Privacy Policy
Introduction
Meteatra is committed to protecting the privacy of all those who are involved with it. We are also committed to being transparent about how we collect and use personally identifiable information. We hope that this document answers any questions you may have, but if not, please do not hesitate to get in touch with us.
The purpose of this document is to tell you how we collect, store and use your personally identifiable information. This includes any information we receive from third parties. It covers all of the activities of Meteatra, whether these are as Meteatra Production Company (company number 15827668), registered 74a High St London E11 2RJ, United Kingdom. These activities include producing shows, selling tickets, providing opportunities for participation and learning, fundraising, promoting our activities and so on. This document is relevant to anyone who we collect or hold personally identifiable information about, including customers, donors, participants, volunteers, interns, employees, creatives, performers and others involved in producing or staging shows. Information will be shared between Meteatra and Meteatra Production Company staff, and vice versa, as necessary, in line with this policy.
We collect, store and process personally identifiable information in accordance with all applicable laws, including the UK Data Protection Act (2018), Privacy and Electronic Communication Regulations, and European Union General Data Protection Regulation.
This document covers the following topics, for each of the activities that we collect, or use personal information for:
It also covers the following:
Personal information collected from customers
When you first buy a ticket to see a show from us, we collect some contact details in order for you to be able to collect your ticket(s) on the night, and in case we need to contact you if there is a cancellation or changes to arrangements, and to process payment if you are paying by debit or credit card. We will always ask for your name and address and we will usually also ask for a phone and email address. If you are a returning customer, we will usually ask for some details other than your name to be able to find your other details, for example your postcode. We store all of this information (apart from your debit or credit card information) so that we have it to hand if you buy a ticket from us in future, and will keep it for 11 years after you have last booked from us, unless you ask us to delete it before then. We are, of course, happy to delete it sooner if you would like. If so, please contact us.
We will ask about, but not require, some other information for targeting marketing communications, such as your age and interests. This will be kept for the same period, and is only collected if you provide it. We are happy to remove this anytime if you ask us to.
We may also ask you if you have any special access needs that we can prepare to accommodate. This is only stored with your consent. We will keep this information for if you book in future if appropriate for the same period. This will only ever be used to aid your access to shows and be kept confidential. It will be stored in our ticketing system but with no right to use it for any purpose other than to provide us access to it. This will not be disclosed to staff other than those that need access to it. We are happy to delete this at any time. If you would like us to remove or update this, please get in touch.
We will also send you some information by email about our future shows or events which we believe you may be interested in, unless you tell us that you would prefer not to receive this. You can unsubscribe from these at any time from a link included in any of these emails, or by contacting us. We never want to send unwanted marketing information, so please let us know if you would prefer not to receive this and we will be happy to unsubscribe you. We will usually ask when we first collect your information if you would prefer not to receive these. We may also send flyers or brochures to some customers who attend more frequently. Again, please let us know if you would prefer to not receive these, but we will usually not do so unless you are a more frequent visitor and we have asked you about your preferences. Our legal basis for using your personal information to send marketing information is that we believe we have a legitimate interest in marketing shows to customers who may be interested, but we will not do this if we know that you would prefer not to receive these and will always offer you the opportunity to unsubscribe easily (as a link in emails or by contacting us).
We store records of bookings for our financial records for 7 years, which we need to do for accounting purposes. We also store this information to be able to better target marketing emails, and will keep it for this purpose until either you ask us to remove it, or you have not visited for 11 years. As with your contact information, we do this because we believe we have a legitimate interest in marketing to customers who are more likely to be interested in particular shows, but we are happy to remove this information if necessary and will do so if you tell us you would like us to.
If you email us, we will keep a record of this correspondence for our records, as long as it is useful to us, and in order to defend against legal claims, generally deleting it 50 years after it was received. We will however review whether we need to continue to hold your emails for these purposes if you ask us to.
If we hear from you that you particularly enjoyed a particular show, we may contact you about becoming a supporter to enable us to do more similar work in future.
We may also contact you if you have performed here, participated in a course here, paid for a course here for a specific young person, or been involved with a production here, with information about becoming a supporting if we think you might be interested.
If you are introduced to us specifically by one of our supporters, we may store information about your relationship with them that either you or they give us, unless we hear from you that you would prefer us not to.
In some circumstances, we may contact you even if you have not given us your contact details explicitly, if you have made these public for the purposes of being contacted about a particular community role, and we believe that you may be interested in supporting us because of that role. We will always offer you the opportunity to opt-out of emails like this in every email, and we will only use publicly available contact details which we believe have been made available for the purpose of being contacted about things of interest to you in your community role. Please let us know if you would like to stop receiving any of these emails, or follow the unsubscribe link from any email.
Feedback
We may ask you to complete a post-show feedback survey, asking you what you thought of a show you have been to see. We will always do this within 3 months of your visit, and participation is optional. If you do participate, survey responses will only be kept anonymously, unless you choose to identify yourself or you enter personal information into free text fields in the survey. We use this information to improve our work. If you choose to identify yourself, we may contact you about your comments within 3 months of you submitting the survey.
We also collect the names of artists whose work we are interested in, and details about their work, for the purposes of deciding who to work with, offer opportunities to collaborate with or to commission. This includes unsolicited submissions.
Cast and creatives
We keep names of the cast and creatives involved in our productions indefinitely for our own archive purposes. We will keep the email address of cast and creatives in order to invite them back to anniversary events of the theatre indefinitely or otherwise contact them about their work, unless asked to remove it.
While casting productions, we store the names of performers and creatives who we are interested in contacting from publicly available information and from Spotlight. If we are interested in scheduling an audition, we will make contact via Spotlight or via your agent. If you attend an audition, we will keep contact details that you give us until after the production and any potential transfer, revival or tour is completed in case we decide to cast you in the production, and for the purposes of casting future productions.
If you are a cast member, we may need to discuss your health, welfare or performance with you and your agent, and in cases of ill health, with a doctor, in line with your contract. We may keep any such correspondence for the defence of legal claims indefinitely.
Children’s data
We will not knowingly collect personal information from those under 13 without their parent or guardian’s consent. Where we expect to be collecting the personal information of under 13s, for example when selling tickets for shows aimed at under 13s, we will ask people’s age when collecting their information, and get parent’s or guardian’s permission where they are. If we know people will be under 13, for example in Young AYT classes, we will always ask for this.
Disclosing personal information to third parties and processing personal information abroad
We may need to disclose your personal information, to the appropriate authorities, if we become aware of a concern about the welfare of a child or vulnerable adult. We will only do this inline with our safeguarding policy.
If you are involved in any of our productions, including participation company productions, we may use the information about you we have, including special category information, to decide if you are suitable for other roles we are asked to identify people suitable for. For participation productions, we will look at your personal information to consider if you are suitable for these roles for up to 3 years, except for people involved in our programmes for young people, where we will do this for up to 5 years. We will never pass on your personally identifiable information, including identifying that you are suitable for a role, unless the information that determines your suitability is already widely available publicly (for example in the publicity information of other productions you have been in) or on Spotlight, without your prior permission.
If you have worked for us, or been involved in a participation programme production, we may provide information about your involvement or employment, your role and duties and your attendance and performance, in the form of a reference, to anyone asking for it, with your prior permission.
If you are a paid employee of ours, we will share any relevant information about your tax or student loan repayment status with HMRC as required to, and store it in our payroll system, Xero, for the purposes of running our payroll.
If you work for us, and receive any training supplied by an external body, we may provide your information to the company providing the training for the purposes of administering the course or confirming requests to verify that you have received that training.
We may ask if you wish to have your contact details shared with other companies we work with, but we will only share them where you have agreed to us sharing them with the particular company in question.
Keeping your personal information correct and up to date
We will try to keep your personal information up to date, and may contact you from time to time to ask you to check the information we hold about you is still correct. You may contact us at any time to ask us to update this or inform us if it has changed.
Your rights to access or ask us to delete your personal information or to object to processing
You may ask us at any time for details of all of the personal information we hold about you, or for the information itself, in an appropriate machine readable format if desired, and we will provide this provided you are not making excessive or unfounded requests. We will need to verify your identify to be able to complete these requests.
Please get in touch if you object to anything in this document or about how we collect, use or store your personal information. We can erase you personal information if you ask us to where we are processing it based on your consent alone, where it is no longer necessary for the purposes for which it was collected, or any other circumstances where we are otherwise legally required to.
Cookies and website logs
Cookies are small text files which are automatically stored by your web browser (such as Microsoft Internet Explorer or Edge, Google Chrome, Mozilla Firefox, Apple Safari etc) on your computer at the instruction of a website. When you visit the same site again, another page on the same site, or sometimes another site, these are requested by the website, allowing it to know some information about you from when you last visited, or from when you visited the site that the cookie originated from.
Cookies are widely used, and are necessary to make parts of our website function. For example, in order to remember what tickets you are in the process or ordering, the website must know what you have placed in your basket. It does this using cookies.
As well as using cookies to make our website function by remembering you when you sign in, remembering what tickets you are in the process of ordering etc, we also use cookies to help improve our website. Specifically we track how many people come to our site via adverts we may place, and how many of them purchase tickets. We do this to monitor how effective adverts that we have placed have been in order to decide which adverts to place in future. We do not store information about where any identifiable individual has arrived at our website from, or what pages they have browsed, using cookies – this information is only available to us as anonymised information about our visitors as a whole. We use Google Analytics and Facebook to do this.
We store access logs to help secure our website and to ensure it is working properly. These store only the IP address access is from, the web browser and version (the User Agent) you are using, and the URL (address) accessed. We never attempt to identify individuals from these except where we suspect a deliberate attack on our site, or with the permission of someone who is experiencing a problem. These are stored no longer than one month, unless part of an ongoing investigation into a suspected attack, where they are kept until we are sure we will not be prosecuting anyone using them.
