Privacy & Cookies Policy

Bretforton Theatre, trading as Bretforton Grange, is committed to protecting your personal
information. We want to maintain the trust and confidence all our guests and supporters, as
well as anyone who engages with us digitally.

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ABOUT US AND THIS PRIVACY NOTICE

Our Privacy Notice gives you detailed information on when and why we collect your personal
information, how we use it and how we keep it secure.

Bretforton Theatre is a charitable company limited by guarantee incorporated in England and
Wales (Company number 01481033) Charity Registered (Number 510625).

 

Bretforton Theatre is the data controller of your personal information.

Contact details for Bretforton Theatre

Address: Bretforton Grange, Main Street, Bretforton, WR11 7JH
Telephone: +44 1386 577177

If you have questions regarding your information or its use, please contact by

Email: enquiries@bretfortongrange.org

WHO DOES THIS APPLY TO:
This privacy notice is for visitors to Bretforton Theatre as well as to our website, and all our
members, donors and supporters.

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HOW WE COLLECT YOUR PERSONAL INFORMATION:
Generally, we collect your information when you decide to interact with us. This could include
purchasing tickets online, over the phone or in person or it could be where you sign up to
receive emails from us. We also look at how our audience use our website, so that we can
offer the best possible experience whether you’re booking tickets or just trying to find out
more about our charitable work.

We collect information in several ways which are listed below:
1. When you visit https://www.bretfortongrange.org/ to buy tickets or other products,
make a donation, make a booking for our venue, become a member, sign up to
receive our newsletter.
2. If you contact us by phone to book tickets.
3. If you book tickets in person at the box office.
4. If you contact us by post
5. If you contact us by Live chat or messaging through social media
6. When you visit our website: we use cookies to help make the experience of using our
website better and to personalise the service you receive from us – this means we will
remember your previous visits and track the pages on our website that you visit. For more
information please see our Cookie Policy.

When you visit https://www.bretfortongrange.org/ the web server automatically records your public internet protocol address and also generates a log file.

7. We use closed-circuit television (CCTV) cameras on all our premises for the purposes of
crime prevention and public safety. A copy of our CCTV Privacy Notice can be found below.
If you wish to see more detail on how CCTV is used and stored, please contact enquiries@bretfortongrange.org.

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THE TYPES OF INFORMATION WE COLLECT
We only collect the information that is necessary to carry out our business, provide the
particular service you’ve requested and to keep you informed. There are occasions when
you can choose not to give us certain information, but this for example, may limit the level of
personalisation we offer e.g. you may not get to hear about an event you would have loved
to have attended.

The type of information we collect depends on where and when it is gathered.
Information we obtain directly from you.

When you register on our website or purchase tickets or other items from us online, by post
or phone we need to collect information from you in order to provide the service you are
requesting.

We may collect:
• Prefix and name
• Gender
• Email address
• Date of Birth
• Contact phone number(s)
• Payment card details. Please note, we will not hold payment information for any
longer than it takes to process your transaction.
• Delivery address(s)
• Billing address
For some events, we may also collect:
• Title and full name
• Date of Birth
• Proof of ID
If you have access requirements, we may also collect:
• Prefix and name
• Email address
• Contact phone number(s)
• Address
• Contact preferences
• Seating requirements (including step access)

• Facilities and services
• Personal assistant details
When visiting our website we may collect the following information:
• Automatically populated IP address: a public IP address is a unique number which
allows a computer, group of computers or other internet connected device to browse the
internet. The log file records the time and date of your visit, the pages that were requested,
the referring website (if provided) and your internet browser version. This information is
collected to help diagnose and manage the website, to audit the geographical make-up of
users, and to establish how they have arrived at the website.
• Cookies: for further information about Cookies and how the Bretforton Theatre uses
them, please read the Cookie Policy.

Information we obtain independently from you:

Third Party Organisations:
We may combine information you have given to us with this additional information available
from external sources. This will only be done when you give permission to the relevant third-
party organisations to share the data they hold on you, or if the data is already publicly
available.

Social Media:
Depending on your settings or the privacy policies for social media and messaging services
like Facebook, WhatsApp or Twitter, you may give us permission to access information from
those accounts or services.

Information available publicly:
We may include information found in places such as Companies House and information that
has been published in articles/ newspapers.

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WHY WE COLLECT YOUR PERSONAL INFORMATION AND HOW WE USE IT:
The information we hold on you will be used in a number of ways. Here are the main ones:
to provide a service you have requested, offer you a personalised experience and
understand our visitor’s needs better, inform you of events or updates you’ve asked for or
contact you if we need to obtain or provide additional information (e.g. cast changes).
Under the UK Data Protection Act, we can only use your personal data if we have a legal
basis for doing so.

The list below sets out a more specifically how we use your personal
data, the purpose of the processing and the legal basis upon which rely for the processing.

• To fulfil ticket, merchandise, donation and membership requests - we rely on the
performance of a contract with you.

• To process payments - we rely on the performance of a contract with you. (Please
note that Bretforton Theatre does not store any Credit Card or other payment information
once the transaction has been completed.)

• Provide the best possible customer service, to be able to answer your queries about
your booking or purchase, 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 building works that may affect your visit - We rely on

our legitimate interest of keeping you informed about your upcoming visit to Bretforton
Theatre.

• Send you updates via email about what’s on and news or about supporting us – We
rely on your consent for this and in some circumstances our legitimate interest.

• Learn about your interests and preferences so that we can contact you with
information and adverts that would be relevant to you – We rely on our legitimate interest to
learn about your interests to tailor our marketing, and your consent for us to send you
marketing material.

• For classifying our audience into groups or segments, using booking and publicly
available information. These segments help us to understand our visitors better and ensure
we’re sending relevant messages to each group We rely on our legitimate interest to
understand our audience better.

• 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 - We rely on our
legitimate interest to improve our marketing material and to have it relevant for the intended
audience.

• Share your pseudonymised details with such Social Media platforms as Facebook
and Instagram to show you advertising on said platforms 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 – We rely on our legitimate interest to market
to you on social media.

• Undertake consumer research where we may contact you to ask you to participate in
consumer research either via an online or telephone survey or in person. You are under no
obligation to participate in research and, should you provide any further information,
Bretforton Theatre will inform you how any further information will be used – We rely on your
consent for this.

• Analyse and continually improve the services we offer including our artistic output,
our website and our other products – We rely on our legitimate interest in improving the
services we offer.

• The use of CCTV recording equipment in and around our premises – We rely on our
legitimate interest to monitor Bretforton Theatre to provide a safe and secure environment
for our staff and guests.

• Undertake due diligence to detect and reduce fraud and credit risk – We rely on
Bretforton Grange having a legal obligation to perform this processing.

• We may seek additional publicly available information about our visitors, relating to:
residential location, wealth and assets, family (this does not include information about
children unless given personally by the individual concerned), career, donations to other
organisations (including political parties where they are made public by the individual) and
hobbies and interests to create a profile of their interests and preferences. This helps us
understand the people who may choose to support us through membership and donations.

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HOW WE HANDLE YOUR INFORMATION AND OTHER ORGANISATIONS:
Bretforton Theatre will never share, sell, rent or trade your personal information to any third
parties for marketing purposes without your prior consent. We will ask for your consent to

share personal information with like-minded arts organisations whose shows have been
presented at Bretforton Theatre.

Automated decision making:
We do not undertake any automated decision-making processes.
Who we share your information with
Some of our service providers may have access to your data in order to perform services on
our behalf – payment processing is a good example of this. We make sure anyone who
provides a service for Bretforton Theatre enters into an agreement with us and meets our
standards for data security. They will not use your data for anything other than the clearly
defined purpose relating to the service that they are providing.

We may share your details with:
• Service providers who work on behalf of Bretforton Theatre for the performance of
any contract we enter into with them or you, for example payment processing, fulfilment of
online orders, printers and mailing houses, marketing agencies, database services, website
hosting or email delivery service.

• Named third party organisations if you ticked a relevant opt-in box when you
purchased tickets. In these instances, we may supply your personal information to that
specific organisation only.

• 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.

• Third party data services, for example Experian, who could help us to segment and
understand our audience by providing additional information so that we can send the most
relevant and targeted communications possible.

• Third party advertisers (such as Facebook or Google) to help us identify customers
similar to our audience or to serve relevant adverts to you on third party websites or social
media platforms. The information shared with these advertisers is pseudonymised:
processed in such a manner that the data can no longer be attributed to you. This may
include replacing or removing information 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. Despite all our precautions, no data transmission over the internet is 100% secure. We cannot guarantee the security of any information which you disclose to us and so wish to draw your attention to the fact that you do so at your own risk.

International Transfers:
As part of the services offered to you through Bretforton Theatre website, the personal
information you provide may be transferred to countries outside the UK and the European
Economic Area (EEA). By way of example, this may happen if any of the computer servers
used to host the website are located in a country outside of the UK or EEA. If Bretforton
Theatre transfers your personal information outside of the UK or EEA in this way, we will
take steps to ensure that your privacy rights continue to be protected as outlined in this
privacy notice.

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HOW WE PROTECT YOUR DATA:
Bretforton Theatre is committed to protecting the personal information you entrust to us. We
adopt robust and appropriate technologies and policies, so the information we have about
you is protected from unauthorised access and improper use.

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DATA RETENTION:
We will keep your information only for as long as is reasonably necessary for the purposes
set out in this privacy notice and to fulfil our legal obligations. We will not keep more
information than we need. The retention period will vary according to the purpose, for
example if purchasing a ticket only, we will typically keep your data for up to seven years
from the date of your last transaction. If you are further engaged with Bretforton Theatre (for
example, as a member or a donor) we may keep your data for longer. All requests to delete
your data are acted on upon request.

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YOUR RIGHTS:
You should find it easy to access and amend the personal information that we hold on you,
or request that we stop contacting you. It’s your data and we want to make sure you feel in
control of it.

Every marketing email we send to you will include details on how to change your
communications preferences.

If you would like to see what information we hold about you, you can request full details of
personal information we hold about you under the Data Protection Act 2018, by contacting
us. Please send a description of the information you would like to see, together with proof of
your identity to enquiries@bretfortongrange.org.

At any time you have the right to ask Bretforton Theatre to amend or stop how it uses your
personal information including for marketing purposes. You can contact us by phoning,
emailing or writing.

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.

If you would like us to remove the personal information we hold about you, please contact
us.

You have the right to lodge a complaint with the supervisory authority, The Information
Commissioner’s Office – www.ico.org.uk

You can contact them at:
https://ico.org.uk/make-a-complaint/
Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9
5AF
Email: icocasework@ico.org.uk
Telephone: 0303 123 1113

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UPDATES OR CHANGES TO THE PRIVACY NOTICE:
This notice was updated in December 2024. It may be updated to take into account changes
at Bretforton Theatre or for example to reflect changes to regulation or legislation.
Updates to this notice will be posted on this page – please check back from time to time. We
may also inform you of any changes where we hold an appropriate email address for you.
Further information on data protection regulations and laws can be found here.

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CCTV PRIVACY NOTICE:
We use closed-circuit television (CCTV) cameras on all our premises for the purposes of
crime prevention and public safety. CCTV cameras may be in operation at the front-of-house
(i.e. all areas in Bretforton Theatre that are used by the public), back-of-house (i.e. areas
closed to the public) and exterior of the premises.

CCTV footage is recorded based on our legitimate interest in deterring and detecting crime
and to defend against potential legal claims. A copy of the Legitimate Interest Assessment
relevant to this processing are available on request from admin@theatrebarn.org
The CCTV system has no automated facial recognition facility. Recordings are retained for
31 days after which they are automatically deleted unless specifically selected for retention.
We have taken appropriate steps to ensure that the data recorded by the system is stored
securely.

Recordings may be retained if an incident is suspected and the recordings are required for
investigation. In that case, recordings will be retained until the investigation and any
consequent legal or other remediation action has been completed.

We will not share the recordings with anyone or transfer them outside the United Kingdom
unless required to by law.

If you believe you have been recorded by the CCTV system you can contact us using the
details below to exercise your rights as a data subject.

These rights include:

• The right to receive a copy of your data. As this is a general CCTV recording system without facial recognition capability we will ask you to give precise times and dates for the recordings you require and may be unable to provide you with copies of any part of the recording which also includes images of other people in order to protect their rights and freedoms.

 

• The right to request erasure of your data. As with requests for copies we will require you to provide specific dates and times for the recordings you wish to have erased and we may refuse to comply with your request if in our reasonable opinion such deletion would compromise our ability to use the system for the purpose for which it is intended.

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• The rights to object to or limit processing. We are unable to exempt anyone from collection as the CCTV system is permanently in operation. Accordingly, we are unable to accept objections and limitations to processing as this would compromise our ability to use the system for its intended purpose.​

 

Please note that this notice, in conjunction with the posted physical CCTV warnings on
display at our premises, constitutes notification of the details of processing in accordance
with Article 13 of the General Data Protection Regulation as enacted in the UK in the Data
Protection Act 2018.

Note also that the rights to correction and portability of data do not apply in this case.

Bretforton Theatre is the data controller of your personal information.

 

The contact details to exercise your rights or to request clarification of any aspect of this CCTV notice are:

Bretforton Theatre, Bretforton Grange, Main Street, Bretforton, WR11 7JH.
Telephone: +44 1386 577177

If you have questions regarding your information or its use, please contact by Email: enquiries@bretfortongrange.org

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You also have the right to make a complaint to the Information Commissioner’s Office – the
supervisory authority that handles data protection law in the UK.

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You can contact them at:
Their website: https://ico.org.uk/make-a-complaint/
Information Commissioner’s Office Wycliffe House, Water Lane Wilmslow Cheshire SK9 5AF
Email: casework@ico.org.uk Telephone: 0303 123 1113

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This CCTV Policy was last updated on 13th January 2025. We may update it at any time.