When you book to attend a workshop or activity through we will collect your name, address, phone number and email. This is in order that we can ensure we know who is attending and, in the unlikely event of having to make material changes to the activity (such as a revised start time or cancellation) we will be able to contact you to let you know before you arrive.
We also use this data to understand where our participants come from, so we can better target our marketing activities and ensure we are appealing to a broad market. We also use this to tailor our communications with you (subject to consent being received) and to tell you about forthcoming activities that we hope might be of interest to you. See MARKETING & COMMUNICATIONS for more information.
If you are paying by credit/debit card, we process this directly through a PDQ machine whilst you are on the phone or at the Box Office. The PDQ Machine does not store this information, nor do we record your card details anywhere.
Booking data is held on our Box Office Software, Databox 4 and any supplementary information is held on password protected spreadsheets, or where information has been provided in writing, is secure storage. Where identifiable information is transferred between staff members, it will be done using securely passworded documents.
When you book, we will check with you that we have the right data, in order that we can ensure that it is always up to date. If you become inactive (ie do not book or donate to us) for more than 5 years, we will automatically delete your record. As of June 2020, this will reduce to 3 years.
If the participant is under 16
Where the participant is under 16, we will also store the participant’s name against the data held of their parent/guardian. We will also request that the parent/guardian discloses any relevant medical information that we need to be alerted to. This information will be deleted no later than 3 months after the activity has taken place, and will only be retained for that period to ensure that should a health related issue come to light after their engagement with us, that we can demonstrate whether or not we were are aware of the matter.
