Purpose of this policy

Wiltshire Creative is committed to protecting the privacy and security of our patrons, visitors, and website users. This privacy policy outlines how we collect, use, store, and protect your personal information. By engaging with our services, attending our events, or using our website, you agree to the terms outlined in this policy.

Using personal information allows us to develop a better understanding of our patrons and in turn to provide you with relevant and timely information about the work that we do - both on and off stage. As a charity, it also helps us to engage with potential donors and supporters.

We use your information in accordance with all applicable laws concerning the protection of personal information. This policy explains:

• Who we are
• What information we may collect about you
• How we may use that information
• In what situations we may disclose your details to third parties
• Our use of cookies to improve your use of our website
• Information about how we keep your personal information secure, how we maintain it and your rights to be able to access it

If you have any queries about this policy, please contact the Data Protection Officer at Wiltshire Creative (contact details can be found at the end of this policy).

Who we are

Wiltshire Creative is a charity and is funded by Arts Council England, Wiltshire Council and Salisbury City Council, as well as various trusts, foundations and individual donors and supporters. Our registered charity number in England and Wales is 249169 and we are also registered as a company in England and Wales under registration number 499076

Wiltshire Creative launched in February 2018, bringing together Salisbury Arts Centre, Salisbury International Arts Festival and Salisbury Playhouse.

Information we collect

We may collect and process the following information:

Personal Identification Information

Name, address, email address, phone number, date of birth, and payment details. 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 about our patrons unless there is a clear reason for doing so. As an example, we may collect health information about youth theatre and other Take Part participants.

Event Attendance and Purchase/Donation Information

Records of your attendance at our events, shows, and other activities. We will also store a record of your purchases and donations.

Website Usage Information

IP address, browser type, pages visited, and time spent on our website.

Communication Preferences

Preferences regarding receiving marketing communications from us. We record open and click through rates on email communication to improve future email communications.

Surveys and Feedback:

Responses to surveys and feedback forms you complete

How We Use Your Information

We use your information to:

Provide Services

Process ticket purchases, manage bookings, and provide event-related information.

Communication

• Send newsletters, updates, and promotional materials (if you have opted-in). We aim to communicate with you about the work that we do in ways that you find relevant, timely and respectful. To do this we use data that we have stored about you, such as what events you have booked for in the past, as well as any preferences you may have told us about.

• We use our legitimate organisational interest as the legal basis for communications by post and email. You may object to receiving postal mailings at any time using the contact details at the end of this policy. In line with our aims of being a more sustainable organisation, we are continually reviewing the number of postal mailings we print and send. We will give you an opportunity to opt out of receiving email during your first purchase with us. If you do not opt out, we will provide you with an option to unsubscribe in every email that we subsequently send you, or you can alternatively use the contact details at the end of this policy.

• We may also contact you about our work by telephone however we will always get explicit consent from you before doing this. Please bear in mind that this does not apply to telephone calls that we may need to make to you related to your purchases (as above). For example, if we need to contact you about a change to a performance.

• We may use profiling techniques or third-party insight companies to provide us with information about you that will help us to communicate in a relevant way with you, when we are approaching you about potential philanthropic support. Such information is compiled using publicly available data about you.

Customer Service

Respond to enquiries, requests and provide support. We may analyse data we hold about you to identify and prevent fraud.

Improvement of Services

Analyse usage to enhance our services, website functionality, and user experience.

Compliance

Comply with legal obligations and protect our legal rights.

There are three legal bases under which we may process your data.

1. Contract purposes - When you make a purchase from us or donate to us, you are entering into a contract with Wiltshire Creative. To perform this contract, we need to process and store your data. For example, we may need to contact you by email or telephone in the case of cancellation of a show, or in the case of problems with your payment.
2. With your explicit consent - For any situations where contract purposes or legitimate interest do not apply, we will instead ask for your explicit consent before using your personal information in that specific situation.
3. Legitimate business interests - In certain situations we collect and process your personal data for purposes that are in our legitimate organisational interests. However, we only do this if there is no overriding prejudice to you by using your personal information in this way. We describe below all situations where we may use this basis for processing

Sharing Your Information

We do not sell your personal information to third parties. However, we may share your information with:

1. Service Providers: Third-party service providers who assist us in operating our business, such as payment processors, IT support, and marketing agencies.

2. Legal Requirements: Authorities if required to comply with legal obligations or protect our rights and safety.

3. Visiting Companies: Specific named visiting companies whose performances you have attended. In these cases, we will always ask for your explicit consent before doing so.

Cookies and Tracking Technologies

Our website uses cookies and similar technologies to enhance user experience, analyse website traffic, and understand user behaviour. You can manage your cookie preferences through your browser settings.

Data Security

We take reasonable measures to protect your personal information from unauthorised access, loss, or misuse. This includes implementing physical, electronic, and procedural safeguards. We will ensure that any third parties we use for processing your personal information do the same.

We will not transfer, process or store your data anywhere that is outside of the European Economic Area.

If you use your credit or debit card to purchase from us or to donate, we will ensure 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 in a way where none of our staff members can see your full card number. We never store your 3 or 4 digit security code.

Your Rights

You have the right to:

Access: Request access to the personal information we hold about you.

Rectification: Request correction of inaccurate or incomplete information.

Erasure: Request deletion of your personal information.

Restriction: Request restriction of processing your personal information.

Objection: Object to the processing of your personal information for direct marketing purposes.

Data Portability: Request the transfer of your data to another organisation.

To exercise these rights, please contact us using the details provided below.

Changes to This Policy

We may update this privacy policy from time to time. Any changes will be posted on this page with an updated effective date.

Contact Us

If you have any questions or concerns about this privacy policy or our data practices, please contact us at:

Data Protection Officer, Wiltshire Creative, c/o Salisbury Playhouse, Malthouse Lane, Salisbury, Wiltshire, SP2 7RA

Email: info@wiltshirecreative.co.uk

Telephone: 01722 320117

Complaints

If you are not satisfied with our response to your privacy-related query, you have the right to lodge a complaint with the Information Commissioner's Office (ICO).

Updated July 2024