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.

What personal data do we collect?

We collect information provided by or about our members in connection with our activities of maintaining membership records, accounting records and details of how our members have chosen to support activities relating to our performances and stagings.

The data that we collect from you mainly comes from your membership details, although in the future additional information may be collected to support the various productions in our calendar.

The personal information we currently collect is:
1. Name
2. Address
3. Email address
4. Phone Numbers
5. Take a Part Options – this is where you indicate how you can help, e.g. front of house, props, etc.

6. Subscription data – comprises amount of any membership paid, date, method paid, membership card number and of course your name.

7. When taking a part in a production we may take your photograph, ask you to prepare a profile, 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.

8. Name and contact details for those people expressing an interest in joining Portishead Players.

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For those taking part in future productions personal data obtained may include your costume measurements and email options for “group production emails”. These will be subject to a separate production consent to cover the use, storage and retention of this information. Similar arrangements will be applicable for “Committee” and “Team Leader” discussion emails.
How do we use your personal data?

The membership personal data is processed so that we may efficiently manage the activities of Portishead Players. The data is used to produce:

• Subscription data for use in the annual accounts.

• Email lists for us to send information to you, such as the Newsletter, details of our productions, dates for your diary and requests for you to help us.

• The “Take a Part” data helps the Committee and Team Leaders to find volunteers to help for example with the staging, the various front of house operations and the leafleting in the High
Street.

• Your name, email address and phone number(s) may be communicated to Committee members or team leaders so that they may contact you.

Under the terms of the GDPR we assign your personal information into categories which in turn define the rights and duties of both us and you the “data subject”. Most of the information we regard as being given by consent, except for your name and the subscription data detailed in 6 above.

In this case the information is of “Legitimate Interest” as it forms an integral part of the accounting information we need to maintain on behalf of all the Portishead Players. This applies also in any accounting transaction, e.g. settlement of an expenses claims which will contain your name and the
amount and method of settlement.

Our show programmes are public documents and our newsletters are shared amongst our subscription paying members. The Newsletters are also given to other people (but not exclusively) such as people interested in joining Portishead Players and our NODA representative. Back copies of the
Newsletters are also available at the shows to non-members.

What are my rights?
Under the terms of the GDPR you have several rights including:
• A right to remove your consent to the receipt of emails and use of your email address,
• A right to obtain details of the information we retain,

• A right of “rectification”: when we hold inaccurate or incomplete personal data you can re-
quest it is corrected,

• A right of erasure, the “right to be forgotten”, although there can be restrictions upon this.

Please contact a member of the Committee or email the Secretary if you wish to discuss the person-
al data we hold and its use.

We shall retain all your personal information within Portishead Players and in a secure manner. We shall retain your personal information until the end of October after the expiry of your membership.
Should you wish to rejoin after your personal details have been removed you will be required to complete a new application form and acknowledge our Privacy Policy.
However, in line with normal standards, our accounting records are retained for 7 full accounting periods.
We do not pass your personal information to other organisations unless required for some lawful purpose.

TicketSource

We use TicketSource as an online seller of tickets for our shows. Members and members of the public 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 Morgan Westley via a password protected interface.

People purchasing from TicketSource online will be able to opt into receiving promotional information from Portishead Players. While this information is not currently used, the information is available 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.

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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 comply with legal requirements. If there will be any significant changes made to the use of your personal 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 us in one of these ways:

By phone to the Secretary - 07761726381 By email: pam.pummell@gmail.com

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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.

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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.

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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 Por- tishead 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 produc- tions, 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.

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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.

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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 Morgan Westley 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.

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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.

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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

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