Privacy and GDPR Policy

Exmouth Musical Theatre Company is committed to protecting personal information. This policy relates to our use of any personal information we collect from you as a follower, member, supporter or trustee of the Society.

Data Collection

 

Website Visitors

Our website may use cookies to help your experience on the website. However we hold no information directly ourselves based on this about you.

Company Members

We hold name, contact phone number, email address and home address for all our members. This personal information we collect from you when you become a Member or Supporter of the Society. Members pay a membership fee and Supporters are individuals who are involved in supporting the activities of the Society. This involvement includes (but is not limited to) scenery construction, costumes, properties, publicity, front of house arrangements, stage management, sound, lighting, direction, choreography, music and orchestra. Also, subscription dates paid. We do not hold standing order details as members setup their own payments. We may also take your photograph and ask you for your biography. 

We will use your information to send you newsletters, letters or emails to give you details of General Meetings, Shows, Rehearsals, Production Meetings and similar events that are likely to be of interest to you. Your name, and possibly photograph and biography, may appear in our show Programmes and newsletters. Your information may also be shared with our committee members (who are our Society’s Trustees). This use is in our ‘Legitimate Interest’. You will be aware that our show programmes are public documents and that our newsletters are shared amongst our membership and with our supporters. We will not share your information with other third parties without your consent. 

We will keep your information indefinitely after you remain an active member or supporter of EMCo. We keep your information because you may resume your connection with EMCo and take part again in our activities. However, you can ask us to remove your personal information from our records at any time and we will do so and stop sending you any further newsletters.

Company Supporters

We hold name, contact phone number, email address and home address for all our members. This is retained for the purposes of communication in the general running of the society. We do not hold account details or other financial information about our supporters. Supporters may also include lapsed members, as such members normally wish to remain in contact with the society and may wish to renew their membership at a future date, in line with our constitution.

We will use your information to tell you about our forthcoming shows and similar events that are likely to be of interest to you. This is called ‘Legitimate Interest’. We will not share your information with third parties without your consent

Please let us know if your information changes as it is important that the information we hold about you is accurate and up to date. You are on our mailing list because you have been to one of our productions or have expressed an interest in them. Circulating information to you is a necessary part of promoting our productions but you can ask us to stop sending you this information and remove your details from our files at any time. You have the right to request a copy of all the personal information we hold about you in a Subject Access Request. To do this, simply contact us at the address below We will take reasonable steps to confirm your identity before providing you with details of any personal information we may hold about you.

Trustees

We hold the date of birth and home address of Trustees as this a requirement when lodging our annual report with the Charity Commission. 

Your name will appear in our Report and Accounts which are filed with the Charity Commission and Companies House. We will use your information to inform you of Committee Meetings and your name will appear in the minutes of these Meetings and in the minutes of General Meetings.

Security

We put in place reasonable security measures to protect against any unauthorised access or damage to, or disclosure or loss of, your information. This is achieved through a range of modern cloud-based electronic data storage solutions.

Your Rights

Please let us know if your information changes as it is important that the personal information we hold about you is accurate and up to date. We will keep your information as a supporter/member/trustee until you inform us that you no longer wish to be (in line with the company constitution) but you will be aware that your name may appear on our Report and Accounts which is a public document.

You have the right to request a copy of all the personal information we hold about you in a Subject Access Request. To do this, simply write to us at the address below. We will take all reasonable steps to confirm your identity before providing you with details of any personal information we may hold about you.

Changes to Our Policies and Practices

Changes to this Privacy Policy We may amend this Privacy Policy from time to time; for example, to keep it up to date or to comply with legal requirements. If there will be any significant changes made to the use of your personal information in a  manner different from that stated, we will seek your permission first.  

How to contact us

For any questions or concerns relating to this Privacy Policy or our data protection practices, or to make a Subject Access Request, please contact us in one of these ways: