Privacy Notice

Touchwood Theatre Company is an amateur theatre group. We collect and use personal information about our members and applicants so that we can administer membership and safely organise our rehearsals, productions and other activities.

What information we collect

We may collect your name, date of birth, address, contact details, membership and payment information, theatre interests and experience, emergency contact details and, for Junior Members, parent or guardian details.

We may also collect relevant information about medical conditions, allergies or additional support needs where you choose to provide this to us.

How we use your information

We may use your information to:

• process and administer membership;
• contact you about Touchwood activities;
• organise rehearsals, productions and events;
• collect and record membership payments;
• help us respond appropriately in an emergency and support the safe participation of our members; and
• maintain appropriate records of current and former membership.

We generally process personal information where it is necessary for the legitimate interests of running and administering Touchwood Theatre Company.

Where we collect sensitive information, such as health information, we only use it where necessary for the purposes for which it was provided and in accordance with applicable data-protection law.

Photos and publicity

Where you have given permission, we may use photographs or short video clips of you on our website, social media and other promotional material.

You can withdraw this permission at any time by contacting us. This will not affect use made before your permission was withdrawn, but we will stop using your image for publicity and remove existing material where appropriate and reasonably practicable.

Our staged performances may also be filmed for archival purposes and to make recordings available to cast members and their families. Participation in a production may therefore involve appearing in a recording of that performance.

How we store and share information

Our records are stored securely and access is limited to committee members or others who reasonably require the information for an appropriate Touchwood purpose.

We do not sell personal information. We will only share it outside Touchwood where necessary and appropriate, where you have authorised us to do so, or where we are required to do so by law.

How long we keep information

We keep personal information only for as long as we reasonably need it.

We may retain a limited record of former membership so that we can maintain an accurate membership history and identify returning members. Information that is no longer reasonably required, particularly outdated medical, emergency or contact information, will be removed.

Your rights

Under UK data-protection law, you have rights relating to your personal information, including asking us for a copy of information we hold about you and asking us to correct or, where applicable, delete it.

Where we rely on your consent, you can withdraw that consent at any time.

If you have any questions about your information or would like to exercise your rights, please contact:

Touchwood Theatre Company
Email: info@touchwoodtheatre.co.uk

You also have the right to raise a concern with the Information Commissioner's Office (ICO).