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How we use your information
This privacy notice tells you what to expect when Young Actors Theatre (YATI) collects personal information. It applies to information we collect about:
visitors to our website;
communications with past and present members and staff;
complainants and other individuals in relation to a data protection or freedom of information complaint or enquiry;
people who use our services, eg who subscribe to our newsletter;
job applicants and our current and former employees.
Visitors to our website
When someone visits www.youngactors.org.uk we use a third party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to the various parts of the site. This information is only processed in a way which does not identify anyone. We do not make, and do not allow Google to make, any attempt to find out the identities of those visiting our website. If we do want to collect personally identifiable information through our website, we will be up front about this. We will make it clear when we collect personal information and will explain what we intend to do with it.
Our website search and decision notice search is powered by WordPress. Search queries and results are logged anonymously to help us improve our website and search functionality. No user-specific data is collected by either YATI or any third party.
We use a third party provider, Mailchimp, to deliver our monthly e-newsletters. We gather statistics around email opening and clicks using industry standard technologies including clear gifs to help us monitor and improve our e-newsletter. For more information, please see Mailchimp’s privacy notice.
Security and performance
YATI uses a third party service, jetpack.com which is run by Automattic Inc. to help maintain the security and performance of the YATI website. To deliver this service it processes the IP addresses of visitors to the YATI website. For more information about how Jetpack processes data, please see Automattic’s privacy notice.
We use a third party service, WordPress.org, to publish our website. This site is hosted at WordPress.org, which is run by Automattic Inc. We use a standard WordPress service to collect anonymous information about users’ activity on the site, for example the number of users viewing pages on the site, to monitor and report on the effectiveness of the site and help us improve it. WordPress requires visitors that want to post a comment to enter a name and email address. For more information about how WordPress processes data, please see Automattic’s privacy notice.
Financial data – third party services.
People who contact us via social media
We use a third party provider, Hootsuite to manage our social media interactions.
If you send us a private or direct message via social media the message will be stored by Hootsuite for three months. It will not be shared with any other organisations.
People who call our phonelines
YATI does not retain any information from the calls or record them.
People who email us
You should be aware that any emails we send or receive may not be protected in transit. We will also monitor any emails sent to us, including file attachments, for viruses or malicious software. Please be aware that you have a responsibility to ensure that any email you send is within the bounds of the law.
People who make a complaint to us
When we receive a complaint from a person we make up a file containing the details of the complaint. This normally contains the identity of the complainant and any other individuals involved in the complaint.
We will only use the personal information we collect to process the complaint and to check on the level of service we provide.
We usually have to disclose the complainant’s identity to whoever the complaint is about. This is inevitable where, for example, the accuracy of a person’s record is in dispute. If a complainant doesn’t want information identifying him or her to be disclosed, we will try to respect that. However, it may not be possible to handle a complaint on an anonymous basis.
We will keep personal information contained in complaint files in line with our retention policy. This means that information relating to a complaint will be retained for two years from closure. It will be retained in a secure environment and access to it will be restricted according to the ‘need to know’ principle.
Similarly, where enquiries are submitted to us we will only use the information supplied to us to deal with the enquiry and any subsequent issues and to check on the level of service we provide.
When we take enforcement action against someone, we may publish the identity of the defendant in our Annual Report or elsewhere. Usually we do not, identify any complainants unless the details have already been made public.
People who use YATI services
YATI offers various services to the public. We have to hold the details of the people who have requested the service in order to provide it. However, we only use these details to provide the service the person has requested and for other closely related purposes. For example, we might use information about people who have joined YATI as a member to send out information in the form of emails and a monthly newsletter.
When people do subscribe to our services, they can unsubscribe at any time and are given an easy way of doing this; by clicking to unsubscribe from the newsletter, or asking to no longer receive emails form YATI.
When people apply for auditions to the Acting Foundation Course we will keep their data for the purposes of organising auditions and then registering them as a YATI member for accounting and communication purposes.
People who take part in activities; classes, courses and events are asked for consent before their still or moving images are captured to produce marketing material, and for project monitoring and evaluation. YATI use one Ipad device for capturing footage in the building and at YATI activities off-site. Images and data are stored on both the device and copied on to our in-house server.
Storage of these images is long-term with a rationale of archiving the activities of the organisation as a registered charity. Any persons who wish to be removed from the internally stored archive footage or photographs may contact the data protection officer at any time at the address below.
Captured and stored images may be used for marketing purposes; social media platforms Facebook, YouTube, Instagram and Twitter, and/or on the www.youngactors.org.uk website.
People who we represent for the purposes of professional work, whether paid or unpaid, will have photographs, names and dates of birth published on our website for the purposes of promoting them as a professional working actor.
We can only publish this personal data when we have parental permission to do so. As such the publication of this data is part of the agreed representation offered to our actors. This data will be removed within three months of termination of representation by YAT Management.
Charity Registration under the Data Protection Act 1998
YATI is registered as a charity which it is required to do so by law, and as such personal information on its trustees is publicly available. YATI cannot therefore give any guarantees as to how the information contained on the charities commission register will be used by those accessing it.
Registration under the Data Protection Act 1998; CCTV camera
YATI as the operator of a non-domestic CCTV system to protect its property, is registered with the Information Commissioners office including the address of where the camera(s) is/are located. The ICO compiles this information into a register which it is required by law to make publicly available.
Job applicants, current and former YATI employees
YATI is the data controller for the information you provide during the process unless otherwise stated. If you have any queries about the process or how we handle your information please contact us at firstname.lastname@example.org.
YATI tries to meet the highest standards when collecting and using personal information. For this reason, we take any complaints we receive about this very seriously. We encourage people to bring it to our attention if they think that our collection or use of information is unfair, misleading or inappropriate. We would also welcome any suggestions for improving our procedures.
This privacy notice was drafted with brevity and clarity in mind. It does not provide exhaustive detail of all aspects of YATI’s collection and use of personal information. However, we are happy to provide any additional information or explanation needed. Any requests for this should be sent to the address below.
If you want to make a complaint about the way we have processed your personal information, you can contact us by writing to the address provided below.
Access to personal information
YATI tries to be as open as it can be in terms of giving people access to their personal information. Individuals can find out if we hold any personal information by making a ‘subject access request’ under the Data Protection Act 1998. If we do hold information about you we will:
give you a description of it;
tell you why we are holding it;
tell you who it could be disclosed to; and
let you have a copy of the information in an intelligible form.
To make a request to the YATI for any personal information we may hold you need to put the request in writing addressing it to our Data Protection Officer, or writing to the address provided below.
If you agree, we will try to deal with your request informally, for example by providing you with the specific information you need over the telephone.
If we do hold information about you, you can ask us to correct any mistakes by, once again, contacting the Data Protection Officer.
Disclosure of personal information
In many circumstances we will not disclose personal data without consent. However when we investigate a complaint, for example, we will need to share personal information with the organisation concerned and with other relevant bodies. Further information is available from our Data Protection Officer about the factors we shall consider when deciding whether information should be disclosed.
You can also get further information on:
agreements we have with other organisations for sharing information;
circumstances where we can pass on personal data without consent for example, to prevent and detect crime and to produce anonymised statistics;
our instructions to staff on how to collect, use and delete personal data; and
how we check that the information we hold is accurate and up to date.
Links to other websites
This privacy notice does not cover the links within this site linking to other websites. We encourage you to read the privacy statements on the other websites you visit.
Changes to this privacy notice
We keep our privacy notice under regular review. This privacy notice was last updated on 26 April 2018.
How to contact us
Data Protection Officer, YOUNG ACTORS THEATRE ISLINGTON 70-72 Barnsbury Road, Islington, London N1 0ES