Privacy Policy

Scothern Players is an amateur theatre group based at Scothern Village Hall. For the purposes of UK data protection law, we are the data controller responsible for your personal data.

If you have any questions about this privacy policy or how we handle your personal data, please contact us at [Your Email Address].

We collect and process the following categories of personal data:

Account information: your name, email address, and password (stored securely using one-way encryption) when you create a member account.

Membership details: contact telephone number, emergency contact details, membership dates, and any roles or positions you hold within the group.

Show and audition records: details of productions you have been involved in, including cast and crew roles, audition information, and rehearsal attendance.

Photographs and media: production photos, headshots, and other images you provide or that are taken during group activities, which may appear on our website or social media.

Communication data: messages sent through the website, mailing list preferences, and records of correspondence with us.

Technical data: when you visit our website, we automatically collect your IP address, browser type and version, time zone setting, browser plug-in types and versions, operating system, and platform. This is collected through cookies and similar technologies (see Cookies and Tracking below).

We do not knowingly collect any special category (sensitive) personal data such as information about your health, ethnicity, religious beliefs, or political opinions unless you voluntarily provide it to us.

Under UK GDPR, we must have a lawful basis for processing your personal data. We rely on the following bases:

Legitimate interests (Article 6(1)(f)): We process your data to run and administer the group, manage memberships, organise productions, communicate with members, and maintain our website. We have assessed that these interests do not override your fundamental rights and freedoms.

Consent (Article 6(1)(a)): Where we send you marketing emails, publish your photographs on our website or social media, or use optional analytics cookies, we do so with your consent. You can withdraw consent at any time by contacting us or updating your preferences in your account settings.

Contract (Article 6(1)(b)): Where you have a membership agreement with us, we process your data as necessary to fulfil that agreement.

Legal obligation (Article 6(1)(c)): We may process your data where required to comply with a legal obligation, such as maintaining financial records or responding to lawful requests from authorities.

Our website uses cookies — small text files placed on your device — to distinguish you from other users and to improve your experience.

Strictly necessary cookies: These are essential for the website to function and cannot be switched off. They include session cookies that keep you logged in and security cookies such as CSRF tokens.

Analytics cookies: With your consent, we use analytics services (such as Google Analytics) to understand how visitors use our website. These cookies collect information in an aggregated form, including the number of visitors, where visitors have come from, and the pages they visited. We use this information to improve our website. You can opt out of analytics cookies via the cookie preferences panel on our website.

Marketing cookies: With your consent, we may use marketing cookies to deliver relevant content or advertisements. You can opt out at any time via the cookie preferences panel.

You can manage your cookie preferences at any time by clicking the cookie settings link in the footer of our website. Most web browsers also allow you to control cookies through their settings. Please note that disabling strictly necessary cookies may affect the functionality of the website.

For more information about cookies, visit www.allaboutcookies.org.

We retain your personal data only for as long as necessary to fulfil the purposes for which it was collected:

Active member data: retained for the duration of your membership and for up to 2 years after your membership ends, to allow for rejoining and to maintain historical records of productions.

Show and production records: names and roles in past productions are retained indefinitely as part of the group's historical archive. You may request that your name be anonymised in these records.

Financial records: retained for 7 years in accordance with HMRC requirements.

Website analytics data: aggregated analytics data is retained for up to 26 months. Individual IP addresses are anonymised.

Communication records: retained for up to 2 years after your last interaction with us.

When your data is no longer required, it will be securely deleted or anonymised.

We do not sell your personal data to anyone. We may share your data with the following parties:

Service providers: We use third-party services to host our website and send emails. These providers process your data on our behalf and are contractually required to keep it secure and to use it only for the purposes we specify.

Google: If you consent to analytics cookies, anonymised usage data is shared with Google Analytics. Google's privacy policy can be found at policies.google.com/privacy.

Social media platforms: If we share production photos or group updates on social media (e.g. Facebook, Instagram), any personal data visible in those posts will be processed by the respective platform in accordance with their own privacy policies.

Legal requirements: We may disclose your data if required to do so by law, or if we believe in good faith that such action is necessary to comply with a legal obligation or to protect the safety of our members.

All our data is stored and processed within the United Kingdom. We do not transfer your personal data outside of the UK unless a third-party service provider (such as Google Analytics or social media platforms) processes data internationally, in which case appropriate safeguards are in place in accordance with UK GDPR.

We take the security of your personal data seriously and have implemented appropriate technical and organisational measures to protect it, including:

Passwords are stored using secure one-way hashing and are never stored in plain text.

Access to personal data is restricted to authorised committee members who need it to fulfil their roles.

Our website uses HTTPS encryption to protect data in transit.

All data is stored on servers located in the United Kingdom.

We regularly review our security practices and update them as necessary.

While we take all reasonable precautions, no method of transmission over the internet or electronic storage is 100% secure. If you become aware of any security issue, please contact us immediately.

Under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, you have the following rights:

Right of access: You can request a copy of the personal data we hold about you (known as a Subject Access Request). We will respond within one month.

Right to rectification: You can ask us to correct any inaccurate or incomplete personal data. You can also update your own details through your account settings.

Right to erasure: You can ask us to delete your personal data where there is no compelling reason for us to continue processing it. This is also known as the right to be forgotten.

Right to restrict processing: You can ask us to suspend processing of your personal data in certain circumstances, for example if you want us to establish its accuracy.

Right to data portability: You can request that we transfer your personal data to another organisation or directly to you, in a structured, commonly used, and machine-readable format.

Right to object: You can object to processing based on legitimate interests or for direct marketing purposes.

Right to withdraw consent: Where we rely on your consent to process your data, you can withdraw that consent at any time without affecting the lawfulness of processing carried out before withdrawal.

To exercise any of these rights, please contact us using the details in the Contact section below. We may need to verify your identity before processing your request. If you are not satisfied with our response, you have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk.

Our membership and website services are not directed at children under the age of 13. We do not knowingly collect personal data from children under 13 without parental or guardian consent.

Where young people aged 13 to 17 participate in our productions or activities, we will obtain consent from a parent or guardian before collecting and processing their personal data. Parents and guardians may exercise data protection rights on behalf of their children by contacting us.

If you believe we have inadvertently collected personal data from a child under 13 without appropriate consent, please contact us and we will take steps to delete the information promptly.

If you have any questions about this privacy policy, wish to exercise your data protection rights, or have a concern about how we handle your personal data, please contact us:

Email: [Your Email Address]
Post: [Your Group Name], [Your Address]

You also have the right to make a complaint to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection:

Website: ico.org.uk
Telephone: 0303 123 1113
Post: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

We may update this privacy policy from time to time to reflect changes in our practices, legal requirements, or for other operational reasons. When we make significant changes, we will notify you by posting a prominent notice on our website and, where possible, by email.

The version number and date at the top of this page indicate when the policy was last revised. We encourage you to review this policy periodically to stay informed about how we protect your data.