What is personal information?
Personal information is any information that can be used to identify or contact you, such as your name, phone number, email address and IP address – in technical terms, it’s “information about any identified or identifiable living person”. Protecting your privacy means ensuring that that data is not released in any publicly-available manner.
How we acquire your personal information?
We may collect and store information which you give us through any forms on our site, or in your other correspondence with us, email or otherwise. We also collect membership data via our membership form, as we are legally obliged to hold certain data on our company members for safety and insurance purposes.
We may also receive and store information automatically when you interact with our website, such as your IP address, browser type and whether you’re looking at our site on a mobile device or not. See our cookies policy for further information about how we protect your privacy regarding this data.
What personal information do we hold?
We may hold personal information regarding our members as such data is provided to us as part of the application process. This data may include details such as name, contact details, relevant medical information and next of kin. The legal basis for holding this data is to fulfill our obligations regarding member safety according to our insurance and being able to provide fully informed responses in case of an accident, injury or medical emergency that might occur during any company event. Our legitimate interest in holding this information is the on-going safety of our membership.
If complaints are made about members of our company or commitee, we will store that data in accordance with safeguarding requirements. The details of the complainant will be removed, and data of the incident and members it concerns will be destroyed 6 years after the members in question have ceased contact with the company.
When members or non-members contact the company via the email address provided we may hold data such as the email address provided, and the content of the email sent to us for the purpose of further communication. If emails have been sent regarding concerns with the committee or company members, we reserve the right to keep copies of this email for the basis of informing future committee members and safeguarding our members into the future, as stated above, we reserve the right to hold this information for a period of up to 6 years after the last instance of contact between the member in question and the committee.
We use your personal information to deliver to you services you’ve requested via the website, such as responding to contact forms you’ve submitted.
We may also use IP addresses and other such personal data to recognise you when you visit or return to this site. Tracking this anonymous data allows us to understand how users interact with our site, which helps us to improve the site’s layout, performance and delivery. Any data collected through Google Analytics is anonymised before it reaches us via the analytics platform. Google Analytics does not store any personal information about any website users. They offer a comprehensive review of their Analytics data privacy and security commitments in Google Support.
We also use your personal data to send you email and other communications such as newsletters, but only when you have requested it by subscribing to our mailing list. You may opt out from these communications at any time.
We use MailChimp as a marketing automation platform. MailChimp provides tools for you to correct, update or otherwise amend the information held on you for the purposes of receiving these communications, and also the ability to opt-out of these communications at any time. You can access these tools via the footer of any e-mail we send to you via MailChimp.
Note that opting out does not mean that your information is removed from MailChimp – this can be done either by contacting us (see ‘Data Rights’, below) or by contacting us directly.
MailChimp operates servers outside the EEA. For more information about MailChimp protects data, see section 16 at the link below.
Who holds this information?
The Peculiar Productions committee are the data controllers for Peculiar Productions. This means the committee determines the purposes for which and the manner in which any personal data provided to us by our membership is, or will be processed.
How do we protect your personal data?
We take your privacy seriously, and security. We take appropriate precautions to protect your personal data from loss, misuse, unauthorised access, alteration, disclosure and destruction.Our designated Data Protection Officer is responsible for ensuring your data is kept safe, regularly updated, and destroyed when appropriate.
Any membership data provided to us is kept in a password protected file to which only the data controllers have access. Data such as email addresses and phone numbers will be used to contact members to inform them of information they have consented to receive. Data regarding medical information will only be used in times of emergency, and will only be passed on to relevant medical personnel. Any paper copies of your personal data will be kept in a locked box, the key to which will remain in the possession of the Data Protection Officer or designate they have appointed. The box will only be opened in the event of an emergency.
Similarly, email and contact information are stored on a password protected mail server, to which only the serving committee will have access. Passwords to all data sources will be changed with every committee handover to ensure only the relevant members have access.
We will never provide your information to third parties, however, we reserve the right to share your personal information if we are ever in a situation where we are legally obliged to.
Please be aware that email and other electronic communications are not secure if they are not encrypted, and that your communications may pass through servers in a number of country jurisdictions before they reach us. We cannot accept responsibility for any loss or misuse of data that occurs as a result of this data transfer.