Privacy Policy

Effective Date: 7 May 2025

Coalville Drama Group (“we”, “us”, or “our”) is committed to protecting your personal data and respecting your privacy. This Privacy Policy explains how we collect, use, and store your information when you use our website
www.coalvilledramagroup.co.uk, sign up for our newsletter, book tickets, or become a member of our group.

By using our services, you consent to the practices described in this policy.

1. What Data We Collect

We may collect and store the following types of personal data:

  • Newsletter Subscribers:
    • Full name
    • Email address
  • Ticket Purchasers:
    • Name
    • Email address
    • Booking and payment details (stored only temporarily for the duration of the show’s run)
  • Group Members:
    • Name
    • Contact details
    • Age and gender
    • Theatre experience and history with the group
    • Membership-related information

2. How We Use Your Data

We use your data for the following purposes:

  • To send newsletters and updates to those who have opted in.
  • To process and manage ticket bookings.
  • To assist the front of house team with attendance and seating at performances.
  • To generate internal reports on show attendance and financial takings (held by the Treasurer).
  • To manage group membership records and facilitate involvement in productions and activities.

3. Legal Basis for Processing

Under the UK General Data Protection Regulation (UK GDPR), we rely on the following lawful bases to process your personal data:

  • Consent: for newsletter subscriptions and promotional emails.
  • Legitimate Interest: for managing ticket bookings, running productions, and maintaining group membership records.
  • Legal Obligation: for financial record-keeping where required.

4. How Long We Keep Your Data

  • Ticket Bookings: Booking data is retained only until the performance for which tickets were purchased has taken place. After the show, this data is deleted.
  • Newsletter Subscribers: Data is retained indefinitely unless you unsubscribe or request removal.
  • Membership Data: Retained for the duration of your active involvement in the group or until you request deletion of your records.

5. How We Protect Your Data

All personal data is stored securely. Sensitive member information is not publicly visible and is accessible only to designated committee members, while other details that do not breach confidentiality may be publicly visible. Financial and booking data is handled securely and only accessible to relevant personnel such as the Committee and Front of House team.

6. Data Sharing

We do not sell, rent, or share your personal data with third parties. Booking information is shared only with the Front of House team for check-in purposes and with the Treasurer for financial reporting. Sensitive member data is used exclusively within the group for organisational purposes, while non-sensitive membership data may be publicly shared (e.g., cast lists).

7. Your Rights

Under the UK GDPR, you have the right to:

  • Request access to the personal data we hold about you.
  • Request correction or deletion of your personal information.
  • Object to or restrict the processing of your data.
  • Withdraw your consent at any time (where processing is based on consent).
  • Data portability (in certain circumstances).

To exercise these rights or raise a concern about how your data is being handled, please contact us on our Contact us page.

If you are not satisfied with our response, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO) at https://ico.org.uk/make-a-complaint/.

8. Data Controller

The data controller responsible for your information is Coalville Drama Group. You can contact us via the Contact us Page or by post at our registered address (please email for details).

9. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in legal obligations or our data handling practices. The most current version will always be available on our website.

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