Child Privacy policy
Portishead Players and General Data Protection Regulations (GDPR)
From 25th May 2018 we have a duty to process and secure personal information from our members in accordance with these European Rules which will soon be implemented into the Data Protection Act 2018.
​
Whose data is it?
The data on a child belongs to the child and not the parent or guardian. The GDPR states that we can accept consent from any child aged 13 or over, provided we are certain that the child under- stands why they give the information and how it is used. If we cannot meet that test, then the infor- mation is to be provided by the child’s parent or guardian.
For all children under 13 years old, we shall obtain data from the parent/guardian.
​
What personal data do we collect?
We collect information provided by or about our members in connection with our activities of main- taining membership records, accounting records and details of your attendance at the weekly meet- ings of PYP or production rehearsals.
The personal information obtained will include:
1. Your name 2. Address 3. Your email address 4. Phone numbers 5. Medical details of which we need to be aware 6. Subscription data – comprises the amount of your membership paid, date, method paid,
membership card number and of course your name.
7. Your weekly attendance record
8. The weekly or termly fee you pay
If you are under 13 years old, then we also collect
• Name of your parents/guardians
• Their address and phone numbers 9. When taking a part in a production we may take your photograph, ask you to prepare a pro-
file, or record you in a rehearsal video. Images and profiles may be used in the preparation of show programmes and other publicity material, including (but not limited to) the display- board at Somerset Hall, our website, Social media and local newspapers.
How do we use your personal data?
The membership personal data is processed so that we may efficiently manage the activities of Portishead Young Players.
Your personal information is used to produce:
•Subscription data for use in the annual accounts,
• Email lists so us to send information to you, such as the Newsletter, details of our productions, and dates for your diary.
• Attendance records of our weekly meetings,
• To record the weekly/termly fees paid for inclusion in our accounting information.
We hold most of your personal information on the basis that you have given us consent to hold this information and use it to help the running of PYP.
​
What are my rights?
If over 13 you can ask us to amend or correct any of this information, to remove your name from our records or to stop using it. For example, you could ask us to stop sending emails to you, or to change a name. You can ask for a copy of the personal information we hold, and subject to some restrictions for us to erase your information. If necessary, please ask the PYP leaders.
If under 13 the request should be received from your parent/guardian.
Under the regulations we have to say the basis by which we hold the information. This will govern what we can do with it. We hold your personal information on the basis that you have given us con- sent to hold this information and use it to help the running of PYP.
If you take part in stage productions, we have to submit names and details of the cast to North Som- erset Council for a Body of Persons Exemption and Contract Agreement to comply with the Chil- dren and Young Persons Act 1963 and The Children (Performance and Activities) (England) Regu- lations 2014. This disclosure of information is under a legal requirement, and if you wish to take part in the production, we will provide this information on your behalf but not necessarily with your prior agreement.
We shall retain all your personal information within PYP and in a secure manner. We shall retain your personal information until the end of October after the expiry of your membership. However, our accounting records are retained for at least 7 years.
​
TicketSource
We use TicketSource as an online seller of tickets for our shows. Members and members of the pub- lic buying tickets online from TicketSource can be assured that the company complies with all the GDPR regulations. TicketSource systems give us the ability to view customer contact details and ticket information. Access to this information is held by Committee Members, the Front of House Manager, the Box Office Manager and the staff at Nortech via a password protected inter- face.
People purchasing from TicketSource online will be able to opt into receiving promotional informa- tion from Portishead Players. While this information is not currently used, the information is avail- able to us while the customer record is held. Any information downloaded from this source will held in a secure database. Future developments will allow us to arrange the automatic deletion after two seasons.
​
Changes to this Privacy Policy
We may amend this Privacy Policy from time to time; for example, to keep it up to date or to com- ply with legal requirements. If there will be any significant changes made to the use of your person- al information in a manner different from that stated, we will seek your permission first.
​
How to contact us
For any questions or concerns relating to this Privacy Policy or our data protection practices, or to make a Subject Access Request, please contact your PYP leaders in one of these ways:
By phone: 07917570617 By email: Caroline Edwards (Astley) carastley@hotmail.co.uk