This statement will tell you in a clear, straightforward way what data Scottish Ensemble (SE) holds about you, how we store and process this data, how we keep it safe, and how you can opt-out at any time.
Scottish Ensemble values the privacy of its audience members very highly and is committed to the responsible use and storage of your data, complying with all UK data protection legislation and requirements. If you have any further questions, please don’t hesitate to get in touch with us using the details below.
It’s likely that we’ll need to update this Privacy Notice from time to time. We’ll notify you of any significant changes, but you’re welcome to come back and check it whenever you wish.
2. Opting Out
You can opt-out of SE storing or processing your data at any time. We will remind you of this every time we contact you. There are a number of ways to opt out:
Speak to a member of the office team directly by dialling 0141 332 4747
Write to us at:
Centre for Contemporary Arts
350 Sauchiehall Street
G2 3JD 3.
3. The Legal Stuff
SE holds your data either with your Explicit Consent – i.e. if you have given us explicit permission to by opting-in to a service – or by assuming Legitimate Interest – i.e. if you have purchased a ticket to an SE event or donated to us in the past, we reasonably assume that you will be interested in finding out about future SE events or donating again soon.
4. When does SE Hold Data About You?
SE may hold your data if you have:
- Opted-in to be on our mailing lists
- Purchased a ticket to one of our events
- Made a donation to Scottish Ensemble
- Interacted with Scottish Ensemble on social media
- Emailed us, called us on the phone, or written us a letter
- Completed one of our surveys
- Given a third party permission to share with us the information they hold about you (i.e. a Box Office).
5. How and Why We Use Your Data
We use your data because we want to give you the best possible experience of Scottish Ensemble. We do this by keeping our audiences informed about our work, and by informing ourselves about our audiences.
The following sections explain the different services we can provide with your data, and the data we hold about you in each instance.
6. When You’re on Our Database and/or Mailing List(s)
If you are on our database (run using encrypted ThankQ software, provided by The Access Group), physical mailing list (processed by Advanced Mailing Solutions) or our digital emailing list (run using MailChimp), we may hold your:
- Email Address
- Landline Number
- Mobile Number
- Which location you prefer to hear about SE shows in
When you’re on our database or mailing list(s) we will use this information to:
- Provide you with letters and flyers with news of upcoming SE concerts in the city in which you live (or have notified us you would like to hear about)
- Send you emails with a the latest news from Scottish Ensemble and occasionally our affiliates (other arts organisations we think you might be interested in because you like our work)
- Send you SE’s new season brochure when it launches (annually in May)
- Conduct audience analyses using your postcode (conducted by SE staff or third-party companies if you have opted-in to allow us to do so). These analyses help the SE management team understand our audience and influence our marketing decisions (i.e. where to display posters, where to target online advertisements)
7. When You Make A Donation or are a Strings Attached Member
If you make a donation or join our Strings Attached membership scheme, Scottish Ensemble will hold the data outlined above and use it for the aforementioned purposes. In addition, SE will also:
- Keep a record of the amount, method and date of your donation
- Record what level of membership you hold (if any, i.e. Friend, Fellow, Associate, Partner or SE Circle)
- Record if your donation is eligible for Gift Aid. If your donation is eligible for Gift Aid, your full name, house number and postcode will be submitted to HMRC in our annual Gift Aid claim, in compliance with UK law
- If you wish us to do so, we will display your name where we thank our donors (in printed programmes, our annual season brochure, and our website online. You can choose to remain anonymous if you wish.)
- Write to you with invitations to our exclusive Strings Attached events
- Write to you to thank you for further donations
- Write to you one month before your membership expires, one month after, and one month following that to let you know how you can renew
8. When You Buy a Ticket
If you buy a ticket from one of our Box Offices (Glasgow Life, The Queen’s Hall, Aberdeen Performing Arts, Eden Court, Horsecross Arts, Wigmore Hall, King’s Place, The Caird Hall), you will be asked if you want your personal information to be shared with SE.
If you opt-in to this, we will receive your name, surname, address, postcode, email address. If you opt-in, this information will then be added to our database to provide you with physical and electronic updates about upcoming SE performances as detailed above in Section 6.
If you purchase a ticket through EventBrite or PayPal, we will also receive a limited amount of information about you (name, postcode, email address – SE will never receive your payment methods from these channels).
9. When You Complete a Survey
To better understand our audiences and their reactions to our work, SE regularly sends physical and electronic surveys to audience members. These are conducted on paper or using online services SurveyMonkey or Google Forms. These surveys are entirely optional.
If you do choose to complete a survey, SE will store your survey response securely in its office, or on its private server. Comments may be shared with the SE Board, or with funders when they request feedback.
10. When you visit our website
Information our website automatically collects about you. With regard to each of your visits to our website we may automatically collect information including the following:
- technical information, including a truncated and anonymised version of your Internet protocol (IP) address, browser type and version, operating system and platform;
- anonymised information about your visit, including what pages you visit, how long you are on the site, how you got to the site (including date and time); page response times, length of visit, what you click on, documents downloaded and download errors.
Embedded content from other websites
Articles on this site may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.
Third party links
Our site may, from time to time, contain links to and from the third party websites. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to these websites.
How we may use the information we collect
We use the information in the following ways:
Information you supply to us. We will use this information:
- to provide you with information and/or services that you request from us;
Information we automatically collect about you.
We will use this information:
- to improve our site to ensure that content is presented in the most effective manner for you and for your computer;
- security and debugging as part of our efforts to keep our site safe and secure.
This information is collected anonymously and is not linked to information that identifies you as an individual.
SE sometimes takes photographs and videos at its events, which occasionally feature members of our audience. If this applies, you will be asked to sign a written release that SE may use you in the footage. Footage will then likely be shared online (Vimeo, Facebook, YouTube, Twitter) and may be used by other venues/promoters with whom SE is working.
12. How Your Data Is Stored (and Where)
This data will be stored securely on a password-protected and encrypted database on SE’s private server. Backups are made regularly to physical hard disks, kept in a locked safe in SE’s secure office in Glasgow.
13. How Long Your Data Will Be Stored For
Your data will not be stored longer than is necessary. If you tell us you no longer wish us to process your data, we will stop immediately.
14. Who Has Access To Your Data
SE office staff will have access to your data. All SE staff are expected to be compliant with SE’s Data Policy.
Because your information is stored on our servers, occasionally SE’s Third Party IT suppliers will have access to these servers. These companies (Euro Systems and ThankQ/The Access Group are themselves fully compliant with the latest Data Protection Laws and will not use your data for any purpose.)
Very occasionally, SE will work with a third-party to better analyse and understand our audiences. If this is the case, this Third-Party would receive your data to analyse, but would not share it or use it for marketing. This kind of work is covered by our legitimate interest to provide the best possible service, but if you would prefer that we didn’t pass on your data to Third Parties for this kind of private analysis, you can contact us to let us know.
If you’ve signed up to our postal mailing list your data will be transferred to our mailing house, Advanced Mailing Solutions, who are fully compliant with the latest Data Protection Laws and will not use your data for any purpose.
We do not rent, sell or share personal information about you with people or non-affiliated companies.
15. Your Rights
Under EU and UK law you have the right to request:
- Access to the personal data we hold about you
- The correction of your personal data when incorrect, out of date or incomplete.
- That we stop using your personal data for direct marketing (either through specific channels, or all channels).
To request or update your information please write to: email@example.com, or Scottish Ensemble, Centre for Contemporary Arts, 350 Sauchiehall Street, Glasgow, G2 3JD.
Your Right to Withdraw Consent
Whenever you have given us your consent to use your personal data, you have the right to change your mind at any time and withdraw that consent.
Where We Rely on our Legitimate Interest
In cases where we are processing your personal data on the basis of our legitimate interest, you can ask us to stop for reasons connected to your individual situation. We must then do so unless we believe we have a legitimate overriding reason to continue processing your personal data.
You have the right to stop the use of your personal data for direct marketing activity through all channels, or selected channels. We must always comply with your request.
Checking your Identity
To protect the confidentiality of your information, we will ask you to verify your identity before proceeding with any request you make under this Privacy Notice.
If you have authorised a third party to submit a request on your behalf, we will ask them to prove they have your permission to act.
Contacting the Regulator
If you feel that your data has not been handled correctly, or you are unhappy with our response to any requests you have made to us regarding the use of your personal data, you have the right to lodge a complaint with the Information Commissioner’s Office.
You can contact them by calling 0303 123 1113, or go online to www.ico.org.uk/concerns
We hope this Privacy Notice has been helpful in explaining the way we handle your personal data and your rights to control it.
If you have any questions that haven’t been covered, please contact our staff who will be pleased to help you:
Centre for Contemporary Arts
350 Sauchiehall Street