Privacy Policy

Stage One Youth Theatre

Website Privacy Policy

JUNE 2023

1. Introduction

Stage One Youth Theatre is committed to protecting your personal data. It is necessary for us to collect, store and process some personal data about our members, customers, suppliers, and other third parties who we engage with to provide services for us or with whom we do business. This Privacy Policy gives you information on when and why we collect your personal data, how we use it and how we keep it secure.

With the introduction of the General Data Protection Regulation (GDPR), the way personal data is kept and used by businesses has come under much greater scrutiny. This Privacy Policy sets out how we comply with our legal obligations when processing personal data and enables individuals about whom we hold data to have confidence in us. It is important that you read this Privacy Policy. This Privacy Policy may be amended at any time so please check back to this page from time to time.

2. Contact Information

Stage One Youth Theatre is a registered Charity - 1202098 

If you have any questions regarding how we use your personal data, please
contact us at:

Address: 79 Lonsdale Avenue, Cosham, Portsmouth PO6 2PU
website: stageoneyouththeatre.co.uk

3. How we collect your personal data

Generally, we collect your information when you decide to interact with us. This
could include you sending us your details online, over the phone, on a form or in person.

We collect information in a number of ways:

· When you use our website, or to request more information about what we do.

· When you contact us by phone or email to enrol. 

· When you enrol yourself or your child you are required to fill out a paper
form with enrolment information on it.

· You may provide us with information to be used in connection with a show
or performance.

· If you are a member of staff, we will be required to obtain various information, including DBS disclosure, to be able to enter into a contract with you

The type of personal data we collect:

We only collect the information that’s necessary to carry out our business, provide the service you’ve requested and/or to keep you informed. There are occasions when you can choose not to give us certain information, but this may limit the level of personalisation we can offer e.g. – for example, you may not get to hear about an event or sessions.

In some circumstances we will request your consent to use certain information for specified purposes. In such circumstances you will have the free choice to give, refuse or withdraw consent. In the case of personal data relating to a child under the age of 16, we will require the consent of a parent or legal guardian.

Individuals aged 16 or over may give, refuse or withdraw consent (whether the consent was originally given by themselves or on their behalf) themselves.

The type of information we collect depends on where and when it is gathered:

Information we obtain directly from you:

When you contact us to enquire about a service, to enrol, become a member of staff, attend an event, by post, phone, email or website we need to collect information from you in order to provide the service you are requesting.

We may collect:

· Your name

· Your child’s name

· Your email address

· Your child’s date of birth

· Contact phone number(s)

· Your child’s medical information

· Address(es)

· Your child’s school

Information available publicly:

We may include information already published in articles/ or newspapers or on freely accessible social media platforms.

Why we collect your personal data and how we use it

The information we hold on you will be used to provide a service you have requested and inform you of events or updates. We will contact you if we need to obtain or provide additional information.

Specifically, we use your information we collect in the following ways:

Members / Participants – To carry out our business and to provide a service or fulfil a contract with you:

· To fulfil enrolment registration and information requests

· Medical details are obtained to enable us to fully support you or your child’s welfare in setting.

· Provide the best possible customer services and to help us with internal administration.

· Contact you with important information relating to your registration, such as confirming your request, reminding you of an upcoming event or letting you know about changes to the service.

· To pass on to relevant information to third parties regarding performances (please see more details below)

Mailing List – Where we have your consent:

· Send you updates via email about upcoming events and opportunities that we think may be of interest to you.

Where we have justifiable reason (including legal obligation and legitimate interest):

· Help us target our marketing communications and adverts so that they’re more relevant to you.

·  Use anonymous collective data, such as postcodes, to help us with grant applications.

· Use your pseudonymised details to show you advertising on such Social Media platforms as Facebook and Instagram or through other third-party advertising that may appear on other websites you use

· Measure and understand how our audiences respond to a variety of marketing activity so we can ensure our activity is well targeted, relevant, and effective.

· Undertake user research: we may contact you to ask you to participate in user research either via an online or telephone survey or in person. You are under no obligation to participate in research and, should you provide any further information, we will inform you how any further information will be used.

· Analyse and continually improve the services we offer including our website and our other products.

4. How we process your personal data

We will never share, sell, rent or trade your personal information to any third parties for marketing purposes without your prior consent.

We may share your details with:

· Service providers who work on behalf of Stage One Youth Theatre for any contract we enter into with them or you.

· Staff Members (who are given emergency contacts for all the students in case of a problem).

· Payment processing.

· Printers.

· Website hosting or email delivery service. 

· Cloud services (we use Dropbox and to share information between trustees of the charity and for our members and Staff.)

· To grant giving bodies, who sometimes require collective data, such as how many students live in a certain town, or of a certain age. No names are ever provided, unless you have given prior consent to be a case study, in which case we will contact you in advance with specific details and requests.

· Local Authority or County Council in which a child lives when required for the purposes of child performance licensing; details include full name, address, date of birth, medical conditions, headshot photograph, copy of birth certificate and their school. 

· Appropriate authorities (e.g. police, law enforcement agencies, safeguarding agencies) where we have a legal obligation to do so, such as:
– If a young person under 18 reports or alleges abuse
– If a Staff Member has reasonable cause to believe a young person is
suffering or likely to suffer significant harm
– If the life of the young person or another is at risk
– If information is revealed about criminal activity
– If a young person could cause harm to themselves or others

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.

5. Keeping your personal data secure

Stage One Youth Theatre is committed to protecting the personal information you entrust to us. We adopt appropriate technologies and policies, so the information we have about you is protected from unauthorised access and improper use.

We will keep your information only for as long as is reasonably necessary for the purposes set out in this Privacy Policy and to fulfil our legal obligations. We will not keep more information than we need. The retention period will vary according to the purpose.
For example:

· Completed enrolment forms where someone is no longer attending (12 months)

· Enquiries (24 months)

· CV’s (18 months)

· Enrolment forms where someone is still attending will be kept as long as they are a participant. 

· Child Performance Licence personal data where someone is still attending will be kept as long as they are a participant.

For further information about how long we will keep any particular piece of information, please contact us using the contact details outlined in this Privacy Policy.

All employees and representatives of Stage One Youth Theatre must only access and use data that is relevant to and necessary to the performance of their job function. The destruction of all material containing personal details will be carefully completed when the data is no longer needed.

Stage One Youth Theatre trustees will ensure they provide relevant GDPR training to all staff.

All employees/volunteers are responsible for ensuring that:

· They are familiar with this policy and relevant documents and adhere to data protection principles.

· Any personal data which they hold is kept securely.

· Personal and sensitive information is not disclosed either orally or in writing or otherwise to any unauthorised third party unless there are safeguarding or legal reasons for this to be done.

· Customer information may only be accessed for business purposes and not for personal use.

6. 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.

If you would like to see what information we hold, you can request full details under The General Data Protection Regulation. Please email a description of the information you would like to see, together with proof of your identity to stageonechair@gmail.com

At any time, you have the right to ask Stage One Youth Theatre to amend or stop how it uses your personal information including for marketing purposes. You can do this by phoning, emailing or writing using our contact details above. If you ask us to stop sending direct marketing communications to you, we will keep the minimum amount of information (e.g. name, address or email address) to ensure we adhere with such requests.

When dealing with a request from a child relating to any of the above rights, we will need to make a decision on whether the information should be provided to them or to their parents/legal guardian and will be guided by the individual’s age at the time of request and their level of understanding about what they are requesting and why. For these purposes, we take the view that most children will reach this level of understanding at around age 16.

You have the right to lodge a complaint with the supervisory authority, The
Information Commissioner’s Office – www.ico.org.uk 

By email: Please complete the form at https://ico.org.uk/global/contactus/email/
By phone: 0303 123 1113
By post: Information Commissioner’s Office, Wycliffe House, Water Lane,
Wilmslow, Cheshire. SK9 5AF

Stage One Youth Theatre

Cookie Policy

JUNE 2023

Effective date: 7th June 2023

This Cookie Policy explains how cookies and similar tracking technologies are used on the Stage One Youth Theatre website (referred to as the "Website"). This policy is intended to inform visitors and users ("you" or "your") about the types of cookies used, the purposes for which they are used, and how you can control or manage them.

What are Cookies?

Cookies are small text files that are placed on your device (computer, smartphone, or tablet) when you visit a website. They are widely used to enhance the user experience, personalize content, and gather website usage information.

Types of Cookies Used

Necessary Cookies: These cookies are essential for the proper functioning of the Website and enable basic features such as page navigation, access to secure areas, and authentication. These cookies do not collect any personally identifiable information.

Performance and Analytics Cookies: We use Google Analytics, a web analytics service provided by Google LLC ("Google"), to collect information about how visitors use our website. These cookies help us analyse website traffic, identify popular pages, and understand how visitors interact with the Website. The information collected by these cookies is aggregated and anonymous. It is used solely for statistical purposes to improve our website’s performance and enhance the user experience. For more information about how Google Analytics collects and processes data, please refer to Google's Privacy Policy.

Managing Cookies

By using the Website, you consent to the use of cookies as described in this Cookie Policy. However, you have the option to manage or disable cookies by adjusting your browser settings. Please note that blocking or deleting cookies may impact your ability to access certain features and functionality of the Website.

Most web browsers allow you to control cookies through their settings preferences. To find out more about cookies, including how to see what cookies have been set and how to manage or delete them, visit www.allaboutcookies.org.

Changes to the Cookie Policy

We reserve the right to update or modify this Cookie Policy from time to time to reflect changes in technology, legal requirements, or our practices. Any updates or changes will be posted on this page with a revised effective date. We encourage you to review this Cookie Policy periodically to stay informed about how we use cookies.

Contact Us

If you have any questions or concerns about this Cookie Policy or our use of cookies on the Website, please contact us using our ‘Contact Us’ Page of this website.

By continuing to use the Stage One Youth Theatre’s Website, you acknowledge that you have read and understood this, Cookie Policy.