We are committed to protecting your personal information and being transparent about what details we hold about you and how we use them.
Information is used in accordance with all applicable laws concerning the protection of personal data and this policy is regularly updated. Any changes we may make to our privacy policy in the future will be posted on this page and, where appropriate, notified to you by email.
The last update to this policy was 26 October 2021.
This policy explains:
Who we are
What information we collect
How and why we use the information
Where we store your personal information
Who else can access your data
Your rights to the information we hold
If you have any questions relating to this policy, please email [email protected]
Who we are
Liverpool & Merseyside Theatres Trust (LMTT) is the organization responsible for running the Everyman and Playhouse Theatres.
For the purpose of the General Data Protection Regulation (the “Regulation”) the data controller is LMTT, a company limited by guarantee, registered in England and Wales with company number 03802476 and charity number 1081229 whose registered address is at Everyman Theatre, 5-11 Hope Street, Liverpool, Merseyside L1 9BH.
We also have two subsidiary companies, Liverpool Everyman & Playhouse Trading (LEPT) and Liverpool Everyman & Playhouse Productions (LEPP). Both report into the main LMTT Board.
Our nominated representative for the purpose of the Regulation is our CEO, supported by a Data Protection Committee (DPC) and reporting to LMTT’s Board of Trustees annually.
What information we collect
We may collect and store a variety of data from you, depending on how you use our services:
Ticketing & Fundraising
When you buy tickets or food & drinks, participate in one of our projects, become a regular giver or make a donation to support us, we’ll store the personal information you give us such as your name, email address, postal address, telephone number, encrypted bank and/or card details. We will store a record of your purchases, donations and your Gift Aid status, where applicable and as required by HMRC. We will also keep records of communications sent to you or received from you.
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). You can find more information about this standard here https://www.pcisecuritystandards.org/.
Website & social media
We record the way you use our website and social media channels, using this data to learn, for example, how many people visit our pages, and what they are trying to find. User traffic is also aggregated to help us improve and develop our site for the benefit of all users. To find out more about how this works, please read our Cookie Policy.
Recordings of visitors to our venues
We, or a Service Provider, may carry out photography, film and/or sound recording during, before or after a performance and/or in our venues from time to time. Whilst we take reasonable steps to make sure that visitors are notified of such activities when they enter our venues and are given an opportunity to avoid them, by attending our venues you consent to you and any persons (including any children) who may accompany you, being included in such recordings and such recordings subsequently being used by us for any reasonable commercial purposes, including without limitation, for marketing and promotional purposes. We will not make any payment to you in respect of your inclusion in such photography or recordings.
Since CCTV recording equipment is used in and around our buildings to safeguard our staff, customers, and visitors, images from the CCTV will be held securely held for 30 days and shared with the police if there is a reported incident.
Other Information
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, or may receive recommendations from friends or business colleagues.
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 unless there is a clear reason for doing so. For example, age is used to allocate the right group or activities as part of our Young Everyman Playhouse programme (YEP).
How and why we use the information
There are three legal bases under which we may use your data:
1. Contract Purposes
When you make a purchase or a donation to us, you are entering into a contract. In order to fulfil 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. Legitimate Business Interest
In most 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 using your information.
3. Explicit Consent
For any situations where the above two reasons 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.
From 1 July 2021 we will be using ‘legitimate business interest’ as the legal basis for communicating with our audiences by post and email.
PLEASE NOTE: if you have previously ‘opted out’ of receiving such communications methods, this continues to take precedent.
You can manage how we keep in touch with you at any time by logging into your account and changing your preferences directly or by email to [email protected]
You can click ‘unsubscribe’ from any email we send to you. We will only contact you by telephone if you have given us your explicit consent, unless it relates to the fulfilment of your purchase or donation (as detailed above).
Fundraising
To administer our regular giving and donor records, we use the information you have provided. This can be combined with other publicly available information to better understand the interests, influence and affluence of our supporters and donors, to identify potential supporters and to make appropriate requests for gifts. This may include newspaper websites and archives, housing market websites and the electoral roll as well as official websites of companies, charities and other cultural organisations to collect information about age, place of residence, occupation and professional activities, recreations and interests, professional and personal networks, personal wealth and support of other charities. We may also use information which is publicly available from officially registered information providers, such as:
Charity Commission with information on Charity Trustees Funds Online a database providing information of grant-giving trusts and foundations Companies House with information on company directors and officials
We also analyse data to understand potential interest in supporting us as a charity, and to make you aware of opportunities to make a donation and support the theatre.
You are able to opt in or opt out of receiving fundraising communications separately from consenting to marketing communications and at any time. You can update your preferences at any time when you log into your account or by contacting [email protected]
PLEASE NOTE: this does not apply to emails, postal communications or telephone calls that we may need to make to you related to your donations. For example, if you make a donation we will contact you to express thanks and ask for Gift Aid if applicable.
We are registered with the Fundraising Regulator and follow its Code of Practice.
Data Analysis
We regularly undertake analysis to:
- Ensure that our programme is reaching the widest audience.
- Inform the content, grouping and timing of our communications (including website), so they are as relevant to you as possible.
- Identify and prevent fraud.
- Send invitations to take part in customer research; which is always optional.
- Report to our funders, which may include anonymised sensitive data collected via customer around protected characteristics.
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.
We will cease to use your data for marketing and communications purposes after 7 years of inactivity on your account except in very particular circumstances; for example a specialist event or a particular theatre companies return visit. Your records will be retained as active for up to 10 years for analytical purposes. This is reviewed on an annual basis in line with our financial year (1 April to 31 March).
Recruitment
We retain candidates’ application forms for six months after the job closing date. This is to contact applicants regarding other suitable vacancies and indemnify ourselves from potential claims. You may request this information be removed at any time - see also the paragraph entitled ‘Your Rights to your Data’.
Where we store your personal information
The data that we collect from you may be transferred to, and stored at, a destination outside the European Economic Area (EEA). It may also be processed by staff operating outside the EEA who work for us or for one of our Service Providers. Such staff may be engaged in, among other things, the fulfilment of your order, the processing of your payment details and the provision of support services. By submitting your personal data, you agree to this transfer, storing or processing. We will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this privacy policy.
All information you provide to us is stored on our secure servers or those associated with our Tessitura database (see ‘Who Else Can Access Your Data’ section below). All payment transactions are encrypted and comply to PCI-DSS. Where we have given you (or where you have chosen) a password which enables you to access certain parts of our site, you are responsible for keeping this password confidential. We ask you not to share a password with anyone.
Unfortunately, the internet and the transmission of information via the internet are not fully secure. Although we will use reasonable endeavours to protect your personal data and prevent unauthorised access to it by storing it on a secure server which is password protected and hidden behind a firewall from the outside world, we cannot guarantee the security of your data transmitted to our site; any transmission is at your own risk.
Who Else Can Access Your Data
Service Providers
In order to provide you with our services, we employ other organisations who process your data on our behalf. We call these organisations ‘Service Provider’, and they help us with things like ticketing services, payment processing, website hosting and development, data analysis, research, email distribution and postal mailings. All Service Providers sign relevant data agreements and/or contracts to ensure that your data is stored securely and used only for the purposes contracted.
We don’t allow our Service Providers to use your data for any purposes other than those described in this policy. We do not sell or rent information about you to other parties.
Our main Service Provider is Tessitura Network, a not for profit organisation that supports arts and cultural organisations across the world. You can read more about them here
Co-producing partners and Visiting Companies
We may ask you for permission to share some of your data, such as your name and email address, with our co-production partners, associate companies and visiting artists to help them in developing their audiences and services. We will ask you if you wish to opt-in for your data to be shared with them when you buy a ticket for one of their performances. If you have opted-in, then our partners will have signed a data sharing agreement with us and may subsequently contact you directly.
Compliance with the Law
When necessary to comply with the law, to protect you, ourselves and others, we will respond to requests from public and government authorities (which may include authorities outside your country of residence) to use and share your data with other organisations.
Links to other sites
Our site may, from time to time, contain links to and from the websites of our partner networks, advertisers and affiliates. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to these websites.
Your rights to the information we hold
You have the right to be informed about how we use your data and the right to access information we hold about you. To exercise this right simply contact us in writing by email to [email protected] or by post addressed to the Data Protection Committee, Everyman Theatre, 5-11 Hope Street, Liverpool L1 9BH and we will respond to you within 30 days of receipt of your request.
If you have any concerns about our use of your data and how that complies with the Regulation, or if you wish to initiate your ‘Right to be Forgotten’, please contact us in writing by email to [email protected] or by post addressed to the Data Protection Committee, Everyman Theatre, 5-11 Hope Street, Liverpool L1 9BH and we will respond to you within 30 days of receipt of your request.