Terms & conditions and Privacy Policy

Blackwood Miners’ Institute is a Registered Charity which is operated by Caerphilly County Borough Council.  For the purposes of data protection legislation the Institute is a separate entity.

Contact Details:                                  01495 224425  email: bmi@caerphilly.gov.uk

Privacy Notice Name:                        Blackwood Miners’ Institute

Description of Privacy Notice:         This privacy notice explains how Blackwood Miners’ Institute will use the  personal information you provide when you book tickets, events, vouchers or facilities or consent to be part of our mailing list.

 

How we will use your information

Purpose and legal basis for using your informatio

Purpose and lawful basis for processing personal information

 

            Booking of tickets, events, vouchers or facilities

           

            Blackwood Miners’ Institute will use your personal data to administer your bookings for tickets, vouchers, events or facilities either through our website, over the phone or in person. We may use this information to notify you if anything changes in relation to your booking - for example a change in start time or if the performance is cancelled.

 

If you purchase tickets online you will receive an automated email to confirm your purchase, which acts as a receipt.

In some instances, Blackwood Miners’ Institute acts as a third party Box Office for external events and disclosure of your personal data is needed to fulfil contractual obligations. For example: in the event that tickets to an external event are left for collection at the box office, a list of ticket holder names may need to be supplied to the third party event holder so they can be collected on the door. Similarly, a list of names may be given to the third party to provide a better experience for the customer, for example: to give the third party confirmation of a booking in the event of lost tickets.

If you use our booking facilities then your personal data will be processed by Tickets.com.

 

There is a contractual obligation to process your information for this purpose, as described below:.

           

            In order for the processing of personal data to be lawful under the General Data Protection Regulations 2016, a valid condition from Article 6 of the Regulations must be identified, which is outlined below:

 

            1b. processing is necessary for the performance of a contract to which the data subject is party or in order to take steps at the request of the data subject prior to entering into a contract;

 

           Other processing of personal information

 

In certain situations Blackwood Miners’ Institute will collect and process your personal information for the following purposes:.

 

  • To send you information about your visit to the theatre, for example information about facilities.
  • To send you a post-show survey by either email or post to help us understand how we can improve the service we provide you with.
  • To contact schools and colleges about relevant upcoming performances and projects.
  • To invite funders, stakeholders and members of the theatre industry to guest nights
  • To send funders, stakeholders and public representatives information about new events, services and developments at Blackwood Miners’ Institute which are in the public interest.
  • Blackwood Miners’ Institute may use your data to manage the running of our workshops and classes, for example Caerphilly Youth Theatre, which includes contacting parents/guardians if there are changes to sessions etc.
  • Blackwood Miners’ Institute may use your data to contact you to acknowledge and thank you for donations, to acknowledge feedback that you have given, to respond to queries and to resolve disputes / complaints.
  • We may contact local businesses and groups etc. to inform them of events and special offers that we believe may be relevant. We may also contact them to ask them to display our promotional material. These contact details will be saved on spreadsheets that are separate to our booking system. The data is collected from publically available information, for example from websites.
  • To monitor and analyse visits to our website through Cookies and Google Analytics
  • To contact members of the press with invitations to press nights, press releases and story ideas and opportunities.
  • To contact you with details on how you may support our work through making a donation.
  • Blackwood Miners Institute has CCTV which is used to for security purposes. This footage is stored for thirty days and, in the event of an incident, may be shared with the police.
  • Blackwood Miners’ Institute may use anonymised data to help make our marketing communications more effective, for example area profile reports.
  • Blackwood Miners’ Institute may process additional information that you have given us to deliver a better experience or bespoke marketing materials. For example, if you provide us with access requirement.

 

We only do this if there is no overriding prejudice to you by using your personal information in this way..

The General Data Protection Regulations 2016 valid Article 6 condition that applies is outlined below:

 

            6(1)(f): the processing is necessary for the purposes of the legitimate interests pursued by the controller or by a third party, except where such interests are overridden by the interests or fundamental rights and freedoms of the data subject which require protection of personal data, in particular where the data subject is a child.

 

In relation to personal data voluntarily given through customer surveys and feedback forms, this data is used to inform future programme plans and improve services and is occasionally shared with stakeholders and is sometimes required as a condition of funders. In these instances, all data is anonymised, with no identifiable data being passed on.

 

Other Processing Activities

  • We are legally obliged to share names and ages of the participants in some events involving children to ensure we have the correct licences. 
  • We may analyse data we hold about you in order to identify and prevent fraud or if we have a legal obligation to do so.

 

The General Data Protection Regulations 2016 valid Article 6 condition that applies is outlined below:

 

            6(1)(c): processing is necessary for compliance with a legal obligation to which the controller is subject;

 

Consent to be part of our mailing lists

 

            With your consent Blackwood Miners’ Institute will use your personal data (eg name, address, e-mail address and telephone number) to keep you informed of forthcoming events and activities at the venue and will send you a copy of the season’s brochure up to four times a year listing all the productions and activities. On occasions, we may send you information leaflets, letters or e-mails about specific performances.

 

            Occasionally we may send you information on shows from similar cultural organisations which may be of interest to you but only if you have specifically consented. We will not send you publicity information from any other third party unless you have consented.

 

           If you consent to being part of our postal mailing list then your personal data will be processed by Mediascene Ltd. Blackwood Miners’ Institute has a contract / data processing agreement in place with this company in order to protect the personal information being processed.

 

            If you consent to being part of our email mailing then you consent to Blackwood Miners’ Institute using bulk email sending software (Marketmailer) for email marketing communications.

 

We are relying on your consent to process your information.

 

            In order for the processing of personal data to be lawful under the General Data Protection Regulations 2016, a valid condition from Article 6 of the Regulations must be identified, which is outlined below:

 

            1a. the data subject has given consent to the processing of his or her personal data for one or more specific purposes;

 

            You have the right to withdraw your consent at any time. If you wish to withdraw your consent please contact us.

 

Special category personal data

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 customers unless there is a clear reason for doing so, for example  we may need to collect medical information and details of next of kin for participants in our programme of classes, courses or Youth Theatre. If this is the case, we will let you know the purpose and lawful basis for processing this information.    

 

Who will have access to your information?

 

            Identity of Data Controller and Data Protection Officer

 

            The Data Controller for your information is Blackwood Miners’ Institute. The Data Protection Officer is:

 

            Ms Joanne Jones

            Corporate Information Governance Manager / Data Protection Officer

            Email: dataprotection@caerphilly.gov.uk

            Tel: 01443 864322

 

            This Data Protection Officer is shared with Caerphilly County Borough Council.

 

            Other Data Controllers may also be responsible for your information, depending on the specific circumstances. Please contact Blackwood Miners’ Institute for further information.

 

            Details of main users of your information

 

            Blackwood Miners’ Institute

 

             Details of any sharing of your information with other organisations

 

            Personal data may be shared with:

 

  • Caerphilly County Borough Council, to administer payments, and to provide support to Blackwood Miners Institute for employment, health and safety, licensing and audit purposes.

 

  • Comms XL – To review online payments. Stores credit card details but not the whole number.
  • Barclaycard – For processing payments
  • Mastercard - Payment processor for online booking Licencing Department CCBC
  • Global payments - Payment gateway for online bookings

 

 

            Details of external data processors

 Provenue Databox – A ticketing platform which processes the transaction.

            B2B – IT support suppliers for our ticketing system

            Marketmailer – Bulk emailing

 

            Requests for information

           

            All recorded information held by Caerphilly County Borough Council may be subject to requests under the Freedom of Information Act 2000, Environmental Information Regulations 2004 and Data Protection legislation.

 

            If the information you provide is subject to such a request, where possible Caerphilly County Borough Council will consult with you on its release. If you object to the release of your information we will withhold your information if the relevant legislation allows.

 

 

How long will we retain your information?

 

            Details of retention period

 

            How long Blackwood Miners’ Institute retains information is determined through statutory requirements or best practice.

           

            If you have consented to being part of our mailing list, you details will be held and used until you withdraw consent.  You are able to withdraw your consent to marketing at any time by contacting Blackwood Miners’ Institute.

 

Transactional Data and the corresponding financial information will be held for 6+1 years.

 

CCTV is stored for 30 days.

 

 

Automated decision making / profiling

 

            Details of automatic decision making / profiling

 

            Subject can choose to receive mailing for specific genres, e.g. for music events or drama events.  Profiling is only based on postcode and will be used to profile overall attendances, or attendances to certain genres of events.

 

            How decisions are made

 

            Mailing decisions are made on the subject’s preferences.

 

            Significance and consequences of automatic decision making

 

            Individuals may receive a higher than average number of communications, especially if they have chosen a number of different genres.

 

To clarify, we use area profile reports to find out about the demographics and cultural engagement in our catchment area.

 

            We segment our data. We analyse our box office data to look at trends including behavioural patterns, previous performances / genres attended, seat choices, top customers, frequency, group size, geography etc.  We use this information to inform our marketing decisions i.e. who to target for the best ROI. 

 

 

We often segment and mail / email customers based on their booking history. For example if we have a drama show coming up, we will mail / email information on that show to customers who have booked for previous drama productions, but we may also cross-reference that with other information, for example customers who have booked more than twice in the last 12 months.

 

 

Marketing

 

            Details of marketing

           

            If you have consented to your contact details being used for marketing purposes. You will / have been provided with details of the marketing Blackwood Miners’ Institute would like to carry out, together with any options such as how you would like to be contacted. You are able to withdraw your consent to marketing at any time by contacting Blackwood Miners Institute.

 

 

Your Rights (including  Complaints Procedure)

 

            Your rights under the Data Protection

 

            Data Protection gives data subjects (those who the information is about) a number of rights:

 

  • The right of subject access – Application forms for this process are available on our website: SAR Form
  • The right to be informed
  • The right of rectification
  • The right to erasure
  • The right to restrict processing
  • The right to object
  • The right to data portability
  • Rights in relation to automated decision making and profiling.

 

            Further information on your rights is available from: www.ico.org.uk

 

            To enact your rights please contact the service area detailed on the top of this form.

 

            Complaints Procedure

 

            If you are unhappy with the way that Blackwood Miners Institute has handled your request / information, you have the right of complaint. Please contact Blackwood Miners Institute as detailed at the top of this document outlining your issues.

 

            If you remain unhappy you also have a right of complaint to the Information Commissioner's Office.  Please follow this link for further information on the complaints process.

 

            www.caerphilly.gov.uk/My-Council/Data-protection-and-freedom-of-information/Questions-and-complaints