Privacy Policy

Privacy Policy

Colchester Arts Centre

Last update 16.05.2018

Purpose of policy

We are committed to protecting your personal information and

being transparent about what information we hold about you.

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.

The purpose of this policy is to give you a clear explanation about

how we [and all of our subsidiaries] collect and use the information

we collect from you directly and from third parties.

We use your information in accordance with all applicable laws

concerning the protection of personal information. This policy



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 for and your rights to be able to access it.

If you have any queries about this policy, please contact the Data

Protection Officer Stafford Glover on 01206 50000 or email:

Who we are

Colchester Arts Centre is a charity and is funded by Arts Council

England and Colchester Borough Council, plus various trusts,

foundations and individual donors and supporters. Our registered

charity number in England and Wales is 288652 and we are also

registered as a company in England and Wales under registration

number 1782715.

Information Collection

We collect various types of information and in a number of ways:

Information you give us

For example when you register on our website, buy tickets or

make a donation, we’ll store personal information you give us such

as your name, email address, postal address, telephone number

and card details. We will also store a record of your purchases and


Information about your interactions with us

For example, when you visit our website, we collect information

about how you interact with our content and ads. When we send

you a mailing we store a record of this, and in the case of emails

we keep a record of which ones you have opened and which links

you have clicked on.

Information from third parties

We occasionally receive information about you from third parties.

For example, we may use third party research companies to

provide general information about you, compiled using publicly

available data.

Sensitive personal data

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.

Legal basis

There are three bases under which we may process your data:

Contract purposes

When you make a purchase from us or make a donation to us, you

are entering into a contract with us. In order 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


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.

With your explicit consent

For any situations where the two bases above are not appropriate,

we will instead ask for your explicit consent before using your

personal information in that specific situation.

Marketing communications

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. In the case of postal mailings,

you may object to receiving these at any time using the contact

details at the end of this policy. In the case of email, we will give

you an opportunity to opt out of receiving them 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).

Other processing activities

In addition to marketing communications, we also process

personal information in the following ways that are within our

legitimate organisational interests:

We may analyse data we hold about you to ensure that the content

and timing of communications that we send you are as relevant to

you as possible.

We may analyse data we hold about you in order to identify and

prevent fraud.

In order to improve our website we may analyse information about

how you use it and the content and ads that you interact with.

We may use profiling techniques or third party wealth screening

and insight companies to provide us with information about you

that will help us to communicate in a relevant way with you, in

particular when we are approaching you about potential

philanthropic support. Such information is compiled using publicly

available data about you.

In all of the above cases we will always keep your rights and

interests at the forefront to ensure they are not overridden by your

own interests or fundamental rights and freedoms. You have the

right to object to any of this processing at any time. If you wish to

do this, please use the contact details at the end of this policy.

Please bear in mind that if you object this may affect our ability to

carry out tasks above that are for your benefit.

Third parties

There are certain circumstances under which we may disclose

your personal information to third parties. These are as follows:

To our own service providers who process data on our behalf and

on our instructions (for example our ticketing system software

provider). In these cases we require that these third parties comply

strictly with our instructions and with data protection laws, for

example around security of personal data.

Where we are under a duty to disclose your personal information

in order to comply with any legal obligation (for example to

government bodies and law enforcement agencies).

To specific named visiting companies whose performances you

have attended. In these cases we will always ask for your explicit

consent before doing so.


Cookies are small text files that are automatically placed onto your

device by some websites that you visit. They are widely used to

allow a website to function (for example to keep track of your

basket) as well to provide website operators with information on

how the site is being used.

We use cookies to keep track of your basket as well as to identify

how the website is being used and what improvements we can


More information on cookies here:

Your debit and credit card information

If you use your credit or debit card to purchase from us or to make

a donation, 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 are able to see

your full card number. We never store your 3 or 4 digit security


Maintaining your personal information

We store your personal information indefinitely such that for any

subsequent purchases you make we are able to link them back to

a single unique record that we hold for you on our system.

If there are aspects of your record that are inaccurate or that you

would like to remove, you can usually do this by logging in to your

account through our website. Alternatively please use the contact

details at the end of this policy.

Any objections you make to any processing of your data will be

stored against your record on our system so that we can comply

with your requests.

Security of your personal information

We will put in place appropriate safeguards (both in terms of our

procedures and the technology we use) to keep your personal

information as secure as possible. We will ensure that any third

parties we use for processing your personal information do the



Your rights to your personal information

You have a right to request a copy of the personal information that

we hold about you and to have any inaccuracies in this data

corrected. Please use the contact details at the end of this policy if

you would like to exercise this right.


Contact details and further information

Please get in touch with us if you have any questions about any

aspect of this privacy policy, and in particular if you would like to

object to any processing of your personal information that we carry

out for our legitimate organisational interests.

Colchester Arts Centre

Church Street, Colchester, Essex CO1 1NF