Gobo Theatre Foundation Limited is committed to protecting your personal data.
As a business it is necessary for us to collect, store and process some personal
data about our customers, suppliers, and other third parties who we engage with
you information on when and why we collect your personal data, how we use it
and how we keep it secure.
With the introduction of the General Data Protection Regulation ((EU) 2016/679)
(GDPR), the way personal data is kept and used by businesses has come under
obligations when processing personal data and enables individuals about whom
we hold data to have confidence in us. It is important that you read this Privacy
this page from time to time.
Gobo Theatre Foundation Limited (“Gobo”) is a limited company incorporated in
England and Wales under company number 07313319. Gobo Theatre Foundation
is also a registered charity – number 1140695.
If you have any questions regarding how we use your personal data, please
contact us at:
Address: Harwell Village Hall, High Street, Harwell, OX11 0EX
Telephone: 07970 581924
How we collect your personal data
Generally, we collect your information when you decide to interact with us. This
could include you sending us your details online, over the phone or in person.
We collect information in a number of ways:
- When you use our website to request to receive our newsletter, or to
request more information about what we do
- When you contact us by phone or email to request a free trial for you or
- When you enrol yourself or your child you are required to fill out a paper
form with enrolment information on it
- You may provide us with information to be used in connection with a show
- If you are a tutor we will be required to obtain various information,
including DBS disclosure, to be able to enter into a contract with you
The type of personal data we collect:
We only collect the information that’s necessary to carry out our business,
provide the particular service you’ve requested and/or to keep you informed. There are occasions when you can choose not to give us
certain information, but this may limit the level of personalisation we can offer e.g. – for example, you may not get to hear about
an event you would have loved to have attended.
In some circumstances we will request your consent to use certain information for specified purposes. In such circumstances you will have the free choice to give, refuse or withdraw consent. In the case of personal data relating to a child under the age of 16, we will require the consent of a parent or legal guardian.
Individuals aged 16 or over may give, refuse or withdraw consent (whether the consent was originally given by themselves or on their behalf) themselves.
The type of information we collect depends on where and when it is
Information we obtain directly from you:
When you contact us to enquire about a service, to enrol, become a tutor, attend an event, by post, phone, email or website we need to collect information from you in order to provide the service you are requesting.
We may collect:
- Your name
- Your child’s name
- Your email address
- Your child’s date of birth
- Contact phone number(s)
- Your child’s medical information
- Your child’s school
Information available publicly:
We may include information already published in articles/ or newspapers or on freely accessible social media platforms.
Why we collect your personal data and how we use it
The information we hold on you will be used to provide a service you have requested and inform you of events or updates. We will contact you if we need to obtain or provide additional information.
Specifically, we use your information we collect in the following ways:
Participants – To carry out our business and to provide a service or fulfil a contract with you:
- To fulfil enrolment registration and information requests
- Medical details are obtained to enable us to fully support you or your child’s welfare in setting
- Provide the best possible customer services and to help us with internal administration
- Contact you with important information relating to your registration, such as confirming your request, reminding you of an upcoming event or letting you know about changes to the service
- To pass on to relevant information to third parties regarding performances (please see more details below)
Mailing List – Where we have your consent:
- Send you updates via email about upcoming events and opportunities that we think may be of interest to you
Where we have justifiable reason (including legal obligation and legitimate interest):
- Help us target our marketing communications and adverts so that they’re more relevant to you
- Use anonymous collective data, such as postcodes, to help us with grant applications
- Use your pseudonymised details to show you advertising on such Social Media platforms as Facebook and Instagram or through other third party advertising that may appear on other websites you use
- Measure and understand how our audiences respond to a variety of marketing activity so we can ensure our activity is well targeted, relevant and effective
- Undertake user research: we may contact you to ask you to participate in user research either via an online or telephone survey or in person. You are under no obligation to participate in research and, should you provide any further information, we will inform you how any further information will be used
- Analyse and continually improve the services we offer including our website and our other products
How we process your personal data
Gobo will never share, sell, rent or trade your personal information to any third parties for marketing purposes without your prior consent.
We may share your details with:
- Service providers who work on behalf of Gobo for any contract we enter into with them or you, for example:
- Tutors (who are given emergency contacts for all the students in case of a problem)
- Payment processing
- Website hosting or email delivery service. (For example, we use MailChimp to send out our newsletters, they securely keep your email and name data.)
- Cloud services (we use Dropbox and to share information between trustees of the charity and tutors)
- To grant giving bodies, who sometimes require collective data, such as how many students live in a certain town, or of a certain age. No names are ever provided, unless you have given prior consent to be a case study,in which case we will contact you in advance with
specific details and requests
- In order for children to be involved in a performance, we have to inform the County Council and apply for exemption from a license (we do not need a license because they are not getting paid or missing school and doing fewer than 4 performances). They require us to provide details of each child involved in the production, including full name, address, date of birth and their school.
- In extreme circumstances, for legal reasons such as:
– If a young person under 18 reports or alleges abuse
– If a club leader has reasonable cause to believe a young person is
suffering or likely to suffer significant harm
– If the life of the young person or another is at risk
– If information is revealed about criminal activity
– If a young person could cause harm to themselves or others
Despite all our precautions, no data transmission over the internet is 100% secure. So, we cannot guarantee the security of any information which you disclose to us and so wish to draw your attention to the fact that you do so at your own risk.
Keeping your personal data secure
Gobo is committed to protecting the personal information you entrust to us. We adopt appropriate technologies and policies, so the information we have about you is protected from unauthorised access and improper use.
- Completed enrolment forms where someone is no longer attending (12 months)
- Enquiries (24 months)
- CV’s (18 months)
- Enrolment forms where someone is still attending will be kept as long as they are a participant
All employees and representatives of Gobo Theatre Foundation must only access and use data that is relevant to and necessary to the performance of their job function. The destruction of all material containing personal details will be carefully completed when the data is no longer needed.
Gobo trustees will ensure they provide relevant GDPR training to all staff.
All employees/volunteers are responsible for ensuring that:-
- They are familiar with this policy and relevant documents and adhere to data protection principles
- Any personal data which they hold is kept securely
- Personal and sensitive information is not disclosed either orally or in writing or otherwise to any unauthorised third party unless there
are safeguarding or legal reasons for this to be done
- Customer information may only be accessed for business purposes and not for personal use
You should find it easy to access and amend the personal information that we hold on you, or request that we stop contacting you. It’s your data and we want to make sure you feel in control of it.
If you would like to see what information we hold, you can request full details under The General Data Protection Regulation 2018. Please email a description of the information you would like to see, together with proof of your identity to firstname.lastname@example.org.
At any time you have the right to ask Gobo to amend or stop how it uses your personal information including for marketing purposes. You can do this by phoning, emailing or writing using our contact details above. If you ask us to stop sending direct marketing communications to you, we will keep the minimum amount of information (e.g. name, address or email address) to ensure we adhere with such requests.
When dealing with a request from a child relating to any of the above rights, we will need to make a decision on whether the information should be provided to them or to their parents/legal guardian and will be guided by the individual’s age at the time of request and their level of understanding about what they are requesting and why. For these purposes, we take the view that most children will reach this level of understanding at around age 16.
You have the right to lodge a complaint with the supervisory authority, The
Information Commissioner’s Office – www.ico.org.uk
By email: Please complete the form at https://ico.org.uk/global/contactus/email/
By phone: 0303 123 1113
By post: Information Commissioner’s Office, Wycliffe House, Water Lane,
Wilmslow, Cheshire. SK9 5AF