Cambridge Operatic Society takes the privacy of its members, supporters and donors most seriously. This Privacy Policy details the information we hold about you and explains how we collect, use and protect your personal data.
Please read the following policy to understand how we will treat your personal information when you interact with us. If you have any queries regarding the use of your personal data, then please contact our Data Protection Officer (whose contact information is at the bottom of this page).
We will never sell or trade your data and nor will our third-party service providers.
How do we collect information?
To provide you with the best service we can, we collect certain personal information about you. This includes when you:
- Purchase a ticket, a catering package or other merchandise item
- Make a donation or pay to become a member
- Sign up to our e-mailing list
- Apply for a position, paid or voluntary
- Audition to be in one of our productions as a performer on stage
- Contact us on one of our online platforms
- Contact us directly by telephone, electronically, post or in person with feedback about your experience with us
- Interact with us on social media
- Browse our website
What information do we collect?
Personal Data
Personal data may include your contact details such as name, address and telephone number; your contact preferences and how you would like us to contact you; details of communications with you; details of your payment transactions related to your purchases and details of your access requirements. This information enables us to conduct business with you and provide you with the best service for your needs, and to keep you informed about Cambridge Operatic Society’s productions and services.
Special Category Data
Special Category Data may be asked for in certain instances; this includes your bank details (if you set up a regular payment), ethnicity, gender identity, medical information and next of kin.
This information is available to a restricted number of staff for whom it is deemed necessary. It is used to process some transactions, or in the case of an emergency or to administrate our HR processes when you work for us.
Children’s Data
We may collect and store data for under 16s who participate in our education activities or who attend our children’s auditions. This may include Special Category Data. Where possible and when appropriate, we will attempt to obtain consent from the parent/carer of the child before collecting this data. This information is available to a restricted number of staff for whom it is deemed necessary.
How do we process your information?
How we process your data information will depend on the purposes for which it was collected.
Administration of a purchase
When you purchase tickets, memberships or other products online, in person or via telephone, we need to collect information about you to process the transaction and fulfil your order. This information may include, but is not limited to details such as your name, your address and your credit card details.
We may need to process your data in order to contact you about a cancelled event, or an amendment to your ticket order.
If you pay for a membership by direct debit, your bank details are stored as Special Category Data – access to this information is restricted to those who need these details to manage the direct debit scheme. If you make a donation and choose to make a Gift Aid declaration this will be stored against your record and your contact details shared with HMRC.
If you have registered for an accessible ticket, we store Personal Data and Special Category Data you give us about your health and your requirements and needs while you are at our venues to ensure we can make your visit as enjoyable as possible and fulfil your ticketing requirements when booking. We store the proof of disability information electronically on our local server and destroy any paper copies.
Fundraising
Cambridge Operatic Society CIO is a registered charity and we undertake vital fundraising in order to generate income necessary to allow our charity to thrive.
We may use the personal data you give us when you purchase a ticket, membership, merchandise, make a donation or join our mailing list to carry out fundraising activity. Based on the frequency of your visits and purchasing patterns, we may ask you for additional donations to support our charitable aims.
We will contact you in a variety of ways about joining us as a member and our fundraising campaigns where we have assessed that there is a legitimate interest to do so or where you have given us consent.
We may conduct further research and, from time-to-time, use trusted third-party specialists, to undertake research and wealth screening. This activity enables us to better understand your interests, anticipate your needs, and provide exceptional customer service. It helps to ensure our fundraising communications are relevant and allows us to target our resources effectively. It also allows us to raise more funds, sooner than we otherwise would and more cost-effectively.
When conducting our research, we may analyse geographic, demographic and other information relating to you, your residential locations, wealth and assets, your donations to other organisations and your career. The profiles we create will be based on our own databases as well as publicly available sources, for example, Companies House, the Electoral Register, company websites, social networks such as LinkedIn, political and property registers and news archives.
We may also carry out research using publicly available information to identify individuals who may have an affinity to our cause but with whom we are not already in touch. This may include people connected to our current major supporters, trustees or other lead volunteers. We may also use publicly available sources to carry out due diligence on donors to meet money laundering regulations.
You can opt out of your data being used for profiling and wealth screening techniques at any time.
Marketing and communication
We consider that we have a legitimate interest in furthering the charitable aims of Cambridge Operatic Society to inspire and nurture a lifelong love of the performing arts.
In order to do so we need to be able to tell people about our products and services (the work on, and off, our stage) and to raise funds by donations and sponsorships or through our community, corporate or industry activities.
From time to time, where there is a legitimate interest to do so, we may contact you about events, news and offers which we think will be of interest to you based on your recent purchase history. We define recent as a purchase made in the last five years.
We will never contact you if you have asked us not to. We do not share your personal information with third parties for marketing purposes without your permission and we will never sell or trade your data.
Our Website
When you visit our website we may automatically collect technical information about your session including the Internet Protocol (IP) address that connects your device to the internet, the type of device you use, your browser, operating system, whether you made a purchase and from where you have arrived at our site. We do not link this information to anything that identifies individuals. This information enables us to analyse how the website is used and where improvements can be made.
We use essential and non-essential cookies on our website. A cookie is a small text file of letters and numbers that gets put onto your computer when you visit a website. This allows the site to distinguish you from other users. Essential cookies are required to login or to purchase items from our website. Non-essential cookies are used to track how you use and interact with our website and for analytical purposes and to monitor the efficacy of digital advertising. Cookies are not normally linked to information that allows us to identify individuals.
How long do we keep your information?
We will only keep your personal information in accordance with data protection law for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, archival or reporting requirements. Where your information is no longer required, we will ensure it is disposed of, deleted or cached in a secure manner.
To determine the appropriate retention period for personal information, we consider the amount, nature, and sensitivity of the information, the potential risk of harm from unauthorised use or disclosure of the information, the purposes for which we process your personal information and whether we can achieve those purposes through other means, and the applicable legal requirements.
Keeping your data safe
In addition to processing data, Cambridge Operatic Society contracts external companies to supply services or process data on our behalf such as our customer relationship management system, our bulk email provider, wealth screening and insight companies.
These organisations only hold the data for the reason contracted by Cambridge Operatic Society and do not sell, share or use your data for any other purpose. We take all steps reasonably necessary to ensure that your data is treated securely and in accordance with General Data Protection Regulation (2016) and the Privacy and Electronic Communications Regulations (2003).
While most of our suppliers store data at a destination within the European Economic Area (EEA), it may be transferred outside the EEA. We, and our contractors, use strict procedures and security features to try to prevent unauthorised access to your data. All suppliers that handle financial data as part of your transactions with Cambridge Operatic Society are compliant with the Payment Card Industry Data Security Standard (PCI DSS).
We have processes in place and carry out regular reviews of who has access to data to ensure that your information is only accessible to appropriately trained staff and contractors. Special Category Data is only accessible to staff for whom it is deemed absolutely necessary.
Paper files with Personal and Special Category Data are kept to a minimum and are stored securely when not in use.
If legally required we may disclose your information to the police, regulatory bodies or legal advisors. We will only share your data in other circumstances with your consent.
Giving you control
You can ask us to stop sending you marketing information at any time by logging into your online account, by following the opt-out links on any marketing message sent to you or by contacting us any time. Our contact details are at the bottom of this page.
Where you opt out of receiving marketing information, this will not apply to personal data provided to us when you purchase a ticket or other service from us. We may still have a legitimate interest to contact you about the administration of a booking, for example if an event is cancelled.
If you opt out, it may be that we cannot provide you with certain services such as offers connected with your membership, or priority booking information.
If you wish to amend your data, or to ask us to stop using your Personal and Special Category Data for reasons other than processing your transaction, or to erase your Personal and/or Special Category Data please contact
secretary@cambridgeoperatic.co.uk
You have a right to ask for a copy of the information we hold about you. To request this please send an email to secretary@cambridgeoperatic.co.uk.
We will respond to requests within 30 days in compliance with GDPR requirements.