We only collect the information that is necessary to carry out normal business operations, to provide any goods or services you have asked for, and to keep you updated about our current and future work. The types of personal information we collect include:

• title, first name, and last name
• contact details including organisation/company name and job title (if appropriate), postal address, email address, and telephone number(s)
• if you are a teacher with whom we have professional relationship, your professional email, the name, address and telephone number of school/college, the type of school/college, and the subject and key stage taught
• if you are a young person, we may collect the contact details (including name, address, email address and telephone number) of your parent/guardian
• if you are a contractor, we may ask for details about your professional accreditation/qualifications
• if you are a participant or volunteer, we may collect the contact details (including name, address, email address and telephone number) of your emergency contact
• if you are on site and an incident occurs, we will collect you name, address, email address and telephone number
• if you are a job applicant, we may ask for details about your experience and qualifications
• date of birth and age
• transaction history, including billing and payment card information (first 6 digits, last 4 digits, and car expiry date )
• donation history
• bank details (e.g., for invoicing purposes if you are a supplier, or if you set up a direct debit with us)
• communications preferences
• access requirements (for you or your party)
• health, allergy, and dietary requirements (for you or your party) related to your booking
• qualitative opinions or attitudes about our services and programme through surveys
• any other information you provide to us by email, letter, telephone, social media, via our websites or apps, or in person
• image and likeness (as captured on our CCTV cameras, and in photographs and videos we may use for promotional purposes)
• social media handle
• technical information gathered when you visit our website; including the Internet protocol (IP) address used to connect your computer to the Internet, your login information, browser type and version, time zone setting, browser plug-in types and versions, operating system, and platform
• information that is publicly available

Sensitive personal information

Any data regarding children, disability, medical need, religion, political affiliation, sexuality, or ethnicity is regarded as sensitive, and we take steps to ensure that any such information is only collected where necessary. We only collect sensitive data where we have gained your explicit consent, for example where you inform us about any access needs when making a booking. It is subject to enhanced security measures, used only for the purposes agreed, and erased when no longer necessary.

• As recorded above, this includes health information such as access needs (e.g., wheelchair access, audio description, BSL interpretation, captioned or any other access requirement) or allergy/dietary requirements (e.g., for a conference booking).
• We may ask for other sensitive personal information specific to a job or volunteering role you are applying for, such as gender and ethnicity.
• We sometimes request sensitive personal data in our audience surveys, in order to assist us with our diversity monitoring. This data is not obligatory to provide, is analysed anonymously, and not linked to individual customer records.

How we collect your personal information

You give us personal information when you:

• visit our website
• buy a ticket, make a purchase from our shop, or buy something from our website
• create or update your Lawrence Batley Theatre Account on our website
• sign up to receive marketing communications from us
• sign up to one of our events or workshops
• participate in a project
• donate
• join one of our membership or patron schemes
• book a conference or event
• apply for a job or to volunteer with us
• supply goods or services to us
• enter a competition, promotion, or survey
• communicate with us by post, email, telephone, social media, via our websites, or in person

Online information

Like most websites, we receive and store certain details whenever you use the Lawrence Batley Theatre website. We use “cookies” to help us make our site – and the way you might use it – better. Cookies mean that a website will remember you and enable online transactions. It also helps us understand how you use our website, where we can make improvements and how best to tell our audiences about events and information they might be interested in. For more information on our Cookie Policy click here.

We keep a record of the emails we send you, and we may track whether you receive or open them so we can make sure we are sending you the most relevant information. We may then track any subsequent actions online, such as buying a ticket.

We use social media to broadcast messages and updates about events and news. On occasion we may reply to comments or questions you make to us on social media platforms. You may also see adverts from us on social media that are tailored to your interests. Depending on your settings or the privacy policies on social media and messaging services like Facebook, Instagram, LinkedIn, or X, you might give third parties (like Lawrence Batley Theatre) permission to access information from those accounts or services.

We use some online tracking and analysis services such as Google Analytics to find out how our websites are being used, which campaigning activities are working best, and how we can improve customer experience.
From time to time, for certain marketing campaigns, you may receive personalised online advertising after visiting our website. For example, we work with visiting producers and agencies to create relevant advertising for future events, and this might be displayed based on your device’s IP address. Many of these online adverts allow a facility to opt-out completely or refine your preferences to make advertising more relevant to you.

Data received from third parties

Your information may be shared with us by other organisations and websites for example Eventbrite, but only when you have indicated that you give your consent to hear from us. You should check their Privacy Policy when you provide your information to understand fully how they will process your data.

Developing a good understanding of visitors, participants, ticket-buyers, and supporters through personal data allows us to make better business decisions enabling us to operate, market our services, and fundraise more efficiently. We believe this will help us reach our goal of ensuring everyone is welcome at Lawrence Batley Theatre.

We will use your information for the purposes listed below using one of the following lawful bases: consent (where we require it); performance of a contract; where we need to comply with a legal obligation; or our legitimate interest or those of a third party.

We will seek your consent to use the information we hold about you to keep you updated on the latest news, events, offers, and opportunities to get involved with supporting Lawrence Batley Theatre. You can unsubscribe at any time by following the link in our emails, or you can manage your own preferences in your Lawrence Batley Theatre Account.

We also use your data:

• to carry out our obligations arising from any contracts between us and to provide you with the information, products, and services that you request from us
• to contact you if there is any important change to your booking or visit
• to keep a record of the relationship we have with you
• to process a transaction and carry out completion of a purchase (your personal information and card details may be passed to third party service providers; card details will only be used in this way for the purpose of handling an individual transaction)
• to inform you about relevant events, services, or activities we believe will be of interest, as well as opportunities to support our work as an arts charity (from volunteering to fundraising)
• to invite identified individuals to Lawrence Batley Theatre VIP events and press nights and administer guest lists
• to administer competitions
• to provide a personalised service and ensure the best possible experience when you visit us
• to administer any donations you may make, including processing Gift Aid
• to ensure that the information we already hold is accurate and up to date
• to improve our products, services, and information in the future
• to assist us with reporting and analysis for our own needs or the needs of any funding partners
• to ensure we know how you prefer to be contacted
• to protect against fraud or unlawful activity
• to ensure compliance with policies, procedures, and laws to process any recruitment information, whether directly or via an agent
• to share with approved suppliers (see Sharing your data with third parties below)
• from time to time, to undertake customer research and analysis to help us understand how we can improve our services or information
• to promote the theatre and its activities (e.g. imagery, quotes from social media etc)
• from time to time, to make recommendations to you about other relevant cultural activities by approved partner organisations (NB: these organisations would not be in possession of your data, and the recommendations would only ever be supplementary to other Lawrence Batley Theatre information, for example, by way of a P.S. or a ticket offer on an email update, or within a newsletter sent by Lawrence Batley Theatre
• for suppliers, to pay invoices or to contact you about supplying further services to us
• for job/volunteer applicants, to process your application
• to develop business leads in order to provide information about our products and services

Fundraising

We may combine information you provide to us with information publicly available from external sources in order to gain a better understanding of our audiences, visitors, and supporters to improve our fundraising methods. We will tell you about current and future fundraising campaigns that we think are relevant to you, and how you can make a difference to our reach and impact through a donation or other involvement. From time to time, we invite supporters and prospects to events or receptions. We ensure these are cost effective by conducting relevant research, for instance by analysing your ticket purchase history, current or past donations/memberships, or by using third party information. We hold several events each year to ensure we can meet as many supporters as possible, and to make our fundraising effective and efficient.

Sharing your data with third parties

Unless you give us your consent, the personal information that you give us will only be shared with third parties where:

• we are obliged or permitted by law to disclose it;
• we need to use the services of ‘data processors’ to fulfil our contract with you; or
• to support analysis and research for Lawrence Batley Theatre or the Arts Sector.

We have data processing agreements in place with each third party we share data with to ensure that your data is secure at all times and cannot be accessed or used for any other purpose.

As part of the services offered to you, the personal information you provide may be transferred to countries outside the European Economic Area (EEA). For example, this may happen if any of the computer servers used to host our ticketing system are located in a country outside of the EEA. If we transfer your personal information outside of the EEA in this way, we will take steps to ensure that your privacy rights continue to be protected as outlined in this Privacy Policy.

Your personal data is never sold to any agencies or companies.

Instances where we may share your personal information with selected third parties include:

Performance of a contract: Business partners, suppliers, and sub-contractors for the performance of any contract we enter into with them or you. In general, any third-party providers used by us to fulfil our contract with you will only collect, use, and disclose your information to the extent necessary to allow them to perform the services they provide to us. These providers include our ticketing system (Spektrix), our email service platform, and our mailing houses.

Legitimate interests: We may make data available to approved suppliers for analysis and research purposes, for example identifying sales trends, assessing campaign effectiveness, postcode mapping etc. This assists us with reporting and with our strategic planning, helping us apply our resources more intelligently.

Consent: When booking with us we may ask you if you would like to hear from a specific company (for example Northern Ballet). If you consent your personal data will then be passed on to the third-party company. Your data can only be passed securely on to the company you have opted to receive information from.

We are located in the UK. Your data is held in the EU and processed on secure systems owned by Lawrence Batley Theatre and details are only accessed by authorised and trained staff. Only employees and approved contractors/developers are granted access to personally identifiable information. This will be from time to time, and only when they need to perform a specific job or task. If required by law (e.g., by police, regulatory bodies, or legal advisers) we may need to disclose your details. We will ensure information is held securely, and only those who need access to it can see it. We will delete this information when we no longer need it.

How long we keep your data

We will keep your information for as long as is necessary to provide you with the services you have requested or require from us or to fulfil our contract with you, unless:

• we must keep it to comply with applicable laws or evidence compliance with such applicable laws;
• there is an outstanding issue, claim or dispute requiring us to keep such information until the issue, claim or dispute is resolved; or
• the information must be kept for our legitimate business interests, such as fraud prevention and enhancing users’ safety and security.

We regularly review email and paper correspondence and minimise our storage through archiving and destruction of out-of-date materials. We will store data in our ticketing system for a maximum of 7 years after your last transaction or communication with us.

We have considered the nature, relevance and volume of this data, the potential risks, and the purposes for which we process your data. We have also considered legal requirements including financial (e.g. Gift Aid declaration and reporting timescales).

For suppliers, we store data in our financial systems for 7 years.

How to update your details

You can set and update your personal contact information and interest preferences at any time, by logging in to your account or calling the Box Office on 01484 430528

Every email we send to you will contain an option to unsubscribe, or you can contact us via the details set out at the beginning of this Privacy Policy.

Unless you ask us not to, we will tell you about news, events, offers and opportunities to get involved with supporting Lawrence Batley Theatre.

If you are a supplier, you can update any of the business information we hold about you by contacting finance@thelbt.org

Under data protection law, you have rights including:

• Your right of access: you have the right to ask us for copies of your personal information.
• Your right to rectification: you have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
• Your right to erasure: you have the right to ask us to erase your personal information in certain circumstances.
• Your right to restriction of processing: you have the right to ask us to restrict the processing of your personal information in certain circumstances.
• Your right to object to processing: you have the right to object to the processing of your personal information in certain circumstances.
• Your right to data portability: you have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.
• Your right related to automated decision-making including profiling: you have the right not to be subject to a decision based solely on automated processing, including profiling, which produces legal effects concerning you or similarly significantly affects you.

Where you have provided your consent to the collection, processing, and transfer of your personal information for a specific purpose, you have the right to withdraw your consent for that specific processing at any time. To withdraw your consent, please contact us as set out at the beginning of this Privacy Policy. Once we have received notification that you have withdrawn your consent, we will no longer process your information for the purpose or purposes you originally agreed to.

If you wish to make a complaint about how we are using your data, please email enquiries@thelbt.org

Where you take the view that your personal data is processed in a way that does not comply with the UK GDPR, you have a specific right to lodge a complaint with the relevant supervisory authority. The supervisory authority will then inform you of the progress and outcome of your complaint. The supervisory authority in the UK is the Information Commissioner’s Office (ICO).

If you are unhappy with how we are processing your personal data, you have the right to complaint to the ICO. You can contact them at:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113

https://ico.org.uk/concerns/