Hull Truck Theatre Company Limited (‘HTT’ or ‘we') is committed to protecting and respecting your privacy.
This policy sets out how we collect and use your personal information. Please read the following information and any other privacy notice we provide you with on specific occasions carefully to understand our practices regarding your personal data and how we will treat it.
WHO WE ARE
HTT is a registered charity (no. 269645) and a company limited by guarantee and registered in England and Wales (no. 1210050). Our registered office is Hull Truck Theatre, 50 Ferensway, Hull HU2 8LB.
HTT is a pioneering theatre with a unique northern voice. We produce and present inspiring theatre that reflects the diversity of modern Britain. We provide the resources, space and support to grow people and ideas, are an ambassador for our city, a flagship for our region and a welcoming home for our communities.
For the purposes of data protection, HTT is the controller of your personal information. We operate the website: hulltruck.co.uk (our site).
INFORMATION WE MAY COLLECT FROM YOU
We may collect and process the following personal information about you:
- Information you give us. You may give us information about yourself, for example, by filling in forms on our site or by corresponding with us by phone, email or otherwise or in person, for example, when you book a ticket at our box office. This includes information you provide when you register to use our site, subscribe to our service, search for a product, book a ticket for an event, join a giving scheme, make a donation, participate in discussion boards or other social media functions on our site, participate in a competition, promotion or survey, and when you provide us with feedback or report a problem to us. The information you give us may include your name, address, email address, phone number, date of birth, payment card and bank account details, personal description, photograph, your access needs, your communications preferences and your ticketing, donation and membership history.
- Information we collect about you. With regard to each of your visits to our site we may automatically collect the following information:
- Technical information, including the Internet protocol (IP) address used to connect your computer to the Internet, your login information, browser type and version, time zone setting, browser plug-in types and versions, device, operating system and platform;
- Information about your visit, including the full Uniform Resource Locators (URL) clickstream to, through and from our site (including date and time); products you viewed or searched for; page response times, download errors, length of visits to certain pages, page interaction information (such as scrolling, clicks, and mouse-overs), and methods used to browse away from the page and any phone number used to call our customer service number.
- Information we receive from other sources. We work closely with third parties (including, for example, arts or other organisations that we partner with, ticket agents, sub-contractors in technical, payment and delivery services, advertising agencies, analytics providers, search information providers, fundraising and research agencies) and may receive information about you from them. Any data that we receive from these third parties you will have already given your permission to the relevant third party to share, or will be publicly available.
- Sensitive personal data. We may collect sensitive personal information about you such as information about your access requirements (e.g. needing a wheelchair space, an assistance dog, a personal assistant, assisted hearing or BSL interpretation) or, if you are participating in one of our workshops, information about any medical conditions that we need to know about to ensure your safety. We may request some sensitive data, such as data about race, sexual orientation or disabilities, in customer surveys, but it is analysed anonymously and it is up to you as to whether you provide it. We will only collect sensitive personal data with your explicit consent or where we have another lawful reason to collect it.
- Aggregate data. We will collect and aggregate on an anonymous basis information about you and your use of our services with information about other users of our services, such as statistical or demographic data, for analysis, reporting to our stakeholders (such as Arts Council England) and to better understand our customers.
Our site may, from time to time, contain links to and from the websites of other organisations. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that this policy does not apply to those websites. Please check the privacy policies of those websites before you submit any personal data to these websites.
USES MADE OF YOUR INFORMATION
We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:
- to perform a contract with you, such as when you book a ticket for a production or other event, become a Hull Truck member or give a donation or when we need to contact you with important information relating to your booking.
- to comply with a legal obligation, such as when you exercise your rights under data protection law or when we have to report to or respond to a request from government or law enforcement officials (such as reporting Gift Aid details to HMRC) or to meet national security or law enforcement requirements or prevent illegal activity.
- based on your consent, for example when you have specifically consented to use of your information, for example to send you updates via email about what’s on, offers, new or about supporting us or sharing your details with any named partner organisation of HTT where you’ve consented to this.
- based on your explicit consent (or as necessary for our legitimate interests in providing you with assistance or to comply with our legal obligations) when you provide us with information about your health to provide you with tailored services, such as a wheelchair accessible space, and to help us investigate any accident or incident that may take place at our venue or any HTT event or for equal opportunities monitoring and reporting to our funders when you provide us with sensitive information in response to a survey.
- as necessary for our legitimate interests in conducting our business and providing our services safely and securely in a suitable way which is tailored to your use and interests for the following purposes:
- To provide you with and improve our services
- To help us provide you with the best possible customer service and experience at Hull Truck Theatre
- To manage and administer our relationship with you, such as by keeping our database up to date, contacting you about administrative matters, responding to your complaints or feedback or processing payments or refunds
- To administer membership records, donors’ records and giving schemes
- To manage our volunteers and ambassadors
- To enable you to participate in research, a survey or a competition
- To ensure the security of our websites and other technology systems
- To learn about your interests and preferences so that we can tailor your experience with HTT and provide you with information that is relevant to you
- To learn about our audience and classify our audience into groups or segments, using booking and publically available information, and ensure we are sending relevant messages to each group
- For the purpose of marketing our services, including sending marketing communications
- To use data analytics and research to improve the quality of the services we offer and define our marketing strategy
- To verify your identity for security purposes
- To help us ensure our customers are genuine and to prevent fraud
- For the management of our business, including keeping financial records, to pay suppliers and to charge, invoice or refund customers
- By using CCTV to prevent and detect crime and to keep people who visit and work at our venue safe and secure
- To record and investigate health and safety and other incidents which may happen at our venue or at any HTT event
- To contact you about what’s on, membership, news and topics you’ve asked to hear more about
- For market research and statistical analysis and to analyse the use of our services so that we can improve your experience at HTT
- To measure or understand the effectiveness of marketing information we provide to you and others, and to deliver relevant marketing information to you
- To ensure that content from our site is presented in the most effective manner for you and for your device
- To administer our site and for internal operations, including troubleshooting, data analysis, testing, research, statistical and survey purposes
- To allow you to participate in interactive features of our site, when you choose to do so
- To conduct desktop research and fundraising activities to promote the interests of HTT as a charity, for example by alerting you to opportunities to support HTT through making a donation or becoming a member
- To ensure that our fundraising resources are used in the most effective and efficient manner and that any communications we may send you about fundraising are appropriate
- For a small number of our audience and other contacts, for the purpose of better understanding their engagement with HTT and their potential interest in supporting us further (please see the section headed ‘Fundraising’ below for more details).
Please note that we may process your personal information in reliance on more than one of the grounds listed above depending on the specific purpose for which we are using your data.
SUPPORTING OUR CHARITABLE AIMS
Each year we need to raise funds to support our activity as a charity in addition to our box office income and the support we receive from Arts Council England and our local authority. We consequently encourage support from individuals, companies and foundations who want to help us achieve our mission and reach the widest possible audience.
We may do some limited research before contacting a small number of individuals or organisations to understand if there is a potential connection or shared interest. We also carry out research about our current supporters so we can provide the best experience possible, tailor our communications and suggest relevant opportunities to get closer to our work. We aim to ensure that we are contacting you with the most relevant and timely communications and ultimately provide an improved experience for you. To do this, we use the information that you provide. We may also:
- break down the information we hold on our database (for example, we might send information to a specific group of people who live in the same area)
- analyse donations you have already made to HTT
- use publicly available data about you (for example, from LinkedIn, Companies House, Charity Commission, the electoral roll, Trustfunding, Who’s Who, MINT UK, 192.com, property websites (such as Zoopla or Rightmove), the websites of other companies, charities and arts organisations and newspapers and the media generally to create a profile of your interests and preferences
- make use of additional geo-demographic information, such as business network information, personal connections and other publically available information pertaining to: age, place of residence, wealth, career, interests and public donations to other organisations
- record the reasons you have chosen to donate to us, events you have attended and other relevant information about your involvement with HTT
- use publically available images to help identify individuals who attend our fundraising events.
This activity assists us in understanding the background of the people who support us and helps us to make appropriate requests to supporters who may have the means and inclination to support at a higher level. It also enables us to gain a better understanding of your interests, anticipate your needs, and to provide exceptional customer service.
You can opt out of your data being used for this kind of profiling and unsubscribe from future communications about fundraising by contacting firstname.lastname@example.org.
You can also register with the fundraising preference service, which is a service that can help members of the public control the communications they receive from charities:
We are especially committed to protecting the privacy of any young people that engage with or participate in our work. If you are under 18, please ensure that you obtain your parent/guardian’s consent before and whenever you provide personal information.
Personal data relating to young people will be held securely on our CRM and ticketing database. This data will be protected and only accessible by certain staff members.
SHARING YOUR INFORMATION
We may share your personal information with our subsidiary trading companies, which we have set up to meet our charity law obligations in order to carry on various trading activities, such as our catering operation.
We may share your personal information with:
- our trusted service providers, sub-contractors and agents that we may appoint to perform functions on our behalf and in accordance with our instructions, including payment services providers, ticketing services providers, email communication providers, IT service providers, postal mailing providers, accountants, auditors and lawyers
- other venues or organisations with whom HTT partners, but only if you have given consent
- social media sites for the purposes of data analytics and targeted advertising
- analytics and search engine providers that assist us in the improvement and optimisation of our site
- advertising agencies that we may employ and that require the data to select and serve relevant adverts to you and others. We do not disclose information about identifiable individuals to our advertisers, but we may provide them with aggregate information about our users (for example, we may inform them that 500 men aged under 30 have clicked on their advertisement on any given day). We may also use such aggregate information to help advertisers reach the kind of audience they want to target (for example, women in HU2). We may make use of the personal data we have collected from you to enable us to comply with our advertisers' wishes by displaying their advertisement to that target audience.
We require all organisations with whom we share your personal information to respect the security of your information and to treat it in accordance with the law. We do not allow our service providers to use your personal data for their own purposes.
We might also have to share your information if we have to by law or where we need to protect you or other people from harm.
Please note that sensitive personal data will not be shared with third parties without your consent, except in any anonymised format when we are required to report to Arts Council England or our other funders.
GIVING YOU CONTROL
At the point where we collect your data we will ask for your consent to be contacted by email for marketing and/or fundraising purposes, and whether you are happy for us to share your information with named third parties. You have the right to withdraw this consent at any time. You can choose to opt out of email communications or change your preferences by logging in to your Hull Truck Theatre account on the website, clicking on ‘Unsubscribe’ in e-shots, emailing email@example.com or calling the Box Office on 01482 323638.
If you do not wish to receive postal information, or hard copies of our season brochures, you can opt out by emailing firstname.lastname@example.org or calling the Box Office on 01482 323638.
Please note that when you opt out of receiving communications, this will not apply to communications relating to your purchase of a ticket or other service from us.
Please be aware that, if you opt out or fail to provide us with your information, it may be that we cannot provide you with certain services: we will let you know if this is the case.
KEEPING YOUR INFORMATION UP-TO-DATE
The accuracy of your personal information is important to us and you can help keep our records up-to-date by telling us when your contact details and other personal information changes, and if you change your mind about how we contact you. You can change your details or communications preferences by logging in to your account on our site, by emailing email@example.com or calling the Box Office on 01482 323638.
TRANSFERS OF PERSONAL INFORMATION OUTSIDE EUROPE
We do not transfer your personal information outside the European Economic Area.
HOW WE PROTECT YOUR INFORMATION
We have put in place appropriate security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal information to those employees, agents, contractors and other third parties who have a business need to know it. They will only process your personal information on our instructions and they are subject to a duty of confidentiality.
All information you provide to us is stored on our secure servers or the secure servers of our Box Office provider, Spektrix. Any payment transactions will be encrypted. For full details of our Cardholder Data Security Policy please contact firstname.lastname@example.org.
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 your password with anyone.
We have put in place procedures to deal with any suspected data breach and will notify you and any applicable regulator when we are legally required to do so.
Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our site; any transmission is at your own risk. Once we have received your information, we will use security measures as outlined above to try to prevent unauthorised access.
HOW LONG DO WE KEEP YOUR INFORMATION?
We will only keep your personal information in accordance with data protection law for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. Where your information is no longer required, we will ensure it is disposed of, deleted or cached in a secure manner.
To determine the appropriate retention period for personal information, we consider the amount, nature, and sensitivity of the information, the potential risk of harm from unauthorised use or disclosure of the information, the purposes for which we process your personal information and whether we can achieve those purposes through other means, and the applicable legal requirements.
YOUR LEGAL RIGHTS
You are in control of your personal information. Under certain circumstances you have the right to:
- Request a copy of the personal information we hold about you
- Ask us to correct information that’s wrong, to delete it or to request that we only use it for certain purposes
- Request that we provide your personal information to you or another organisation in a structured, commonly used and machine-readable format
- Object to us processing your personal information based on our legitimate interests, including profiling
- Change your mind and ask us to stop using your information, for example, unsubscribing from any marketing emails. Please be aware that if you ask us to stop using your information we may not be able to provide certain services to you: we will let you know if this is the case.
If you would like to exercise any of your legal rights in relation to the personal information that we hold about you, please email email@example.com or write to us at Hull Truck Theatre, 50 Ferensway, Hull HU2 8LB.
Your request must include your name, email address and postal address and we may request proof of your identity.
If you have a concern about the way in which we use your personal information, you may also make a complaint to a supervisory authority for data protection matters. In the UK this is the Information Commissioner’s Office: https://ico.org.uk/concerns/. If you live in another EEA country, you may complain to the supervisory authority in your country.
WEBSITE TERMS AND CONDITIONS
By accessing and browsing the site, or any part of it, the user accepts, without limitation or qualification, these Terms and Conditions.
Although every effort is made to ensure that the information on this site is up to date and reliable, Hull Truck Theatre disclaims all liability and responsibility arising from any reliance placed on the information by any visitor to the site, or by anyone who may be informed by its contents.
HTT may change the content of this site at any time and without notice. In exceptional circumstances it may suspend access to the site, or close it indefinitely.
All material on this site is subject to copyright, including text, images, audio and video. The user may download material from the site for non-commercial, personal or educational use, provided all copyright and proprietary notices are retained. The user may not distribute, modify, transmit, reuse or use the contents of the site for public or commercial purposes without the written permission of Hull Truck Theatre.
Use of the site is at the users own risk and Hull Truck Theatre does not guarantee that the site is compatible with all hardware and software that may be used to access it. Hull Truck Theatre is not liable for any damages arising out of access to the site, including viruses that may infect your computer equipment or other property.
Any communication sent to the site such as comments or questions will be treated as non-confidential and non-proprietary.
Hull Truck Theatre has not reviewed all of the sites linked to the site and is not responsible for the contents of any off-site pages. Linking to any other off-site pages is at the user’s risk.
Hull Truck Theatre may at any time revise these Terms and Conditions by updating this post.
Last updated: 25 May 2018