Havering Changing Privacy Notice.
Purpose of Privacy Notice
Havering Changing is committed to protecting your personal information and being transparent about what information we hold about you and how we use it, in accordance with the General Data Protection Regulations 2018 (EU).
Using personal information allows us to develop a better understanding of our users and in turn to provide you with relevant and timely information about the work that we do.
The purpose of this Privacy Notice is to give you a clear explanation about how we collect and use the information we collect from you directly and from third parties.
We use your information in accordance with all applicable laws concerning the protection of personal information. This notice explains:
What information we may collect about you
How and when we may use that information
In what situations we may disclose your details to third parties
Your choices about the personal information you give us
Our use of cookies to improve your use of our website
Use of Google Analytics
What to do if you have a complaint about the use of your data
Information about how we keep your personal information secure, how we maintain it and your rights to be able to access it
If you have any queries about this notice, please contact the Project Director at Havering Changing james@haveringchanging.org.
Who we are
Havering Changing is one of 33 national Creative People and Places (CPP) programmes funded through Arts Council England.
Havering Changing is a consortium of eight organisations, led by Queen's Theatre Hornchurch, working with Clarion Futures (the charitable foundation of Clarion Housing Group), Havering Colleges, Havering Interfaith Forum, Havering Volunteer Centre, Havering Youth Services and myplace, Rainham Association for Village Events (R.A.V.E.), and The Mercury Shopping Centre.
Information collection
We collect various types of information and in a number of ways. We only collect these personal details when you specifically provide them on a voluntary basis. This information comes directly from you and with your consent when you sign up for our mailing lists, buy a ticket on our website (or through a third party ticketing platform), in person or over the phone, answer a survey, or email us with feedback, we offer you financial support or participate in any workshops, classes or programmes.. We also use Cookies on our website (see below for further information about our use of cookies).
The main purposes for which Havering Changing collect and process the details of customers, project participants and enquirers are:
To provide the service, goods or information that they have requested.
For administration purposes e.g. ticket sales, to administer free events, process applications for creative briefs
To gather feedback to help improve our work
To further our aims
How we use this information
We will also hold and analyse your data to continue to improve our understanding of our target audiences and our supporters. This will enable us to create a profile of your interest and preferences in order to personalise the communications we make, and we may contact you in the most appropriate way and with the most relevant information.
We may use your data to contact you by either post, email, phone and/or SMS with news and information about our services, events and activities that we feel may be of interest to you. We will not use your personal information for such purposes if you have told us that you do not wish to be contacted.
When you use our services and provide your personal data, you do not need to subscribe to marketing from us. If you have consented to receiving marketing information from us, you can withdraw your consent at any time by emailing james@haveringchanging.org stating your name and email address.
Information you give us
When you register on our website, buy tickets (including registering for free tickets), attend an event or attend one of our activities, we’ll store personal information you give us such as:
Your name
Email address
Telephone number
Postcode
Card details (for more details see Maintaining your personal information below)
Information about your interactions with us
For example, when you visit our website, we collect information about how you interact with our content. When we send you an email we store a record of this, and keep a record of which ones you have opened and which links you have clicked on.
Information from third parties
We occasionally receive information about you from other organisations who have asked you for explicit consent for us to contact you. In such instances, we will contact you only once to confirm that you would like to receive further communications from us.
Sensitive personal data
(GDPR) Data Protection law recognises that certain categories of personal information are more sensitive such as health information, ethnicity and religious beliefs. We only collect this type of information about our customers when there is a clear reason for doing so.
[For example, we may collect gender and ethnicity data solely for research purposes]
Legal Basis
There are three bases under which we may process your data:
Contract purposes
When you make a purchase from us you are entering into a contract with us. In order to perform this contract we need to process and store your data. For example we may need to contact you by post, email or telephone in the case of cancellation of an event.
Alternatively if we contract you as an artist we are also entering into a contract with you and we will process and store your data in order to fulfil contract requirements.
Legitimate business interests
We will collect and process your personal data for purposes that are in our legitimate organisational interests. However, we only do this if there is no overriding prejudice to you by using your personal information in this way. We describe below all situations where we may use this basis for processing.
With your explicit consent
For any situations where the two bases above are not appropriate, we will instead ask for your explicit consent before using your personal information in that specific situation (e.g. telephone campaigns or sharing your data with a third party organisations)
Communications
Marketing
We aim to communicate with you about the work that we do in ways that you find relevant, timely and respectful. To do this we use data that we have stored about you, such as what events you have booked for in the past, as well as any preferences you may have told us about.
We will use our legitimate organisational interest as the legal basis for communications by post, telephone and email where this is appropriate. Otherwise we will only contact you when you have given us explicit consent.
In the case of email communications we will provide you with an option to unsubscribe in every email that we send you, or you can alternatively use the contact details at the end of this policy to update your preferences.
Other processing activities
In addition to marketing communications, we also process personal information in the following ways that are within our legitimate organisational interests:
We may analyse data we hold about you to ensure that the content and timing of communications that we send you are as relevant to you as possible.
We may analyse data we hold about you to identify and prevent fraud.
In order to improve our website we may analyse information about how you use it and the content that you interact with.
We may also process information to fulfil our statutory obligations and regulatory responsibilities
In all the above cases we will always keep your rights and interests at the forefront to ensure they are not overridden by your own interests or fundamental rights and freedoms. You have the right to object to any of this processing at any time. If you wish to do this, please use the contact details at the end of this policy. Please bear in mind that if you object this may affect our ability to carry out tasks above that are for your benefit.
How we work with third parties
We may occasionally outsource functions when we do not have the capacity and expertise required in-house, such as evaluation services and analytical services that enable us to target our communications with users and supporters more effectively.
In addition, we work with third party organisations to provide systems such as box office ticketing and emailing systems. In such cases, we will only use reputable and well vetted firms and have contracts and processes in place that ensure the safe and confidential processing of personal data at all times. In these cases we require that these third parties comply strictly with our instructions and with data protection laws, for example around security of personal data. We may also disclose personal information where we are under a duty to comply with any legal obligation (for example to government bodies and law enforcement agencies).
Data Sharing
Havering Changing will NEVER sell your personal information to others. From time to time, we may share email address information with specific named visiting companies whose events you have attended. In these cases we will always ask for your explicit consent before doing so. In these cases, the relevant companies will adhere to the Data Sharing agreements in place between us.
We will NEVER share this information without your express permission.
How we use Cookies
Cookies are small text files that are automatically placed onto your device by some websites that you visit. They are widely used to allow a website to function (for example to keep track of your basket) as well to provide website operators with information on how the site is being used and to make a user’s experience more efficient.
The law states that we can store cookies on your machine if they are essential to the operation of this site but that for all others we need your permission to do so.
Havering Changing does use some non-essential cookies. We use cookies to identify how the website is being used and what improvements we can make. They also enable us to identify how many people use our website. We do not do this to track individual users or to identify them, but to gain useful knowledge about how the site is used so that we can keep improving it for our users. Without the knowledge we gain from the systems that use these cookies we would not be able to provide the service we do.
We use Google Analytics, a popular web analytics service provided by Google, Inc.
We do not use cookies to provide us with access to your computer or any information about you, other than what you choose to share with us.
Google Analytics
Google Analytics uses cookies to help us to analyse how users use the site. It counts the number of visitors and tells us things about their behaviour overall such as the typical length of stay on the site or the average number of pages a user views.
The information generated by the cookie about your use of our website (including your IP address) will be transmitted to and stored by Google on servers in the United States. Google will use this information for the purpose of evaluating your use of our website, compiling reports on website activity and providing other services relating to website activity and internet usage.
Google is certified under the Privacy Shield Agreement, which provides a guarantee to comply with European privacy legislation
Google may also transfer this information to third parties where required to do so by law, or where such third parties process the information on Google’s behalf. Google undertakes not to associate your IP address with any other data held by Google. We only use Google Analytics with activated IP anonymisation. This means that the IP address of the users will be shortened by Google within member states of the European Union or in other contracting states of the Agreement on the European Economic Area. Only in exceptional cases will the full IP address be sent to a Google server in the USA and shortened there.
If you want to delete any cookies that are already on your computer, please refer to the instructions for your file management software to locate the file or directory that stores cookies. You can access them through some types of browser. Search in your cookie folders for ‘haveringchanging.org’ to find our cookie and the Google Analytics cookie if you wish to delete them.
Users may also prevent the collection by Google of the data generated by the cookies and related to their use of the website as well as the processing of this data by Google by downloading and installing the browser plug-in.
For more information about Google’s data usage, settings and opt-out options, please visit Google’s websites: Google’s use of your data when you use websites or apps of our partners, Advertising use of data, Managing information Google uses to show you ads.
More information about cookies, including how to block them or delete them, can be found at AboutCookies.org.
Your debit and credit card information
If you’ve purchased tickets online your card details will be stored with our third party ticketing providers.
Any third parties who access your data in the course of providing services on our behalf (for example, credit card processing) are subject to strict contractual restrictions to ensure that your data is protected, and in compliance with applicable data protection/privacy legislation.
Please note that we reserve the right to access and disclose personal data to comply with applicable laws and lawful government requests and to protect both ourselves and our users.
Managing your personal information
We strive at all times to ensure that your personal information is accurate and up to date. You may ask us to correct or remove information that you think is inaccurate by contacting us.
We will always hold your information securely through operating strong physical and electronic security safeguards. We also follow stringent procedures to ensure we work with all personal data in line with the General Data Protection Regulation (GDPR) that come into effect on 25 May 2018.
Havering Changing tries to meet the highest standards when collecting and using personal information. For this reason, we take any complaints we receive about this very seriously. We encourage people to bring it to our attention if they think that our collection or use of information is unfair, misleading or inappropriate. We would also welcome any suggestions for improving our procedures.
This privacy notice was drafted with brevity and clarity in mind. It does not provide exhaustive detail of all aspects of Havering Changing’s collection and use of personal information. However, we are happy to provide any additional information or explanation needed.
Complaints and enquiries about, or suggestions for improvements to, our data protection processes should be directed to the Data Protection Officer using the contact details provided below
Links to / from other websites
Our website contains links to other internet websites which we do not operate and other internet websites may contain links to our website. We are not aware of, and are not responsible for the privacy policies, practices or content of such other websites. We encourage website visitors to read and become familiar with the privacy policies maintained by such other websites.
Embedded content from other websites
Articles on this site may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.
These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracing your interaction with the embedded content if you have an account and are logged in to that website.
Security of your personal information
We will put in place appropriate safeguards (both in terms of our procedures and the technology we use) to keep your personal information as secure as possible.
We will ensure that any third parties we use for processing your personal information do the same. We will not transfer, process or store your data anywhere that is outside of the European Economic Area.
Your rights to your personal information
You have a right to request a copy of the personal information that we hold about you and to have any inaccuracies in this data corrected. Please use the contact details at the end of this policy if you would like to exercise this right.
Complaints Procedure
You have the right to lodge a complaint about the use of your data either by using the contact details at the end of this policy or by contacting the ICO at or by calling 0303 123 1113.
If you contact us to lodge a complaint, we will respond within 21 working days.
Job and volunteering applicants
If you apply to work or volunteer for Havering Changing, we will use the information you supply to us to process your application and to monitor recruitment statistics. Where we want to disclose information to a third party, for example where we want to take up a reference or obtain a disclosure from Disclosure Scotland or the Disclosure and Barring Service, we will not do so without informing you beforehand.
Personal information about unsuccessful candidates will be held for 12 months after the recruitment exercise has been completed, after which it will be destroyed, unless you have asked us to destroy it earlier or allowed us to retain it for longer by written request.
Contact details and further information
If you wish to make a complaint, request further explanation of any issues relating to this privacy notice, or make a suggestions for improving our processes relating to the way we use personal data, then please direct your request to the Data Protection Officer by email at james@haveringchanging.org or in writing to:
Project Director
Queen’s Theatre Hornchurch
Billet Lane
Hornchurch
RM11 1QT
You may opt out from receiving Havering Changing marketing communications at any time, change your contact preferences or ask to have your personal data removed or corrected in our records by emailing us at james@haveringchanging.org or in writing to:
Project Director
Queen’s Theatre Hornchurch
Billet Lane
Hornchurch
RM11 1QT
Please ensure that you state your full name and email address in the letter or email so that we may locate your record on our database.
If you wish to request a copy of all or part of your personal information held by Havering Changing by making a subject access request you can do so by either emailing james@haveringchanging.org or in writing to:
Project Director
Queen’s Theatre Hornchurch
Billet Lane
Hornchurch
RM11 1QT
Changes to this privacy notice
We keep our privacy notice under regular review. You are advised to visit this page periodically in order to keep up to date with any changes. By continuing to use our services you will be deemed to have accepted such changes.
This privacy notice was last updated on 05 June 2020.