New data protection legislation comes into force in May 2018.
Here is a summary of what we hold on our computers about you, what we do with it and what you can do if you have concerns.
The data we hold.
Our box office computer system is designed to record ticket sales and assist us with the financial control of the David Hall. We hold the minimum personal data necessary to assist us and our customers, as follows :-
For each customer we record your…
Name, address, phone number(s) and email address.
When you order/purchase tickets we also record
the event, number and type of tickets you purchased and the total amount you were charged for the order.
We DO NOT hold any other financial data about you, eg card or bank details. When you pay on line our computer passes you over to Paypal Ltd. who are a commercial bank with appropriate high security data systems. Paypal debits your bank account and credits the David Hall account. At no time do we see any of your financial details. We simply receive a transaction reference number from them so that any future disputes may be dealt with.
If you pay by cheque, we do record the cheque number as a reference in case there’s a payment problem. We do not store your bank code or account no.
Why do we need your personal data
We record your details so that we can contact you if, for example, an event gets cancelled and we need to tell you. Also to send you your confirmation/ticket email for on line purchases, enabling you to avoid queues at the box office on the night. It means that if you are a regular customer we don’t need to ask you for all your details each time you order, simply a phone no, surname or email address to identify you.
Twice a year we also send out our latest printed programme to those people who have placed an order within the previous 12 months. If you don't wish to receive this programme please tell us and we will ensure your choice is respected.
We do not …
Divulge or share your data with any individual or organisation outside the Petherton Arts Trust (David Hall).
Send unsolicited emails to you. (You may sign up to receive our regular newsletter – we use Mailchimp, a separate service provider). You may unsubscribe from this service at any time.
How long do we keep your personal data ?
We keep your address details for 12 months after your last event order. So, if you only come to one event, we will remove your details automatically from our system 365 days after your order date. If you are one of our regulars, then we retain your data until one year after your final order.
Taking you off our database
Although we keep the bare minimum data necessary to identify you, it may be that you don’t want us to record even this. If so then please get in touch with us and ask for your data to be removed, (which we will do so within one week of your contact)
ALTERNATIVELY you may book at the box office in person, when we will take your money and give you your tickets there and then without needing to record your name etc. if you don’t wish to give it. (However, if you choose to do that we won’t be able to notify you of cancellations etc.)
Data Accuracy. We strive to keep an accurate record of your details. If you believe that we have incorrect information about you, please let us know and we will happily update our records within seven days.
Our data is split between two computer systems – one for the website and its orders, the other for the box office and David Hall financial control.
Our website resides on a commercial web host computer. This has high levels of data security and is permanently monitored for any attempts to breach their security. All access to this data is password protected and only accessible by our data manager.
Our box office/customer details database is held on a personal computer in a securely locked room, accessible only by authorised David Hall personnel. Access to data is via one or two layer password protection.
All information is backed up on a daily basis.
Any Questions ?
Please email Dataprot@thedavidhall.org.uk or telephone the hall on 01460 240340. Wednesdays or Fridays between 11am and 1.30pm only. Please remember we are staffed by volunteers who may not be able to answer your question immediately but will pass on your question/request for action to someone who can. We will get back to you within seven days