For Performers and Volunteers

We are Co-op Juniors Theatre Productions Ltd, a charitable co-operative (“we” or “us”). We manage the data we hold on you (ie. we are the data controller). Our contact details are at the bottom of this notice.

This notice is for you: performers, their parents or guardians if they are under 16, volunteers[1] and contractors.

You may also be a pupil at a Co-op Juniors Theatre Academy class or co-operative member of Co-op Juniors Theatre Productions Ltd. If so, please read the other relevant information on our Privacy Portal.

Information we collect

We collect information directly from you when you join us and update this regularly (at least annually) when you are involved in a production with us.

We may collect and hold the following information on you

• Personal information (such as name, address, email address, telephone number, membership history)
• Any medical, dietary or cultural information that you have given us
• Attendance information (such as sign-in sheets at theatres)
• Information on the productions you have been in
• For performers, clothing measurements
• Payment information (ie fees)
• Photographs and videos when involved in our activities, if you/your parents give consent
• Information on any accidents or injuries while involved in a Co-op Juniors activity
• Criminal records information, if you consent to becoming a registered chaperone
• Information that you provide when you communicate with us (be it by email, phone or post)

The legal basis for using your/your child’s personal data

We collect and use certain personal data for purposes which you have given specific consent:

• Photos and videos of you and/or your child
• Information on your and/or your child’s dietary, medical or cultural needs
• Contacting you about all Co-op Juniors activities and events

If you change your mind about this consent at any point, please email us and let us know at .

We collect and use personal and contact details, fees information and attendance data where we have a legitimate interest as a membership organisation for providing you information and managing your membership.

We are legally obliged to collect and process some data, such as for safeguarding or health and safety reasons.

How we use and share your information

We take the privacy of you and your child seriously. We use your information to:

• Provide you with information on rehearsals, performances and other Co-op Juniors events
• Ensure we comply with our child and vulnerable adult safeguarding responsibilities, including providing registered chaperones
• Administer membership records and plan our productions
• Draw up various rotas
• Maintain registers of who is present at a venue or on transport
• Buy or make costumes (for performers)

We also use your information to publicise our productions and other activities. This involves sharing some of your information – particularly photos and videos – with other organisations. Specifically, we may:

• Share photos or videos with media organisations (both print and online)
• Share photos or videos with the companies managing venues where we perform
• Publish photos or videos on our website (coopjuniors.co.uk) or those of the venues where we perform (including Snape Maltings Concert Hall, The New Wolsey Theatre, Seckford Theatre, Ipswich Regent, Ipswich Corn Exchange, and Spa Pavilion)
• Post photos or videos on social media, such as Facebook, Twitter, Instagram, Vimeo, Issuu and YouTube
• Publish photos of you, your name and other information in our show programmes
• Place photos of you on public display boards

We will share some of your information with other organisations. We only share the information that is necessary

• Suffolk County Council, (for those under 16) when we apply for permission to put on our performances (or for licenced chaperones) when you apply for a chaperone’s licence
• Relevant local safeguarding authorities, when we are required to do so under our safeguarding children and vulnerable adult obligations
• Emergency services, such as the police or ambulance service, in case of an emergency
• Financial Conduct Authority or UK Companies House, if you become one of our trustees or directors
• Service providers, such as Sender.net or Microsoft, to sending emails
• Our creative teams, such as tutors, directors or choreographers, to enable them to plan rehearsals and classes

We do not sell, rent or make personal information commercial available to any third parties

How we protect your information and who has access to it

The information you provide us may be confidential. We keep this information secure.

The information is stored in encrypted digital form on our IT equipment or a secure cloud storage system (currently GoogleDrive) and, on written documents, securely at our premises in Paul’s Road or, in certain cases, in secure containers at the residences of designated officers.

Further privacy information on GoogleDrive: https://policies.google.com/privacy?hl=en-GB&gl=uk  

We limit access to this information to our officers who need it to carry out their roles. Sensitive information, particularly surrounding chaperone licencing, is shared only with specifically designated safeguarding officers.

How you can find out about the personal data we hold on you

You have the right to ask for a copy of the information we hold about you, to object to how we process your information, to correct, and sometime to delete and restrict the personal information we use. If you want to review the basic membership information we hold about you, please email us or write to us using the contact details below.

We want to make sure that your information is accurate and up to date. You may ask us to correct or remove any information that you think is no longer up to date. Please contact us using the contact details below if you would like any corrections made to your information.

You can contact us with a “Subject Access Request” if you want to ask us to provide you with any other information we hold about you. If you are interested in any particular aspects, specifying them will help us to provide you with what you need quickly and efficiently. We are required to provide this to you within one month. There is not usually a fee for this, though we can charge a reasonable fee based on the administrative cost of providing the information if a request is manifestly unfounded or excessive, or for requests for further copies of the same information.

We respect all your rights in relation to the data we hold on you. These, and how we safeguard these are outlined in our Data Protection and Retention Policy

You have the right to lodge a complaint about the processing of your data with the Information Commissioner’s Office

What happens to your data when you leave us

If you chose to leave us, when all administrative task relating to your membership, we will remove and destroy (either via securely deleting electronic information or shredding paper documents) any sensitive data we hold on you. Specifically, this is dietary, health or cultural information or information specifically provided in relation to chaperone licencing and any clothing information we hold.

We will keep your email address to continue to provide information about our future productions and activities, if you have consented to this. You can opt out of receiving emails from us about our performance at any time by updating your preferences from our email or emailing us directly (contact details below).

We will keep certain information, such as consent forms, basic membership and contact details, and archive material (such as past production programmes, photographs and videos)

We will keep for certain information that we are required to do for as long as is required according to safeguarding requirements, health and safety regulations and standard accountancy practices.

At leaving, we will delete any former performer’s or volunteer’s contact information entirely on request.

Our contact information

Under the GDPR (General Data Protection Regulation) we do not have a statutory requirement to have a Data Protection Officer. The person who is responsible for overseeing our obligations under the GDPR is Chris Willett.

If you have any questions about this Privacy Notice, or if you would like to contact us to exercise your rights as detailed above, you may contact us at or via post at Co-op Juniors Theatre Productions Ltd, The Warehouse, Paul’s Road, Ipswich, Suffolk IP2 0AN

Changes

We may change this privacy information from time to time by updating this page. You should check this page from time to time to ensure that you are happy with any changes. This notice is effective from 22 May 2018.

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[1] Any individual who takes part in any Co-op Junior activity