Portishead Players and General Data Protection Regulations (GDPR) – Revised August 2024.

What personal data do we collect?

The data we collect arises from your applying for membership or renewal of your membership of Portishead Players. The other source of data arises from the purchase of tickets to performances which are handled by TicketSource.

Membership data
The processing of membership applications and renewals is handled by the membermojo system used by Portishead Players. When joining or renewing a membership the following data is requested (or confirmation of data if a renewal):

1. Full name.
2. Address and postcode.
3. Email address.
4. Phone number (landline and mobile).
5. Subscription type.
6. Subscription payment. Date, amount and type of payment (cash, cheque or bank transfer).
7. “I am interested in” where members can indicate how they could help, e.g. acting, front of house, props etc.
8. If a member indicates an “I am interested in” option, they are asked to confirm that their email address may be passed to the appropriate director or team leader.
9. Those indicating an “I am interested in” option, they are asked to provide their date of birth if they reach their 80 th birthday in the current membership year.
10. All members are asked to consent to receive emails such as Newsletters, membership and ticket information, details of social events and other activities and information. This is only available via email. This consent may be withdrawn, except for emails regarding membership renewal.
11. 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 and Facebook pages.

Personal data concerning members of our two junior sections (PYPs and MiniPYPs) are not held on the membermojo database unless the individual is part of a family membership. If so, their data (1-6 above) will be recorded. Their information will also be
collected by the team leaders for the respective group.

Under the GDPR regulations, Portishead Players are the Data Controller. We are responsible for deciding how your personal data is processed and used. Membermojo are the Data Processors that handle the membership data for our use. Like Portishead Players they are responsible for the maintenance of the system and ensuring the safety of the data etc. We work with their systems. For example, when sending an email to all members, membermojo distributes one email to all members. A copy of the membermojo Privacy Policy can be found at https://membermojo.co.uk/mm/help/privacy.

Other Non-Membership Data
1. We may from time to time hold information regarding people expressing an interest in joining Portishead Players.
2. For those taking part in future productions personal data held may include your costume measurements.
3. During the casting and rehearsal for a production, email consent may be requested to allow email addresses to be shared amongst cast and backstage members to facilitate communications.
4. Committee and Team Leader discussion groups will require consent for the sharing of email addresses.

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:
Membership data of Portishead Players.
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 “I Am Interested In” 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 members. The Newsletters are also given to other people (but not exclusively) such as our NODA representative.

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 request that it be corrected,
A right of erasure, the “right to be forgotten”, although there can be restrictions upon this.
Please contact a Membership Secretary if you wish to discuss the personal data we hold and its use.
All your personal information is held in a secure manner by Portishead Players. It will also be held where appropriate by our Data Processors (i.e. membermojo and TicketSource).
We shall retain your personal membership information until the end of October after the expiry of your membership. Should you wish to re-join after your personal details have been removed you will be required to complete a new application.
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, apart from the Data Processors, 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. Details of the TicketSource Privacy Policy may be found on the TicketSource website. 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 Computers via a password-protected interface.

Tickets sold by Nortech through the TicketSource interface are also considered to be online sales and as such are covered by both the TicketSource and Portishead Players Privacy Policy.

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. Customer data will be retained for two years to assist with booking queries and any payment disputes which may arise after the event. Any information downloaded from this source will held in a secure database.

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 are 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 Membership Secretary
By email: pam.pummell@gmail.com