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Privacy Policy & Cookies

The website www.lenthallconcerts.org.uk is owned by The Lenthall Concert Society, an independent charity (registered charity no. 1086028).

 

The Lenthall Concert Society is committed to being transparent about the information we hold on our audiences and ensuring all users’ privacy is protected.

Using personal information allows us to develop a better understanding of our audiences and in turn to provide you with relevant information about the work that we do if you opt-in to hear more from us. 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 collect and use your information. All data is stored in accordance with the Data Protection Act 1998.  The policy has been written with reference to the General Data Protection Regulation (GDPR) law, 2016, and the Privacy and Electronic Communications Regulation (PECR), 2003

How & why we collect your information

We collect information from you in several ways:

Information you give us: 

When you book a ticket for a concert , we ask you to give us relevant personal information such as your name, email address, postal address and telephone number. We use this to send a confirmation email to confirm your payment so that you have a record of your booking, and to keep you informed about any changes to the concert you have booked for.

All this information is held on our secure box office management system, TicketSource, and our marketing platform, HubSpot.

Information about your interactions with us

When you visit our website, we may collect information about how you interact with our content. We sometimes keep a record of communications we have sent you and, in the case of emails, we keep a record of which ones you have opened, and which links you have clicked on.

Financial information

If you use your credit or debit card to purchase from us or to make a donation, our box office system ensures that this is carried out securely and in accordance with the Payment Card Industry Data Security Standard (PCI-DSS).

How we use your information

If you have purchased a ticket to see a concert:

  • We’ll use your booking history to help us build up a broader picture of our audience. We look at audience attendance and booking patterns to make sure we are continuing to offer a programme that appeals to our audience and reaches their expectations.
  • If you’ve opted-in to receive marketing communications, we will contact you to tell you about following seasons’ concert programmes.
  • We’ll measure your responses to our various marketing methods so that we can ensure we are communicating effectively and efficiently; and to evaluate the success of our marketing campaigns.

As a current or potential donor or supporter of The Lenthall Concert Society, we will:

  • Make considered and appropriate approaches to you around donating or supporting The Lenthall Concert Society, based on your previous interactions with us.
  • Keep you updated on the events your support has helped to make happen.

Where we have good reason and legal consent is not required, we may:

  • Look at publicly available information about you where we are considering whether it is appropriate to approach you for a donation.
  • Contact you by post with information on fundraising campaigns, or to request your support or a donation, having ascertained that it is appropriate to approach you.

When we share your information

There are a few circumstances in which we may share your personal information with third parties. They are:

  • To any organisations that we contract to hold and process data on our behalf (i.e. our box office system providers, TicketSource and our marketing platform, HubSpot In these cases, we make sure that the organisation complies with our instructions and with data protection law.
  • If ever we are legally obliged to share information (for example to law enforcement agencies).
  • We share your data with commissioning or co-producing partners for reporting purposes only.
  • We occasionally share anonymised data with funders if required for reporting purposes.

Where we store your information and how we keep it safe

Our audience booking data is held in our box office database, a ticketing platform system called TicketSource, which is stored on a password-protected external server. The company has a robust system in place to protect your data and recognises their responsibility for doing so. After you have made your first booking with us, a password-protected account is created – you can log in at any time and make changes to your preferences and to your data permissions.

We also hold personal information on our donors, and subscribers in our marketing platform, HubSpot and electronically on our internal shared drive. This information is password protected and only the appropriate members of the charity can access it.

How we maintain your information and the rights you have to it

We review the information we store on you every year to check that it is necessary for us to continue keeping it and that it is stored securely.

You have the right to control what information we hold about you and how we use it. This includes the right to:

  • Request a copy of the information we hold on you.
  • Control how we use that information or request that the information is permanently erased, as long as your request does not go against any legal duties we have.
  • Unsubscribe from emails or update your preferences at any time, using the link at the bottom of every marketing email.

Photography

We occasionally take photographs and videos of performances, audiences and participants for marketing or reporting purposes. These may then be displayed on our website.

When we wish to take photographs of audiences, we make them aware of the fact. If an individual does not wish to be photographed they are encouraged to tell the photographer or a member of staff.

We aim to upload these images to our secure server and delete them off the camera or mobile device used within three working days.

Cookies

Our website uses cookies: small text files that are stored on your computer to provide a better user experience. Cookies track which URLs are accessed, and store information about customer purchases and user preferences. This data is anonymised and then processed by programmes like Google Analytics so we can analyse use of the Website.  You can set up your browser to reject cookies, although some functionality of the website may be impaired.

How to get in touch

If you have any questions or concerns relating to the way in which we are managing your information then please contact us by emailing info@lenthallconcerts.org.uk or calling 01993 824949.

If you want to update your preferences or contact permissions on your box office account, simply log in to your account or contact the box office on 01993 824949.

Changes to our policy

We reserve the right to make changes to the Privacy Policy from time to time so please check it periodically.

Last updated: August 2023