Devil You Know treats the handling of personal data seriously. As such we have created a Privacy & Data Protection Policy, to ensure everyone in our workplace knows how to handle the personal data we receive from individuals and details how Devil You Know Theatre Company will treat personal data after it has been collected by us.
Information about individuals is held by Devil You Know Theatre Company with the right of subject access, allowing any individual access to the information held about them.
Contact us at:
Devil You Know Theatre Company LTD
239 Manhattan Building
60 Fairfield Road
London E3 2UG
1) DATA WE MAY COLLECT
You will be asked for personal information when you register, make an enquiry, make a donation or order products and services from us, apply for or accept a job or opportunity or participate in an outreach programme or workshop.
When you buy from us
We will retain your name, date of birth, contact details and contact preferences when you make a purchase from our box office or otherwise buy products from us. We will keep a record of your bank or credit card details used to make the purchase, but only temporarily and solely to process your transaction.
When you make a donation or otherwise provide us with your information
We will record details when you sign up to our mailing list or make a donation. Where you make a donation, we will keep a record of the details of the gift (amount, date, purpose) and your Gift Aid status. We may also ask you to provide details about your current interests and activities, and the details of your family and spouse/partner details where appropriate.
We are committed to fundraising best practice and abide by the Fundraising Regulator’s key principles and behaviours of a fundraising organisation: to be legal, open, honest and respectful. We undertake to comply with relevant law and regulations, including the Proceeds of Crime Act, Data Protection, Tax and Gift Aid legislation and Charity Commission guidance.
When you use our website
We log your Internet Protocol (IP) address, in order to receive and send information from and to you over the internet.
Special categories of personal data
Special categories data is personal data that is more sensitive and therefore needs more protection, such as information about health and biometric data, race, religious or philiosophical beliefs, sex life, sexual orientation, trade union membership and political opinions. We will only process this type of data:
in limited circumstances, with your explicit written consent
where we need to carry out our legal obligations or exercise rights in connection with employment
where it is needed for reasons of substantial public interest, such as for equal opportunities monitoring
where it is needed in relation to legal claims or where it is needed to protect your interests (or someone else's interests) and you are not capable of giving your consent
where you have already made the information public
when required by our Arts Council England NPO funding. The information provided in this instance will always be anonymised. This initiative builds an aggregate picture of local and national audiences across all Arts Council England National Portfolio Organisations.Their tools allow us to understand how our audience in a local and national context and helps us to identify new audience opportunities
If you are an applicant or an employee, we will collect special categories of information about your race, ethnicity, religious or philosophical beliefs and sexual orientation for the purpose of our diversity and equal opportunities records (on the basis that it is needed for reasons of substantial public interest, for equal opportunities monitoring).
Through surveys, with your explicit consent, we may collect special categories of information such as your race, ethnicity, religious or philiosophical beliefs, and sexual orientation. This allows us to understand how our audience in a local and national context and helps us to identify new audience opportunities.
When you provide us information in relation to an event that you are attending with us, we may ask you about your access requirements and dietary preferences.
2) WHAT WE USE YOUR DATA FOR
Depending on the preferences you have indicated and your relationship with Devil You Know Theatre Company LTD we will use the personal information you have provided in the following instances:
To carry out our business and to provide a service or carry out a contract with you
To fulfil ticket and donation requests
To invite you to events or book corporate workshops as per your sponsorship benefits
Provide the best possible customer services and to help us with internal administration
Contact you with important information relating to your booking or purchase, such as confirming your order, reminding you of an upcoming performance you’ve booked for or letting you know about cast changes or information that may affect your visit
Where we have your consent to
Capture access requirements in order to ensure you have an enjoyable experience attending our productions
Capture personally identifiable information through our post show surveys
Take pictures of you as a participant on a project
Share your details with other arts organisations who have co-produced work you may have seen at or in collaboration with Devil You Know Theatre Company LTD. These organisations should contact you to let you know how they collected your data and to check that you’re happy to hear from them. You will always be able to opt out of their communications by contacting them directly
Where we have a legal obligation to
Detect and reduce fraud and credit risk
Where we have legitimate interest to
Send you updates via email about what’s on, ticket or membership offers, and news
Email you about a specific topic you’ve requested to hear more on such as specific productions, our community work or opportunities to support our work
Learn about your interests and preferences so that we can contact you with information that is relevant to you
Help us target our marketing and development communications and adverts so that they’re more relevant to you
Send relevant invitations to events, press night or other fundraising opportunities via post or phone if we believe this would be of interest
Use your pseudonymised details to show you advertising on such Social Media platforms as Facebook and Instagram or via other third party advertising that may appear on other websites you use. The information shared with these platforms is pseudonymised to protect your personal data
Classify our audience into groups or segments, using booking and publicly available information. These segments help us to understand our audience better and ensure we’re sending relevant messages to each group. We may use third party processors to help achieve this. We also submit these anonymously as part of reporting to fundraising and public funding bodies (such as Arts Council England)
Measure and understand how our audiences respond to a variety of marketing activity so we can ensure our activity is well targeted, relevant and effective
Analyse and continually improve the services we offer including our artistic output, our website and our other products
Ensure we are maximising our ticket sales wherever possible
Enable us to fundraise effectively because we are a charity
Building an understanding of audiences, members and supporters and improving communication
We use various techniques including market research and audience profiling techniques to help us understand our audiences, customers, donors and potential supporters. This includes gathering information from you as well as publicly available resources to give an insight into your interests and inclination to attend Devil You Know Theatre Company Events.
We do this because it allows us to understand our audience members and the people who support us, and helps us to send appropriate communications and make appropriate requests to those who may be able and interested in attending or giving more than they already do.
When building a profile we may analyse geographic, demographic and other information relating to you in order to better understand your interests and preferences in order to contact you with the most relevant communications.
Opting into and out of marketing and other fundraising communication
With your consent, we will contact you to let you know about upcoming events, updates on our plans and progress we are making, and to ask you to make a donation or give other types of support. Occasionally, we may include information from our partner organisations or organisations who support us in these communications.
We make it easy for you to tell us how you want us to communicate, in a way that suits you. Our forms have clear marketing and we include information on how to opt out when we send you marketing. If you don’t want to hear from us, that’s fine. Just let us know when you provide us with your information or change your preferences at any time by contacting firstname.lastname@example.org
3) WHO WE MIGHT SHARE YOUR PERSONAL DATA WITH
Your personal information might be passed to a third party if they need it to fulfil your order(s) for our services, to execute the communications we send to you, to process a donation, or where you have otherwise consented to being contacted by selected third parties, such as artistic partners and associates. We do comprehensive checks on these companies before we work with them, and put a contract in place that sets out our expectations and requirements, especially regarding how they manage the personal information they have collected or have access to.
Examples of the data we share and who we share it with include:
Name on card, credit card number, billing address, CVV, amount of transaction and order number with Sagepay in order to process credit card transactions
Name and email address with dotmailer in order to produce e-marketing campaigns and pre & post show emails
Named third party organisations if you ticked the relevant opt-in box when you purchased tickets. In these instances, we may supply your personal information to that specific organisation only. We will only supply full name, email address and postal address in these data shares and only with your consent
Other organisations such as competition organisers if you choose to take part in such activities that need administration by third parties and you choose to opt in for contact from those organisations. We will only supply full name and email address in these data shares and only with your consent
Third party advertisers (such as Facebook or Google) to help us identify customers similar to our audience or to serve adverts they deem relevant to you on third party websites. The information shared with these advertisers is pseudonymised to protect your personal data
Where required to do so (for example, if required to do so by the ‘know your donor’ principles under charity law or a court order), or when requested by the police or a regulatory or government authority investigating illegal activities
Whenever we transfer your personal data out of the EEA, we ensure a similar degree of protection is afforded to it by ensuring at least one of the following transfer solutions are implemented:
(a) We will only transfer your personal data to countries that have been deemed to provide an adequate level of protection for personal data by the European Commission. For further details, see European Commission: Adequacy of the protection of personal data in non-EU countries;
(b) Where we use certain service providers, we may use specific contracts approved by the European Commission which give personal data the same protection it has in Europe. For further details, European Commission: Model contracts for the transfer of personal data to third countries; and
Where we use providers based in the US, we may transfer data to them if they are part of the Privacy Shield which requires them to provide similar protection to personal data shared between the Europe and the US. For further details, see European Commission: EU-US Privacy Shield.
4) HOW WE PROTECT YOUR DATA
We ensure that there are appropriate technical controls in place to protect your personal details. The personal information that you provide will be held securely and will not be used for any other purpose than as provided for in this policy. We ensure that there are appropriate technical controls in place to protect your personal information; for example, any information which we transfer is encrypted and password protected, and all of our staff receive data protection and security training. We also ensure that any physical copies of personal data are protected, and our premises are kept safe with multi-lock security. We archive our email and paper correspondence regularly and destroy information older than 7 years.
Where we have given you (or where you have chosen) a password which enables you to access certain parts of our site, you are responsible for keeping this password confidential. We ask you not to share a password with anyone.
How do we keep your information up to date?
We endeavour to keep your personal information accurate and up to date. If you become aware of errors or inaccuracies, please email email@example.com section of our website.
We use publicly available sources to keep your records up to date; for example information provided to us by other organisations as described in this policy.
We would really appreciate it if you could let us know if your contact details change.
Credit and debit card information
If you use your credit or debit card to purchase from us or to make a donation, we will ensure that this is carried out securely and in accordance with the Payment Card Industry Data Security Standard (PCI-DSS).
We optionally allow you to store your card details for use in a future transaction. This is carried out in compliance with PCI-DSS and in a way where none of our staff members are able to see your full card number. We never store your 3 or 4 digit security code.
Our website contains links to other third party websites. We are not responsible for the privacy practices of these websites and you should read their own privacy policies for more information.
6) WHAT ARE YOUR RIGHTS?
You can request full details of personal information we hold about you under the Data Protection Act 1998, or after 25 May 2018, The General Data Protection Regulation, by contacting the Data Team. Please send a description of the information you would like to see, together with proof of your identity to firstname.lastname@example.org
At any time you have the right to ask Devil You Know to amend or to stop how it uses your personal information including for marketing purposes. You can do this by signing in to the website and accessing your account details or if you don’t have an account or if you prefer to, you can contact us by phoning, emailing or writing using our contact details in section 1. You have the right to get information held about you by us corrected. If you have any concern about the accuracy of your personal data, please let us know using the above contact details.
You have the right to lodge a complaint with the supervisory authority, The Information Commissioner’s Office – www.ico.org.uk
More information about Data Subject Rights can be found here.
7) CHANGES TO THIS POLICY