Millgate Arts Centre Privacy Policy

We are committed to protecting your personal information and being transparent about what information we hold about you. Using personal information allows us to develop a better understanding of our members and audience and in turn to provide you with relevant and timely information about the work that we do – both on and off stage. As a charity, it also helps us to engage with potential donors and supporters.

The purpose of this policy 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 policy explains:

What information we may collect about you

For volunteers, trustees, hirers, production participants and contractors we may collect contact details, role information, availability, training records, emergency contact details, safeguarding-related information and, where required, DBS or right-to-work information. We will only collect special category data, such as health information, where necessary and with an appropriate lawful basis and safeguard:

How we may use that information
In what situations we may disclose your details to third parties
Our use of cookies to improve your use of our website
Information about how we keep your personal information secure, how long we keep it for and your rights to be able to access it

If you have any queries about this policy, please contact the Box Office on 01457 874644 or email: members@millgateartscentre.co.uk

Who we are

Millgate Arts Centre Limited is the Data Controller for the personal data described in this policy. Data protection enquiries should be sent to members@millgateartscentre.co.uk or by post to the address at the end of this policy.

Millgate Arts Centre is a charity and is funded by audiences as well as various trusts, foundations and individual donors and supporters.

Our registered charity number in England and Wales is 111 939 4
we are also registered as a company in England and Wales under registration number 06126132

What information we may collect about you

Information we collect

We collect various types of information and in a number of ways:

Information you give us

For example when you register on our website, buy tickets or make a donation, we’ll store personal information you give us such as your name, email address, postal address and telephone number. We will also store a record of your purchases and donations. We do not store full payment card details.

Information about your interactions with us

For example, when you visit our website, we collect information about how you interact with our content and ads. When we send you a mailing we store a record of this, and in the case of emails we keep a record of which ones you have opened and which links you have clicked on.

We use social media platforms to share messages about Millgate Arts Centre events and news. Occasionally we may respond to comments and queries you make to us on these platforms. You may also see adverts from us on social media which are tailored to your interests. Depending on your settings or the privacy policies of social media and messaging services like Facebook or Twitter, you might give third parties (like Millgate Arts Centre) permission to access information from those accounts or services.

Occasionally we take photographs at events we hold. We will always make it clear that we are doing so and provide stickers to identify those who do not want their photograph used by Millgate Arts Centre.

CCTV

Our premises are monitored by Closed-Circuit Television (CCTV) systems. CCTV is installed and operated for the purposes of:

Complying with premises licensing requirements and other legal or regulatory obligations.
Preventing and detecting crime, disorder, vandalism, and anti-social behaviour.
Protecting the safety and security of volunteers, staff, performers, audience members, and visitors.
Supporting the effective management, maintenance, and security of the theatre building and its assets.

Images recorded by the CCTV system are processed in accordance with applicable data protection legislation and are only accessed by authorised individuals where necessary. Recordings are retained for up to 28 days then overwritten and may be shared with law enforcement agencies, regulatory authorities, insurers, or other authorised third parties where required by law or for the investigation of incidents.

Individuals may have rights in relation to their personal data, including CCTV images, subject to applicable legal exemptions. Requests regarding CCTV footage or personal data should be directed to the theatre’s Data Protection Contact at members@millgateartscentre.co.uk

Sensitive Personal Data

When we collect information about children, young people or adults with learning disabilities—for example, for youth productions, workshops, safeguarding activities or photography consent—we will explain how we use it in clear language. Where appropriate, we will obtain consent from a parent or guardian. We may process safeguarding information when necessary to protect individuals or meet legal or regulatory obligations.

Data Protection law recognises that certain categories of personal information are more sensitive such as health information, race, religious beliefs and political opinions. We do not usually collect this type of information about our patrons unless there is a clear reason for doing so.

Legal basis

There are three bases under which we may process your data:

Contract purposes

When you make a purchase from us or make a donation to 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 email or telephone in the case of cancellation of a show, or in the case of problems with your payment.

Legitimate organisational interests

In certain situations we collect and process your personal information 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.

Processing activity	Lawful basis
Ticket Sales & donations	Contractual / legal obligation
Service messages	Contractual / legitimate interest
Postal marketing	Legitimate interest with right to object
Email marketing	Consent or PECR soft opt in
CCTV	Legitimate interest
Gift Aid & Accounting Records	Legal obligation
Volunteer and worker administration	legitimate interests/legal obligation/consent where appropriate.

How we use your personal data

Marketing communications

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 use our legitimate organisational interests of maximising audiences, participants and supporters as the legal basis for communications by post and email. In the case of postal mailings, you may object to receiving these at any time by contacting the box office on 01457 874644 or email: members@millgateartscentre.co.uk In the case of email, we will give you an opportunity to opt out of receiving them during your first purchase with us. If you do not opt out, we will provide you with an option to unsubscribe in every email that we subsequently send you, or you can alternatively contact the box office.

We may also contact you about our work by telephone however we will always get explicit consent from you before doing this. Please bear in mind that this does not apply to telephone calls that we may need to make to you related to your purchases (as above).

As well as receiving general show information we send out under legitimate interest, you can sign up to our mailing lists.

Email and text marketing is only sent to customers and members who have opted into email marketing.

Millgate Arts Centre e-newsletter: Mailchimp delivered via audience sign up Information about Millgate Arts Centre, our activity in the community, productions, staff and upcoming events.
Millgate Members e newsletter- Wild Apricot delivered via Member and donor Information about Millgate Arts Centre, our activity in the community, productions, staff and upcoming events.
Supporting the Theatre Information on donation opportunities, fundraising events and work made possible by our donors.

We only keep data for as long as is legally or practically necessary for our business. Once this necessity has past we have a regular process of updating our records so that we do not keep information indefinitely.

You can update your communication preferences at any time by logging into your customer account on our website or by contacting the Box Office team on 01457 874644 or email: members@millgateartscentre.co.uk

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 in order to identify and prevent fraud.
In order to improve our website we may analyse information about how you use it and the content and ads that you interact with.
We have signed agreements in place with companies who process your data on our behalf to ensure that they are compliant with our privacy policy and always uphold the security of your personal data.
In all of 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.

In what situations we may disclose your details to third parties

Third parties

There are certain circumstances under which we may disclose your personal information to third parties. These are as follows:

To the subsidiaries described above when it is necessary for them to be able to provide you with products or services that you’ve requested.
To our own service providers who process data on our behalf and on our instructions examples are:
our ticketing system software provider-( Ticketsource),
Payment Processor
Website host- (Kualo)
our email marketing platform (Mailchimp)
our postal platform (Postworks)
Membership Management system (Wild Apricot)
HMRC for Gift Aid purposes, ).

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.

Where we are under a duty to disclose your personal information in order to comply with any legal obligation (for example to government bodies and law enforcement agencies).
To specific named visiting companies whose performances you have attended. In these cases we will always ask for your explicit consent before doing so.

Cookies

Cookies and Similar Technologies

Our website uses cookies and similar technologies to help provide and improve our services, enhance user experience, and support our communications and marketing activities.

What Are Cookies?

Cookies are small text files stored on your computer, tablet, or mobile device when you visit a website. They allow websites to recognise your device and remember certain information about your visit.

How We Use Cookies

We use cookies for the following purposes:

Essential Cookies These cookies are necessary for the operation of our website and enable core functionality such as website security, membership login, event bookings, and payment processing. The website may not function properly without these cookies.
Performance and Analytics Cookies These cookies help us understand how visitors use our website by collecting information such as page visits, navigation patterns, and website performance. This information is aggregated and anonymous where possible and helps us improve the website and user experience.
Email and Communication Cookies When you interact with emails sent through Mailchimp or Wild Apricot, tracking technologies may collect information such as whether an email has been opened or links have been clicked. This helps us understand the effectiveness of our communications and improve future content.
Advertising and Social Media Cookies We may use cookies and tracking technologies provided by Social Media companies e.g. Meta (Facebook and Instagram) to:
Measure the effectiveness of our advertising campaigns.
Show relevant advertisements to people who may be interested in our productions, events, or community activities.
Understand how users interact with our website after viewing our social media advertising.
Meta may collect information about your visits to our website and combine it with information held about you on its own platforms, subject to Meta’s privacy policies.

Third-Party Services

Our website and communications utilise services provided by:

Kualo (website hosting)
Wild Apricot (membership management, event bookings, website services and email communications)
Ticketsource (event bookings)
Mailchimp (email marketing and newsletters)
Meta (Facebook and Instagram advertising and analytics)

These providers may place cookies or collect information through their services in accordance with their own privacy policies.

Managing Cookies

Most web browsers allow you to control cookies through browser settings. You can usually:

View cookies stored on your device.
Delete existing cookies.
Block some or all cookies.
Set preferences for certain types of cookies.

Please note that disabling essential cookies may affect the functionality of our website.

Consent

Where required by law, we will obtain your consent before placing non-essential cookies on your device. You can withdraw or change your consent at any time through our cookie preferences settings or by adjusting your browser settings.

Further Information

If you have any questions about our use of cookies or personal data, please contact us on email: members@millgateartscentre.co.uk

Your debit and credit card information

If you use your credit or debit card to purchase from us or to make a donation, we will ensure that this is carried out securely and in accordance with the Payment Card Industry Data Security Standard (PCI-DSS). You can find more information about this standard here. We do not store full card details and never store your 3 or 4 digit security code.

Maintaining your personal information

We store your personal information for 5 years from the point of sale so that we are able to link any subsequent purchases you make back to a single unique record that we hold for you on our system. If you have not bought a ticket, made a donation or interacted with your account in 5 years, we will remove you from our contact list. For other uses see below retention periods

Record	Retention period
Ticketing / customer records	5 years
Donations & Gift Aid	7 years (HMRC)
Volunteer records	5 years
Trustee / company records	10 years
CCTV	28 days

If there are aspects of your record that are inaccurate or that you would like to remove, you can usually do this by logging in to your account through our website. Alternatively please use the contact details at the end of this policy. Any objections you make to any processing of your data will be stored against your record on our system so that we can comply with your requests.

Security of your personal information

We have 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. Where personal data is transferred outside the UK, we will ensure appropriate safeguards are in place, such as adequacy regulations, International Data Transfer Agreements or other safeguards permitted by UK GDPR.”

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.

“If you are unhappy with how we use your personal data, please contact us first. You also have the right to complain to the Information Commissioner’s Office at www.ico.org.uk or by calling 0303 123 1113.”

Please get in touch with us if you have any questions about any aspect of this privacy policy, and in particular if you would like to object to any processing of your personal information that we carry out for our legitimate organisational interests.Address: Millgate Arts Centre, Stoneswood Road, Delph Saddleworth, Oldham OL3

Phone: 01457 874644

Email: members@millgateartscentre.co.uk