privacy

About this policy

theatre works! is committed to protecting your privacy and ensuring that your personal information is handled in a safe and responsible way. This policy outlines how we aim to achieve this and includes the information collected when:

you use our website.

you make enquiries on our website.

you are interested in working with us.

you make an enquiry for a grant.

Definition of Personal Data

Personal Data means any data that relates to an identifiable person who can be directly/indirectly identified from that data. In this case, it means personal data that you give to us via our site.

By providing your personal data, you agree that we can use your personal data in accordance with this policy. Ensure you understand this policy in its entirety and take your time to read it.

How do we collect information from you?

We collect information from you:

• when you make an enquiry via the contact form;

• when you sign up to marketing emails;

• when you access our site:

There is “Device Information” about your computer hardware and software that is automatically collected by theatre works! This information can include:

• device type (e.g. mobile, computer, laptop, tablet)

• cookies

• operating system

• IP address

• browser type

• browser information (e.g., type, language, and history)

• domain names

• access times

• settings

• referring website addresses other data about your device to provide the services as otherwise described in this policy.

Location information:

If you use our website, we may receive your generic location (such as city).

Get involved:

You may be asked to submit personal information about yourself when you make an enquiry or submit your CV if you’re interested in working with us.

This information may include:

• personal details

• employment details

• education

• marketing preferences (whether you opt-in or opt-out)

Why we need your information

We need your personal information to allow us to offer our services to you and to comply with our legal and fiduciary duties. We will only collect the minimum amount of information necessary to provide our service to you or to comply with our legal obligations.

Grant Applications

In order to process grant applications personal information must be provided to us, this will include name and contact details of the parties making the application as well as other relevant information relating to the application.

We will use this information, along with subsequent progress reports, only for the purposes of assessing your application, managing or monitoring any grant awarded and related administration purposes.

Applicants should ensure that no personal information relating to third parties is included without the written agreement and permission of the individuals concerned.

Email Newsletter

Current and new grant holders (organisations) will be automatically signed-up to theatre works! email newsletters. The email address signed up to the newsletter will be the one given to us as the main contact when applying for grants. Everyone who wishes to can also subscribe to our email newsletters by completing the sign up form on our home page.

Subscriber information, in addition to the email address, may be provided, but not required.

Every newsletter email will include an option to unsubscribe via a link in the email.

Interaction with email newsletters is monitored for activities such as opening the newsletter email and clicking on links.

Email addresses, email interaction data, and optionally supplied subscriber details are stored by Mailchimp

Finance

Where there is a need to make financial transactions, such as processing grant payments, we will hold details such as organization name and bank details within our finance system. These details are used only for the purpose of making these transactions and for holding a record of these transactions.

Photographs

We sometimes use photographs of funded projects for publicity purposes. Where these photographs include pictures of people, we request confirmation that those people in the picture have given their consent for the picture to be used in this way.

How we process your information and how long we keep it

We will only use your personal information for the purpose for which it was given, will not keep it for longer than necessary and will destroy the information securely according to our data retention policy.

Below is an overview of the legal reason, called the ‘lawful basis’ of why we process your information as well as guidance on how long we shall retain personal information:

Security

We are committed to ensuring that your information is kept secure. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect.

All information collected from or about you is hosted within the UK or the EEA (European Economic Area).

Third party sharing

Your information will not be shared with third parties unless you have previously been informed, for example, on an application form we will advise you if we need to share with partners or other bodies. In many cases we must share your data as the law requires us to do so, for example, sharing financial or tax information with HMRC, or with the police for the detection or prevention of crime.

We also have a duty to ensure that no fraudulent claims are made; sharing with other grant-making bodies may take place to assist with this aim. Details of applications and, albeit it very rarely, complaints will be shared with the appropriate teams internally and with our board of Trustees.

Use of ‘cookies’

Like many other websites, we use cookies. We use them to help you personalise your online experience. A cookie is a text file that is placed on your hard disk by a web page server which allows the website to recognise you when you visit. Cookies only collect data about browsing actions and patterns, and do not identify you as an individual.

We use cookies for the following purposes:

Authentication, personalisation and security: cookies help us verify your account and device and determine when you log in, so we can make it easier for you to access the services and provide the appropriate experiences and features.

Performance and analytics: cookies help us analyse how the services are being accessed and used, and enable us to track the performance of the services. For example, we use cookies to determine if you viewed a page or opened an email. This helps us provide you with information that you find interesting. We also use cookies to provide insights regarding your End Users and your sites’ performance, such as page views, conversion rates, device information, visitor IP addresses, and referral sites.

Third Parties: Third Party services may use cookies to help you sign into their services from our services. We also may use third-party cookies, such as Google Analytics, to assist with analysing performance. Any third party cookie usage is governed by the privacy policy of the third party placing the cookie.

Opting Out: You can set your browser to not accept cookies, but this may limit your ability to use the services.

Our Site may contain links to other websites. Please note that we have no control over how your data is collected, stored, or used by other websites and we advise you to check the privacy policies of any such websites before providing any data to them.

Our contact details:

The Compliance Officer

Theatre works!, C/O Beaver House, 23-38 Hythe Bridge Street, Oxford, OX1 2EP

Email: info@theatreworks.global

Charity Registration Number: 1193084

Complaints

If you are unhappy with how we have processed your personal information please firstly contact the Compliance Manager listed above, if you are still unhappy you may contact the following:

Information Commissioner’s Office

Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

Helpline: 0303 123 1113 (local rate) or +44 1625 545 745

URL: https://ico.org.uk/make-a-complaint/

Changes to this statement

theatre works! will occasionally update this Privacy Policy to reflect charity feedback. theatre works! encourages you to periodically review this statement to be informed of how theatre works! is protecting your information. This policy was last updated in March 2024.