You have a legal right to be informed about how The Stoller Hall and Chetham’s uses any personal information that we hold about you. To comply with this, we provide a ‘privacy notice’ to you about how we process your personal data.
This notice explains how we collect, store and use your personal data.
We, Chetham’s Trading and Chetham’s School of Music, Long Millgate, Manchester, M3 1SB, (0161 838 7200) are the ‘data controller’ for the purposes of data protection law.
Our data protection officer is Mr. Runswick-Cole, dpo@chethams.com.
The personal data we hold
We hold some personal information about you to make sure we can contact you and ensure that we send you the most appropriate information. If you don’t give us contact details we will not be able to alert you should there be a change in the performance times or to update you on how your donation has been spent.
Personal information that we may collect, use, store and share (when appropriate) about you includes, but is not restricted to:
We may also collect, use, store and share (when appropriate) information about you that falls into “special categories” of more sensitive personal data. This includes, but is not restricted to:
Why we use this data (purposes)
We use the data listed above to:
Use of your personal data for marketing purposes
Where you have given us consent to do so, we may send you messages by email or post promoting The Stoller Hall and Chetham’s events, that you might be interested in.
You can take back this consent or ‘opt out’ of receiving these emails and / or texts at any time by clicking on the ‘Unsubscribe’ link at the bottom of any such communication, or by contacting us at BoxOffice@Chethams.com.
Use of your personal data in automated decision making and profiling
We don’t currently put your personal information through any automated decision making or profiling process. This means we don’t make decisions about you using only computers without any human involvement.
If this changes in the future, we will update this notice in order to explain the processing to you, including your right to object to it.
We will only collect and use your information when the law allows us to. We need to establish a ‘lawful basis’ to do this.
Lawful bases for processing your personal information
Our lawful bases for processing your personal information for the reasons listed above are for the purposes of:
o Keeping you safe and well
o Keeping others safe and well
o To carry out our business as an Arts venue provider
o To carry out the terms of our contract with you
o To tailor communications to specific groups to match them with specific events in line with our charitable purposes
o To acknowledge donations
Where you’ve provided us with consent to use your information, you may take back this consent at any time. We’ll make this clear when requesting your consent, and explain how you’d go about withdrawing consent if you want to.
Our basis for using special category data
For ‘special category’ data (more sensitive personal information), we only collect and use it when we have both a lawful basis, as set out above, and one of the following conditions for processing as set out in data protection law:
For criminal offence data, we will only collect and use it when we have both a lawful basis, as set out above, and a condition for processing as set out in data protection law. Conditions include:
Collecting this data
While most of the information we collect about you is mandatory, there is some information that can be provided voluntarily.
Whenever we want to collect information from you, we make it clear if you have to give us this information (and if so, what the possible consequences are of not doing that), or if you have a choice.
Most of the data we hold about you will come from you, but we may also hold data about you from:
How we store this data
We keep personal information about you while you have an active interest in the Stoller Hall. We may also keep it beyond this time if necessary, such as to carry out our statutory safeguarding and data protection duties. Chetham’s data storage systems are designed to minimise the amount of data collected, used and stored. The systems are also designed to keep your data as safe as possible. Any data you submit in digital or physical form including video or audio recordings will be retained, secured and disposed of in accordance with the terms of our Data Protection (Privacy) Policy which has regard to the General Data Protection Regulation (GDPR) (2016) and the UK Data Protection Act (2018). W Our record retention schedule sets out how long we would normally keep information:
| Type of data | Retention: Year of contact + X years |
| Audience and Performers | |
| Mailing List details | For fundraising purposes, 3 years. |
| Ticketing and Communications | Spektrix for 7 years after your last financial transaction, or 3 years after your last interaction (e.g. clicking an email link) whichever is the longest. |
| Postal Mailings | |
| Credit Card details | Never stored, unless you choose to save directly with Spektrix. |
| Donor information | Spektrix in perpetuity 3 years since last donation |
| Promoter / client | Seven years |
We have security measures in place on our own systems to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed.
We’ll delete or dispose of your personal data securely when we no longer need it.
Who we share data with
We don’t share information about you with any third party without your consent unless the law and our policies allow us to do so.
Where it’s legally required, or necessary (and it complies with data protection law), we may share personal information about you with:
Transferring data internationally
We will follow European Commission and UK GDPR adequate data safeguarding decisions about international organisations. We may share personal information about you with the following international third parties outside of the European Economic Area, where different data protection law applies:
If we need to share your data with an overseas client or third party agent then we will ask for your explicit permission to transfer your data to them for the purposes of securing your booking or confirming other event details.
We may also seek their reassurances that their data protection policies and practice follow ICO guidelines and data protection law. If we undertake such safeguarding arrangements, we will keep a copy which you can request by contacting us.
Your Rights
How to access personal information that we hold about you
You have a right to make a ‘subject access request’ to gain access to personal information that we hold about you.
If you make a subject access request, and if we do hold information about you, we can (unless there’s a really good reason why we shouldn’t such as safeguarding):
You may also have the right for your personal information to be shared with another organisation in certain circumstances but we would need your authorisation.
If you would like to make a request, please contact us (see ‘Contact us’ below).
Your other rights regarding your data
Under data protection law, you have certain rights regarding how your personal information is used and kept safe. For example, you have the right to:
To exercise any of these rights, please contact us at dpo@chethams.com.
Complaints
We take any complaints about our collection and use of personal information very seriously.
If you think that our collection or use of personal information is unfair, misleading or inappropriate, or have any other concerns about our data processing, please let us know first.
Alternatively, you can make a complaint to the Information Commissioner’s Office:
Please contact us at:
Email: BoxOffice@Chethams.com
Telephone: 0333 130 0967
Post: Box Office, Chetham’s School of Music, Long Millgate, Manchester M3 1SB
If you have any questions, concerns or would like more information about anything mentioned in this privacy notice, please contact our data protection officer:
Mr J Runswick-Cole
01618387200 extn 122
If you wish to anonymise your donations please contact:
Resources
View Spektrix’s privacy policy
View DotDigital’s privacy policy
