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Live Theatre Winchester Trust – Privacy Policy

Live Theatre Winchester Trust incorporates Theatre Royal Winchester and Hat Fair.

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 collect and use the information collected from you directly and from third parties. We use your information in accordance with all applicable laws concerning the protection of personal information (which includes, from 25 May 2018, the General Data Protection Regulation (Regulation (EU) 2016/679) and all related data protection legislation having effect in the United Kingdom from time to time) and are responsible as ‘controller’ of that personal information for the purpose of those laws (“Data Protections Laws“).

This policy explains:

If you have any queries about this policy, please contact the Data Protection Officer Kirstie Mathieson at Live Theatre Winchester Trust, Theatre Royal Winchester, Jewry Street, Winchester, SO23 8SB or email:

Who we are

Live Theatre Winchester Trust is a charity and receives funding from Winchester City Council, Hampshire County Council, Arts Council England as well as various trusts, foundations, individual donors and supporters. Live Theatre Winchester Trust operates Theatre Royal Winchester and Hat Fair. Our registered charity number in England and Wales is 1077139 and we are also registered as a company in England and Wales under registration number 03696681 (“we“, “our” and “us“).

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

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

Marketing communications
We aim to communicate with you about the work 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, telephone and email. Before contacting individuals by telephone, we always check the telephone preference service.

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 the first time you create your account 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.

You can also self manage your preferences online by logging into My Account and selecting ‘Contact Preferences’.

We may also contact you about our fundraising initiatives by telephone or post on the basis of our legitimate organisational interest. We will always get your express consent to contact you by email regarding fundraising.

Other processing activities

In addition to marketing communications, we also process personal information in the following ways that are within our legitimate organisational interests:

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.

Automated decision making

We do carry out some profiling based on the booking behaviour of individuals, in order to determine individuals who may be suitable for our ‘Friends Membership’ packages and other fundraising initiatives.

We are of the view that we have a legitimate organisational interest in carrying out such profiling and that it does not have a legal or similar effect on the individual.

Third parties

There are certain circumstances under which we may disclose your personal information to third parties. These are as follows:

A number of our software providers have their servers hosted outside of the EEA. However the providers have certified their compliance with the EU-US Privacy Shield Framework, which is a mechanism designed to assist companies to comply with data protection requirements when transferring personal data from Europe to the United States.

To the best of our knowledge, understanding and belief your personal information will not otherwise be transferred outside of the EEA or to any country not approved by the European Commission.

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 make.

Our cookie policy can be found at:

Website links

Our website, may from time to time, contain links to and from partners’, advertisers’, affiliates’ and social network sites. If you follow a link to any of these websites, please note that these sites have their own privacy policies and that we do not accept responsibility or liability for those policies. Please check those privacy policies before you submit any personal data to those websites as they may not be on the same terms as ours.

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.

We optionally allow you to store your card details for use in a future transaction. This is carried out 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 code.

Maintaining your personal information
Volunteer and participant personal data is generally stored for 7 years. If we have a legitimate organisational interest in holding such data for a longer period of time (for example, as it has alumni value to us) then we will do so, however no data is kept for any longer than is reasonably necessary and always subject to the principle of data minimisation.

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 have appropriate security measures in place to prevent personal information from being accidentally lost, or used or accessed in an unauthorised way. We limit access to your personal information to those who have a genuine business need to know it. Those processing your personal information will do so only in an authorised manner and are subject to a duty of confidentiality.

We will always store your digital information on secure servers. Unfortunately, however, the transmission of information via the internet is not completely secure. Although we will do our best to protect your information, we cannot guarantee the security of your information transmitted to our website or otherwise to our servers (such as by email). Any such transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.

We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.

Your rights to your personal information

Under the Data Protection Laws, you have a number of important rights free of charge. In summary, those include rights to:

For further information on each of those rights, including the circumstances in which they apply, see the Guidance from the UK Information Commissioner’s Office (ICO) on individuals rights under the General Data Protection Regulation.

If you would like to exercise any of those rights, please:

If you would like to unsubscribe from any marketing emails you can also click on the ‘unsubscribe’ button at the bottom of the email.

How to complain
We hope that our Data Protection Officer can resolve any query or concern you raise about our use of your information.

The Data Protection Laws also gives you right to lodge a complaint with a supervisory authority, in particular in the European Union (or European Economic Area) state where you work, normally live or where any alleged infringement of data protection laws occurred. The supervisory authority in the UK is the Information Commissioner who may be contacted at or telephone: 0303 123 1113.

Changes to this Privacy Policy

This Privacy Policy was last updated on 15 May 2018.

We may change this Privacy Policy from time to time and any material changes we make in the future will be uploaded to our website. Please check back frequently to see any updates or changes to our privacy policy.

How to contact us
Please contact our Data Protection Officer if you have any questions about this Privacy Policy or the information we hold about you. If you wish to contact our Data Protection Officer, please send an email to write to Live Theatre Winchester Trust, Theatre Royal Winchester, Jewry Street, Winchester, SO23 8SB or call 01962 844 600.

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© Theatre Royal Winchester. All rights reserved.

Live Theatre Winchester Trust Ltd is registered in England. Company Number 03696681,
Jewry Street, Winchester SO23 8SB. Registered Charity number 1077139.