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Privacy Policy

Updated May 2018

A new privacy data law (The EU General Data Protection Regulation) is being introduced into the UK in May 2018. As a result, organisations across the UK including Pavilion Dance South West are updating their privacy notices.

We won’t be changing the way that we use your personal information, but we will clearly explain how we use it and your rights in relation to the data we hold about you.

We’ll also explain how we keep your information secure and the types of information we collect. As with all new regulations and policies, this information will evolve over time.

What information is being collected on the people that Pavilion Dance South West
(PDSW) interact with?

We collect information from most of our customers when they book event tickets, classes and participation activities. This usually includes your name, address, phone number and often email address. Within our class and participation activity settings, we sometimes collect relevant information related to the participants’ medical wellbeing. We also collect information about people we regularly work with within the arts sector as part of our regular interaction with them.

Who is collecting this information?

Ticket and events information along with data related to classes are collected by our front of house bookings team here at PDSW. Online transactions arrive through the PDSW website and are passed to our ticketing system supplier Spektrix for processing. Information surrounding our professional and industry engagement work is collated by our engagement and programming teams.

How is it collected?

All of our customer and engagement data is stored on Spektrix. This is primarily the system used to process ticketing transactions and make intelligent decisions around marketing. We also have business critical systems that hold a limited amount of data such as SAGE which may hold some of our customers’ financial processing information for invoicing etc.

Why is it being collected?

All of our customer and engagement data is stored on Spektrix. This is primarily the system used to process ticketing transactions and make intelligent decisions around marketing. We also have business critical systems that hold a limited amount of data such as SAGE which may hold some of our customers’ financial processing information for invoicing etc.

We ask for customer details when processing transactions for four standard reasons –

1) If an event was to cancel, we are then able to notify the customer as soon as possible.
2) If the customer loses their ticket, we can safely replace it and eliminate duplicates.
3) If a customer pays by card, the card issuer may issue a fraud check against the card details. This assists both PDSW and the customer by limiting fraudulent card use.
4) The data helps us to make informed decisions about when we can and cannot contact our customers in the future and by what method. This is based on questions that have been or will be asked either by our team or automatically by our system.

Our data on engagement and programming professional contacts is collected and maintained in order to create a two way dialogue between ourselves and the industry within which we exist.

How will it be used?

As a customer of PDSW, your data may be used under a variety of circumstances –

  • As a current ticket holder, we may contact you with a customer service update about your event. This information would be directly linked to that specific experience.
  • As a recent attender of an event or class, we may from time to time contact you about events that we think you might be interested in. We will contact you with this information if you have said Yes to this or not opted out of contact from us. At every contact, you will have the opportunity to opt out of further contact.
  • We may use your anonymised address data for analytical purposes. As an example, we may want to find out what percentage of our customers travelled more than three miles to see a show at PDSW last year or for reporting statistics to our funders.
  • Our engagement, management and programming teams may contact their professional and industry contacts or partners from our database about forthcoming events, about networking and professional opportunities or about operational matters. Using Spektrix, we can record the contact preferences of all of our industry contacts.

Who will it be shared with?

We will only share your data with organisations that you have chosen to share your data
with. There are three options for sharing –

  1. Your data will not be shared with other organisations.
  2. You have consented to share your data with companies that we think are relevant to your experience with us.
  3. You have consented to share your data with a specific company or companies whose show you have booked to watch.

Your sharing preferences can be managed by logging into your customer account at www.pdsw.org.uk or by calling our box office team on (01202) 203630. They can be changed at any point by yourself.

What will be the effect of this on you as an individual?

The new GDPR regulations will not change the way in which PDSW uses your data specifically but it presents us with the opportunity to explain clearly how we process your data and to ensure we are following best practice.

What can I do next?

You may wish to log into your customer account via our website and check your contact preferences are set the way that you would wish them to be. They are yours to set.

Alternatively, there are number of ways to react to our actions as they occur –

If you receive an email from us and no longer wish to receive contact, please click unsubscribe.

If you receive post from us and no longer wish to, please email info@pdsw.org.uk or give us a quick call on (01202) 203630.

You may also wish to have your personal details removed from our database if you no longer have any active purchases with us. This will remove your name, address, email and phone details until you next book online or choose to book in advance over the phone. Please send an email to info@pdsw.org.uk if you wish to be removed, or give us a call on (01202) 203630.

If you have any have further questions about the way that PDSW is managing your data or how GDPR might impact this, please email info@pdsw.org.uk

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