What personal data does the Palace Theatre Club collect?
The data we routinely collect includes members’ names, addresses, phone numbers and email addresses. We collect this data directly from our members when they join the club. On occasions such as our organised trips we may need to collect emergency contact details by way of a name, phone number and sometimes an address.
For some of our members we may have additional information. For example, Committee members’ date of birth is recorded for the Charity Commission. We will also keep information relating to disciplinary matters and sanctions.
What is this personal data used for?
We use members’ data for the administration of your membership; the communication of information, and the organisation of events. We provide your data to Southend Theatres as explained in the next section.
Who is your data shared with?
Your membership data is passed on to Southend Theatres for administration of the waiver of the booking fee and for notification of any special offers related to the Palace Theatre Club.
Southend Theatres are not authorised to pass this on to organisations that are not connected with Palace Theatre Club.
Your personal data is not passed on by us to other organisations.
If we do not have a consent form to share your data, then we will not be able to pass your details to Southend Theatres for this purpose.
Where does this data come from?
From initial membership applications, and any updates to that original information.
How is your data stored?
This information is mainly stored in digital form on computers and paper documents held by our Membership Secretary. We use Google Cloud as our data processor. Any information that is stored remotely is held in compliance with the GDPR (General Data Protection Regulation).
Who is responsible for ensuring compliance with the relevant laws and regulations?
Under the GDPR we do not have a statutory requirement to have a Data Protection Officer. However, we have voluntarily appointed the Palace Theatre Club Secretary as the person who is responsible for ensuring Palace Theatre Club discharges its obligations under the Regulation.
Who has access to your data?
Members of the Club’s Committee have access to members’ data in order for them to carry out their legitimate tasks for the organisation.
Sub-contractors appointed by the Club may be given access to data for specific tasks. They are not free to use it for any other purpose.
What is the legal basis for collecting this data?
The Palace Theatre Club collects personal data that is necessary for the purposes of its legitimate interests as a membership organisation.
How you can check what data we have about you?
If you want to see the basic membership data we hold about you, you should contact our Membership Secretary.
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 considered to be manifestly unfounded or excessive, or for requests for further copies of the same information.
Does the Palace Theatre Club collect any “special” data?
The GDPR refers to sensitive personal data as “special categories of personal data”. We do not record any such special data.
How can you ask for data to be removed, limited or corrected?
There are various ways:
- If you would like your data to be removed, you should contact the Membership Secretary. However, as we will then have no record of you, this will mean that your membership will have to be terminated.
- You could limit the data we hold by, for example, maintaining your club membership with your name but with limited contact details. However, we do need to have at least one method of contacting you. You could, for example, simply maintain an up-to-date email address, but of course this will limit what we are able to provide you with in the way of written information.
- You may choose not to receive information emails from Southend Theatres – just let us know and we will advise them.
- Any corrections to the data we hold should be notified to our Membership Secretary who will update our data.
- Any of these options can be implemented by contacting our membership secretary.
How long do we keep your data for, and why?
We normally keep members’ data after they resign or their membership lapses for one year, in case they later wish to re-join. However, we will delete any former member’s contact details entirely on request.
What happens if a member dies?
We delete that member’s data.