undertake to comply with relevant law and regulations, including the Proceeds of Crime Act, Data Protection, Tax and Gift Aid legislation and Charity Commission guidance.
The need for voluntary donations to deliver our work increases year on year. We aim to better understand both our audience’s engagement with Tramshed to ascertain any potential interest in supporting us further, and to identify potential future audiences and prospect individual, corporate and trust and foundation supporters through specific research.
We will do this in a number of ways:
We will seek additional information from a small number of our audience, including Tramshed booking patterns, individual connections, business network information and publicly available information relating to: residential location, wealth and assets, family (not including information about children unless given personally or made public by the individual concerned), career, donations to other organisations (including political parties where they are made public by the individual), hobbies and interests to create a profile of their interests and preferences.
This helps us understand the background and interests of the people who are currently engaging with our work and may subsequently choose to support us, enabling us to make appropriate invitations and requests for donations to those who may be able and willing to give.
We will ask all individual donors for their consent for us to email them specific fundraising email communications, or email them invitations as per the benefits of their engagement with us. We will always endeavour to tell them about the aspects of our work that we think are most relevant to their interests, including ways to support our artistic program, our artist training programs and the work in our community.
If you wish to receive fundraising communications via email, we encourage you to sign up to our mailing list and update your opt in preferences. You can also do this by telling our us over the phone or in person. We respect anyone’s right to withdraw their consent from this form of electronic communication and once informed of a preference change, we will cease this form of contact.
We will use research from a number of different publicly available sources to identify potential supporters and their interests in addition to those of our current supporters, aiding us in our fundraising activities. This may include newspaper websites and archives, housing market websites and the electoral roll as well as official websites of companies, charities and other arts organisations. In addition to this research we also make use of company, director and shareholder information from publicly available, officially registered information providers, such trustfundraising.org, LinkedIn and 192.com.
If we have identified a specific company or trust and foundation through this research that we believe may be interested in supporting our work, we may contact the people specifically connected to these bodies via publicly available contact information, such as a relevant work email address. If we identify an individual, we may contact them via phone or by post. As a charity, we believe that this in the legitimate interest of our fundraising needs. We will always ensure we conduct an appropriate legitimate interest assessment to ensure that we are not infringing on your rights.
The Senior Management Team monitors potential donations and corporate partnerships for compliance and risk, and refers to its Ethical and Fundraising Policy. Final decisions may be escalated to the Board of Trustees. It is our Board’s responsibility to act in the best long-term interest of Tramshed and to act prudently when deciding to accept or refuse voluntary contributions. The Board will refuse a gift if it can reasonably conclude that its acceptance would be more likely to be detrimental to the organisation than its refusal.
Tramshed will never share, sell, rent or trade your personal information to any third parties for marketing purposes without your prior consent. We will ask for your consent before we share personal information with organisations we have co-produced work with that you may have seen in our theatre or in collaboration with Tramshed at another venue. These requests will be specific to the individual organisation so that your consent decision is informed.
We use a number of data processors in order to help us provide the services you request. These organisations are obligated to act on our instruction in relation to their use of your personal data and do not have any control over your data in their own right. We make sure anyone who provides a service for Tramshed enters into an agreement with us and meets our standards for data security. They will not use your data for anything other than the clearly defined purpose relating to the service that they are providing.
Examples of what data we may share and/or who we may share it with are as follows: +
Tramshed is not responsible for the privacy notices and practices of other websites even if accessed using links from www.tramshed.org and recommends that you check the policy of each website you visit and contact its owner or the Data team if you have any concerns or questions.
Despite all our precautions, no data transmission over the internet is 100% secure. So, we cannot guarantee the security of any information which you disclose to us and so wish to draw your attention to the fact that you do so at your own risk.
Tramshed is committed to protecting the personal information you entrust to us. We adopt robust and appropriate technologies and policies, so that, to the best of our ability, the information we have about you is protected from unauthorised access and improper use.
More info on protecting your data:
We will keep your information only for as long as is reasonably necessary for the purposes set out in this privacy notice and to fulfil our legal obligations. We will not keep more information than we need. The retention period will vary according to the purpose. If purchasing a ticket only, we will typically keep your data for up to ten years from the date of your last point of engagement whereas if you have become a supporter of the Tramshed, we will hold your details indefinitely. Web Developer Raising IT hold all data for 7 years unless requested otherwise by clients. For further information about how long we will keep your information, please contact Data Protection at [email protected].
If you ask us to stop sending direct marketing communications to you, we will retain the information required (e.g. name, address or email address) to ensure we adhere with such requests.
What are your rights?
You should find it easy to access and amend the personal information that we hold on you, or request that we stop contacting you. It’s your data and we want to make sure you feel in control of it.
More info on your rights:
You can contact us by phoning, emailing, or writing using our contact details below.
Every email we send to you will include details on how to change your communications preferences or unsubscribe from future communications.
You can request full details of personal information we hold about you under the Data Protection Act 1998, or after 25 May 2018, The General Data Protection Regulation, by contacting Data Protection. Please send a description of the information you would like to see, together with proof of your identity to [email protected]
At any time you have the right to ask Tramshed to amend or to stop how it uses your personal information including for marketing purposes. You can do this by contacting us by phoning, emailing or writing using our contact details below. You have the right to get information held about you by us corrected. If you have any concern about the accuracy of your personal data, please let us know using the below contact details. If you would like us to remove the personal information we hold about you, please contact us using the below contact details.
By phone: +44 (0)208 854 1316
By post: Tramshed, 51-53 Woolwich New Road, London, SE18 6ES
You have the right to lodge a complaint with the supervisory authority, The Information Commissioner’s Office – www.ico.org.uk
More info on your rights: +
Further information on data protection regulations and laws can be found here:
Fundraising regulator: www.fundraisingregulator.org.uk/code-of-fundraising-practice/code-of-fundraising-practice