Privacy Policy | Collective Encounters

Collective Encounters (“we”) promise to respect any personal data you share with us, or that we get from other organisations and keep it safe. We aim to be clear when we collect your data and not do anything you wouldn’t reasonably expect.

Developing a better understanding of our audience and participants through their personal data allows us to make better strategic decisions, and fundraise more efficiently.

Our communications include information about out latest events, achievements, campaigns and initiatives. If you would like to receive communications you can sign up by

Visiting collective-encounters.org.uk
Calling 0151 345 6266
Emailing admin@collective-encounters.org.uk

We collect information when you give it to us directly.

You may give us your information in order to sign up for one of our events, attend a workshop, tell us your story, make a donation, purchase our services or communicate with us.

We collect this information in the following ways:

Participants

If you take part in one of our workshops we will ask you to complete a membership form. This information will include

Your name
Your contact details
Your date or year of birth
Address
Email
Emergency contact/next of kin
Details of any allergies and/or medical conditions
How you identify in terms of your gender, sexuality, disability, and class
How you define your ethnicity

Where it is appropriate we may also ask for:

Information relating to why you are taking part
How you heard about our work

We will mainly use your data to:

Record how, when and why you are taking part in our activities
Administer your participation and report it to those funding our work
Where appropriate register your participation with an awarding body
Ensure we know how best to contact you
Understand how to improve what we do
Gain your consent for taking photographs, audio or film of your participation
Contact you about future events, information about the company and opportunities to take part.

Once you enter your details onto a of membership form:

Enter the information on to 1/ a membership database and 2/ an online marketing platform. Both of these are password protected.
Register your attendance at further sessions and input this onto the database

Attendees

If you attend an event (this could be a performance, workshop or a training event) you may be asked to complete a form to confirm your attendance, or whilst at the event an audience-profiling questionnaire. This information will include

Your name
Your contact details
Address
Email
Information relating to how frequently you take part or attend theatre events
How you heard about our work
Whether you would like to ’opt in’ to receive further information on our events, work and opportunities.

In the event you ‘opt in’ once you enter your details onto an audience-profiling questionnaire, we will:

Enter the information on an online marketing platform. This is password protected and uses 3PA.
Register your attendance at further sessions and input this onto the secure database.

E-Stakeholders

We define e-stakeholders as individuals who have communication with Collective Encounters’ workers or volunteers. This could be a volunteer, programme partner, funder, local councillor, union representative, supplier, contractor, or an employee. In the event you have email communications with a Collective Encounters’ worker or volunteer you will be automatically ‘opted in’ to our e-mailing list.

You will be informed of this is going to happen via a footer that will be present at the bottom of each email. Included in this text will be information on

How to ‘opt out’ or see information held
Where to find our Privacy Policy.

Your consent will be implied based on your legitimate interest in the organisation. This information will include:

Your name
Your contact details
Email
The nature of your interest

This data will

We will then contact you with information about our latest events, achievements, campaigns and initiatives. We do not sell or share personal details to third parties for the purposes of marketing.

Workers: Volunteers, Associates and Staff

If you are engaged as a worker (whether this be paid or unpaid) we will collect data about you such as name, contact details, address, email, emergency contacts, and other information. We have a right to see this information at any point and you also have a right to be forgotten. We will hold this data about you for at least six months after you have stopped working for the organisation.

We will collect optional demographic data about you to help us monitor the diversity of our workforce and to hold ourselves accountable against the aims in our Equality, Diversity and Inclusion Policy and associated action plans. Anonymised versions of this data may be shared with our funders and other stakeholders. We will hold this data in an anonymised form for up to 5 years, but any identifying information will be deleted from our records within 12 months after you have stopped working for the organisation.

We will also add your details to our email marketing platform and contact you with information about our latest events, achievements, campaigns and initiatives.

Sharing Your Story

Some people choose to tell us about their experiences to help further our work. They may take on a role as an Arts Ambassador or Volunteer, attend our focus groups or sit on our committees. This may include them sharing sensitive information related to their health and family life in addition to their biographical and contact information.

We use some of the information provided, including gender, ethnicity or the type of experience people have to target opportunities to get involved. We will also monitor the types of people who are involved to ensure that the views we hear are representative of all people we work with.

If we have the explicit and informed consent of the individuals, or their parent or guardian if they are under 18, this information may be made public by us at events, in materials promoting our campaigning and fundraising work, or in documents such as our annual report.

Children’s Data

We collect and manage information from children, and aim to manage it in a way which is appropriate to the age of the child. Information is collected when children attend our events or take part in our work.

We will seek consent from a parent or carer before collecting information about children. Our events have specific rules about whether children can participate, and we‘ll make sure advertising for those events is age appropriate.

Any data pertaining to children is classified as ‘sensitive data’ and is subject to access control measures that are outlined in the company’s Information Security Policy.

How is the Data Protected?

We ensure that there are appropriate technical controls in place to protect your personal details.

We undertake regular reviews of who has access to information that we hold to ensure that your information is only accessible by appropriately trained staff, and volunteers. We train all those involved in administering or collecting data on how to do so in line with our policy, statutory guidance and good practice.

We will only ever share your data in other circumstances if we have your explicit and informed consent.

Collective Encounters Data Protection Policy refers to our commitment to treat information of employees, participants, stakeholders, and other interested parties with the utmost care and confidentiality. With this policy, we ensure that we gather, store, and handle data fairly, transparently, and with respect towards individual rights, in compliance with the Data Protection Act 2018 and UK GDPR.

What can you do?

We really appreciate it if you let us know if your contact details change.

You have a right to ask us to stop processing your personal data, and if it’s not necessary for the purpose you provided it to us for (e.g. processing your donation or registering you for an event) we will do so.

You have a right to ask for a copy of the information we hold about you. If there are any discrepancies in the information we provide, please let us know and we will correct them.

We may change this Privacy Policy from time to time. If we make any significant changes in the way we treat your personal information we will make this clear via our website or by contacting you directly.