Question 1

Privacy Policy for Members and Supporters

Accepted Answer

Poole & Parkstone Productions (hereafter referred to as P&P) is committed to protecting your personal information. This Privacy Policy relates to our use of any personal information we collect from you when you become a Member or Supporter of the Society. Members pay a membership fee and Supporters are individuals who are involved in supporting the activities of the Society. This involvement includes (but is not limited to) scenery construction, costumes, properties, publicity, front of house arrangements, stage management, sound, lighting, direction, choreography, music and orchestra. Supporters also include lapsed members, as such members normally wish to remain in contact with the society and may wish to renew their membership at a future date.
​The personal information we collect from you
We collect basic personal details such as your name, address, e-mail address, telephone number, subscriptions and dates paid, standing order details.  For Members, we may also take your photograph and ask you for your biography.
How we use information
We will use your information to send you newsletters, letters or emails to give you details of General Meetings, Shows,  Rehearsals,  Production Meetings and similar events that are likely to be of interest to you.  Your name, and possibly photograph and biography, may appear in our show Programmes and newsletters. Your information may also be shared with our committee members (who are our Society’s Trustees).  This use is in our ‘Legitimate Interest’.  You will be aware that our show programmes are public documents and that our newsletters are shared amongst our membership and with our supporters. We will not share your information with other third parties without your consent.
Security
We put in place reasonable security measures to protect against any unauthorised access or damage to, or disclosure or loss of, your information.
​Your rights
Please let us know if your information changes as it is important that the personal information we hold about you is accurate and up to date.
​We will keep your information indefinitely after you remain an active member or supported of P&P. We keep your information because you may resume your connection with P&P and take part again in our activities. However, you can ask us to remove your personal information from our records at any time and we will do so and stop sending you any further newsletters.
You have the right to request a copy of all the personal information we hold about you in a Subject Access Request. To do this, simply contact us on the details below. We will take all reasonable steps to confirm your identity before providing you with details of any personal information we may hold about you.

Question 2

Privacy Policy for Children/ Their Parents & Guardians

Accepted Answer

Poole & Parkstone Productions (hereafter referred to as P&P) is committed to protecting personal information. This Privacy Policy relates to our use of any personal information we collect about children who audition for or are cast in one of our productions and their parents/guardians. We collect this information from you and/or from your parents or guardians.
​
The information we collect
Prior to the auditions, we will collect basic personal details such as your name, address, date of birth, height, parents’ names, address, e-mail address and telephone number, subscription amounts and dates paid. We may also take your photograph and ask for your biography.
Prior to the auditions we will ask you and/or your parents/ guardians to consent to the collection of this personal information and the uses to which it will be put. We are able to accept consent directly from children over 13.
​
How we use information
We will use your personal information and your parents’/ guardians’ personal information:
for planning any aspect of the production
to send you details of our Rehearsals and communicate with you about any aspect of the production
to support your health and well-being whilst you are taking part in rehearsals and performances
to comply with any legal requirements regarding your participation in the production
and to compile entries in our show Programme
​
Security
We put in place reasonable security measures to protect against any unauthorised access or damage to, or disclosure or loss of, your personal information or your parents’/guardians’ personal information.
Your rights
Please let us know if your personal information or that of your parents/guardians changes as it is important that the information we hold about you is accurate and up to date. Circulating information to you and your parents/ guardians is a necessary part of being a member of the company but when the production is over, we will remove your personal information and that of your parents/guardians from our files. You and your parents/ guardians have the right to request a copy of all the personal information we hold about you and them in a Subject Access Request. To do this, simply contact us on the details below. We will take all reasonable steps to confirm your identity before providing you with details of any personal information we may hold about you.

Question 3

Privacy Policy for Patrons

Accepted Answer

Poole & Parkstone Productions (hereafter referred to as P&P) is committed to protecting personal information. This Privacy Policy relates to our use of any personal information we collect from you when you come to one of our productions and join our mailing list.
​
The information we collect
We collect basic personal details such as your name, address, e-mail address, telephone number.
​
How we use information
We will us your information to tell you about our forthcoming shows and similar events that are likely to be of interest to you. This is called ‘Legitimate Interest’. We will not share your information with third parties without your consent.
​
Security
We put in place reasonable security measures to protect against any unauthorised access or damage to, or disclosure or loss of, your information.
​
Your Rights
Please let us know if your information changes as it is important that the information we hold about you is accurate and up to date. You are on our mailing list because you have been to one of our productions or have expressed an interest in them. Circulating information to you is a necessary part of promoting our productions but you can ask us to stop sending you this information and remove your details from our files at any time. You have the right to request a copy of all the personal information we hold about you in a Subject Access Request. To do this, simply contact us on the details below. We will take reasonable steps to confirm your identity before providing you with details of any personal information we may hold about you.
​

Question 4

Privacy Policy for Trustees

Accepted Answer

Poole & Parkstone Productions (hereafter referred to as P&P) is committed to protecting personal information. This Privacy Policy relates to our use of any personal information we collect from you when you become a Trustee of the Society. Trustees are elected at General Meeting or a limited additional number may be co-opted by the other Trustees
The personal information we collect from you (in addition to the information collected as a Member)
We hold the date of birth and home address of Trustees as this a requirement when lodging our annual report with the Charity Commission.
​
How we use information
Your name will appear in our Report and Accounts which are filed with the Charity Commission and Companies House. We will use your information to inform you of Committee Meetings and your name will appear in the minutes of these Meetings and in the minutes of General Meetings.
​
Security
We put in place reasonable security measures to protect against any unauthorised access or damage to, or disclosure or loss of, your information.
Your rights
Please let us know if your information changes as it is important that the personal information we hold about you is accurate and up to date. We will keep your information as a Trustee until you cease to become a Trustee but you will be aware that your name will appear on our Report and Accounts which is a public document. You have the right to request a copy of all the personal information we hold about you in a Subject Access Request. To do this, simply contact us on the details below. We will take all reasonable steps to confirm your identity before providing you with details of any personal information we may hold about you.

Question 5

Changes to these Privacy Policies

Accepted Answer

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.

Question 6

How to contact us

Accepted Answer

For any questions or concerns relating to these Policies, our data protection practices, or to make a Subject Access Request, please contact us on secretary@pandp.org.uk