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Pontio Arts : Privacy Notice


Introduction

The purpose of this Privacy Notice is to help you understand why Pontio Arts, Bangor University asks for your personal data, how we use your data, our obligations under the law and your rights.

Your data will be processed according to obligations laid out in the General Data Protection Regulation (EU) 2016/679, the Data Protection Act 2018 and The Privacy and Electronic Communications (EC Directive) Regulations 2003.

If you have any questions or concerns about our Privacy Notice or how Pontio Arts uses your data, please contact:

Eleri Davies
Pontio Arts
Bangor University
Deiniol Road
Bangor,
LL57 2TQ
e.davies@bangor.ac.uk
01248 383059

Pontio Arts is a department within Bangor University. Bangor University is the Data Controller. Bangor University’s Data Protection Officer is:

Gwenan Hine (Head of Governance and Compliance)
Governance and Compliance Office
Corporate Services
Bangor University
College Road
Bangor
LL57 2DG
Info-compliance@bangor.ac.uk / 01248 382413

Who are we?

Pontio Arts and Innovation Centre is a cultural beacon for Wales, a champion for the Welsh language, and a hub for the local community. It plays a critical role in the arts sector in North Wales, delivering a high quality professional programme including productions and events from across the arts spectrum: from music to drama, circus to film, dance to spoken word, opera to digital art. It delivers a rich and varied community outreach programme and supports up and coming artists.

How do we use your data?

Your data is important to us. The information you provide will only be processed in accordance with current legislation and this Privacy Notice. How we use your data depends on your relationship with Pontio Arts, Bangor University. We’ve categorised our different relationships below.

Using personal information helps us to better understand our customers and in turn to provide you with relevant and timely information about the work that we do – both on and off stage. As a charity, it also helps us to engage with potential donors and supporters.

Why do we want your data?

When processing your booking / purchase we will ask you for your name, address, email and telephone number. This is essential for processing all non-cash bookings. We may also ask you if you would like to be kept informed about forthcoming events and campaigns at Pontio Arts. We retain personal information for administration, advertising, marketing and fundraising purposes.

Depending on what you have told us, we will be

i) processing your information on the grounds that you have provided consent for this processing and for associated communications;
ii) processing your information on the grounds that you are entering into a contract when you buy tickets or products from the Centre or when you make a donation; and
iii) processing your information on the grounds that it is in the ‘legitimate interests’ of Pontio Arts to do this, in that Pontio Arts requires the information in order to process financial and other transactions and keep a record of these.

What information do we collect?

You will be asked for personal information and we will retain your name, contact details and contact preferences when you make a purchase from our box office or otherwise buy products from us, make a donation, join as a member, or otherwise provide us with your information. 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. We will record details when you sign up to our mailing list, become a member or make a donation. Where you make a donation, we will keep a record of the details of the gift (amount and date) and your Gift Aid status.

We will store personal information which will include some of the following:

• Full names and titles
• Postal addresses
• Email addresses
• Telephone Numbers (Mobile and Landlines)
• Name of a child (for BLAS and workshops / projects places booked by a parent or guardian)
• Date of birth
• Access requirements
• Any genre preferences or requests to be added to specific mailing lists
• Payment card details
• Information collected through surveys and questionnaires
• Information collected through cookies

Depending on what you have told us about your preferences we may contact you by:

• Mail
• E-mail
• Telephone

When you visit our website, book to see a show, make a purchase, make a donation or receive a marketing communication from us we will make a record. This will include all or some of the following:

• Purchase History
• Donation History
• Gift Aid status
• Website visit history
• Emails sent, open and clicks (We keep a record of which emails we have sent you, which ones you have opened and which links you clicked)
• Mailings we have sent you

Data Protection law also recognises that certain categories of personal information are more sensitive such as health information, race, religious beliefs and political opinions. We do not usually collect this type of information about our customers unless there is a clear reason for doing so, and this will be explained at the point of collection.

Occasionally, as part of your participation in some of our programmes we may use your data differently than is set out in this policy, If this is the case we will ensure that how we use your data is clearly stated in our data collection notice for the programme.

What is our legal basis for holding and using your data? How do we use your data?

There are three legal bases under which we may hold and use your data:

1. Contract

When you buy tickets or other products from us or make a donation to us, you are entering into a contract with us. In order to perform this contract we need to process and store your data. The instances in which this legal basis will apply are:

• Processing a booking and verifying payment through our website, over the phone or in person;
• Setting up a customer account;
• Enabling you to make a donation (either a one-off donation or an ongoing arrangement through Just Giving);
• Using your data to ensure we can fulfil our contract of service with you;
• Letting you know about a change to a performance, including a change of time or cancellation (in exceptional circumstances);
• Getting in touch with you with advance information about your visit to the theatre;
• Storing your data on a secure system;
• Getting in touch with you to acknowledge and thank you for a donation you have made;
• To pre-order any additional services or products we may offer as part of your visit to the theatre or cinema.

2. Consent

We will ask for your consent before using your personal information in the following instances. You can withdraw your consent at any time and you can do this by logging into your account or calling / emailing the Box Office. The instances in which consent is the legal basis of our processing are:

• Ensuring that you are sent relevant marketing information about performances, events and products at Pontio by email, by post or by phone;
• To contact you with details on how you may support our work through making a donation;
• To take and use photos of Pontio Arts participants for documentary and marketing purposes.

3. Legitimate business interests

In certain situations we collect and process your personal information for purposes that are in our legitimate organisational interests. We only do this if there is no overriding prejudice to you by using your personal information in this way. The situations in which we use legitimate interest as the legal basis for processing are as follows:

• Sending you a post-show survey by email to help us understand how we can improve the service we provide you with;
• Sharing your data securely with a supplier to undertake direct mailing on our behalf;
• Managing data on secure spreadsheets independent of our Box Office system;
• Suppressing (not using) your data after inactivity (6 years);
• Using anonymised data to help make our marketing communications more effective;
• Using anonymised data so that we can report to our funders;
• Segmenting your data to ensure you are sent relevant information;
• Using bulk email sending software for our email marketing communications;
• To take photos of our audience in our auditoria or in our public spaces for use in our marketing and promotional activity;
• Capturing and storing footage for security purposes;
• To contact schools and colleges about relevant upcoming performances and projects;
• To contact members of the press with invitations to press nights, press releases and story ideas and opportunities;
• To invite funders, stakeholders and members of the theatre industry to guest nights;
• To send funders, stakeholders and public representatives information about new and developments at Pontio Arts which are in the public interest;
• To manage relationships with potential funders and donors;
• To contact Pontio Arts patrons with information on performances and the latest news by email and by post;
• To manage the running of Blas, community programmes and any other classes, workshops and projects which includes contacting parents/guardians if there are changes to sessions etc.

In all of the above cases we will always keep your rights and interests at the forefront to ensure they are not overridden by our own interests or fundamental rights and freedoms. You have the right to object to any processing at any time. If you wish to do this please use the contact details at the end of this Privacy Notice. Please bear in mind that this may affect our ability to carry out tasks that are for your benefit.

How do you opt into and out of marketing and other fundraising communications?

With your consent, we will contact you to let you know about upcoming events, offers from the cafes and restaurants in Pontio, updates on plans and progress we are making, and may ask you to join as a member, make a donation or give other types of support.

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 preference categories and we will always include the option 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, change your preferences at any time by changing the relevant settings in the "My Account" section of our website Pontio.co.uk, the newsletter sign up page on our website, click unsubscribe on your newsletter or contact:

• Ticket office 01248 382828 info@pontio.co.uk
• Marketing department 01248 388421 info@pontio.co.uk


Where is my personal information collected and stored?

Pontio Arts is part of Bangor University, who is the data controller for the data we collect and store. Data is collected and stored through the following systems and platforms:

• Individuals signing up to emails and join our mailing list through our website. The sign up form is supplied by Audience View;
• Audience View supplies our Box Office system, which holds your accounts, purchase history, contact information, contact preferences and allows us to produce marketing reports and lists for marketing activity. This Audience View database is stored securely on the hosted server provided by Audience View. All data is held within the EU.
• We use Constant Contact to send marketing emails
• We use Survey Monkey to generate post show surveys;
• KX and Basecamp are our room booking system where visiting company data may be stored;
• Pay Pal processes our Box Office payments.
• A range of other services may be used.

Your personal information will not be subjected to automated processing which would negatively impact on any individual. 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. Information which we transfer is encrypted and password protected. All of our key marketing, box office, front of house, marketing, and other admin staff receive data protection training.

Who do we share information with?

The data which Pontio Arts holds about you will be disclosed to the following categories of third-party service providers who perform functions on our behalf. We require that our third-party service providers only use your Personal Data as necessary to provide the requested services to us and each service provider is subject to a set of terms consistent with this Privacy Policy.

• Hosting providers for the secure storage and transmission of your data;
• Identity management providers for authentication purposes;
• Database software providers for the management and tracking of your data;
• Legal and compliance consultants, such as external counsel, external auditors, or tax consultants;
• Marketing providers who send communications on our behalf regarding our products and Services;
• Payment solution providers for the secure processing of payments you provide to us;
• Fulfillment and postal vendors for the fulfilment of our products and services;
• Third parties include the following service providers who process data on our behalf and on our instructions:
• Audience View Box Office System
• Constant Contact(e-marketing newsletter provider)
• Survey Monkey (audience survey)
• Clearview Audience Insight service (they anonymize data)
• The Audience Agency (they anonymize data)
• (brochure mailing service)
• Paypal

In these cases we require that these third parties comply strictly with our instructions and with data protection laws, for example around security of personal data. We normally put a data privacy agreement in place that sets out our expectations and requirements, especially regarding how they manage the personal information they have collected or have access to. We will not share data with named visiting companies.

We may share your data where we are under a duty to disclose your personal information in order to comply with any legal obligation (for example to government bodies and law enforcement agencies).

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 info@pontio.co.uk to update the information we hold about you by using the "My Account" section of our website.

We would really appreciate it if you could let us know if your contact details change.

How long do we keep your information?

Your personal information will only be held for as long as necessary:

• Customer accounts include an option to subscribe to our e-newsletters. The option to unsubscribe to e-newsletters is available on all e-newsletters.

Our Food and Drink Outlets

The café, restaurant and bar within the Pontio building are run by Bangor University’s commercial services. Information collected from patrons of the café, restaurant and bar may be shared with Pontio Arts, but only on receipt of appropriate consent from you.

Blas participatory arts programme

Pontio creates and curates an ambitious participatory arts programme for children and young people. This includes weekly drama sessions, work with local schools and further and higher education institutions, in various community settings, with a broad spectrum of different groups. Blas responds dynamically to opportunities to engage with young hard to reach people, occasionally holding creative drop in sessions in the Pontio building.

Our Website: pontio.co.uk

When you use our website we anonymise your Internet Protocol (IP) address. Our website uses cookies to enable online transactions, to understand how people use our website and to inform our digital advertising.

Whenever we ask you to provide your personal information we will let you know why we are asking, and how we will use your information, by directing you towards this notice.

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. Please do not share a password with anyone.

Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal information, we cannot guarantee the security of your information transmitted to our site; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.

Our website may include links to external sites. Pontio Arts is not responsible for the content, availability or quality of any material contained on such sites and links to external sites should not be taken as an endorsement by Pontio Arts or Bangor University of opinions expressed or services offered by those sites.

In order to make our website easier to use and improve our service, we use cookies, these are small files stored on your computer. Cookies are used by most websites. These help personalise your web experience. Some features on this site will not function if you do not allow cookies.

What are your rights?

You have the right to know what personal information we hold about you, and request to receive a copy of that information. For information on how to request a copy, please see this page: https://www.bangor.ac.uk/planning/dataprotection/index.php.en

Changes to this Privacy Notice

Our privacy policy may change from time to time, so you may wish to check it each time you visit our website. Any changes will apply from the time that they are posted to this page. If we make any significant changes in the way we treat your personal information we will make this clear on our website and / or by contacting you directly.