The Attenborough Centre for the Creative Arts (“we”), as part of the University of Sussex, promises to respect any personal data you share with us, or that we get from other organisations and keep it safe. We aim to be clear when we collect your data and not do anything you wouldn’t reasonably expect.
Developing a better understanding of our audiences and supporters through their personal data allows us make better decisions, fundraise more efficiently and, ultimately, helps us to reach our goal of nurturing life-long mutually beneficial relationships between our supporters and friends and us.
Our marketing communications include information about our latest programme, campaigns and events. You can opt out of receiving such communications at any time. To do so, please contact us on 01273 678822 or firstname.lastname@example.org.
Where we collect information about you from
We collect information in the following ways:
When you give it to us directly
You may give us your information in order to sign up for one of our events; buy or receive tickets online, in person or over the phone; make a donation; and communicate with us. Sometimes when you support us, your information is collected by an organisation working for us (e.g. a telephone fundraising agency or box office service), but we are responsible for your data at all times.
When you give it to us indirectly
When you give permission to other organisations to share or it is available publicly
We may combine information you provide to us with information available from external sources. This is known as data- or tele-appending and enables us to contact you in the event that you change your address or phone number, or didn’t provide it to us. We may also use this information to gain a better understanding of our audiences or to improve our fundraising methods, events, and audience benefits and services.
The information we get from other organisations may depend on your privacy settings or the responses you give, so you should regularly check them. This information comes from the following sources:
- Third party organisations
You may have provided permission for a company or other organisation to share your data with us specifically or with ‘other organisations’ more generally. This could be when you buy a product or service (e.g. a ticket for a performance) or sign up with a mailing list.
- Social Media
Depending on your settings or the privacy policies for social media and messaging services like Facebook or Twitter, you might give us permission to access information from those accounts or services.
- Information available publicly
This may include information found in places such as Companies House and other business-related resources, the World Wide Web or published in articles/newspapers.
What personal data we hold and how we use it
The personal data we store and process may include:
- Biographical information
- Your gender
- Contact details
- Your photograph
- Your professional activities
- Membership of groups
- Current interests and activities, which may include extracts from related media stories
- Family and spouse/partner details, and whether they are also part of our audience
- Relationships to other audiences, donors and friends
- Donor status, research and fundraising reports/briefings and wealth assessment information, indicators of your interest in giving, ethical and reputational risk analysis (commonly known as due diligence)
- Records of communications, meetings and marketing activities by the University of Sussex
- Volunteering by you on behalf of the University of Sussex
- Registration and attendance at events and performances, and any additional information you provide to facilitate event attendance (e.g. dietary requirements, access/mobility needs)
- Donation details if you express an interest in or make a donation to the University. If you make a donation to the University of Sussex, you have the option of deciding whether your name can be used on donor lists or other stewardship materials.
Building profiles of supporters and targeting communications
We use profiling and screening techniques to ensure communications are relevant and timely, and to provide an improved experience for our audiences and supporters. Profiling also allows us to target our resources effectively. When building a profile we may analyse geographic, demographic and other information relating to you in order to better understand your interests and preferences and contact you with the most relevant communications. In doing this, we may use additional information from third party sources when it is available. Such information is compiled using publicly available data about you, for example addresses, listed directorships or typical earnings in a given area.
Through our marketing communications we will let you know about news of our programme of events and performances and make you aware of opportunities to attend events and take part in activities, and to ask for donations or other support (such as volunteering). Under UK and EU data protection legislation, these communications are considered to be ‘Direct Marketing’.
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 questions and we include information on how to opt out when we send you communications. If you don’t want to hear from us, just let us know when you provide your data or you can contact us on 01273 678822 or email@example.com.
How we keep your data safe and who has access
We ensure that there are appropriate technical controls in place to protect your personal details. For example, our online forms are always encrypted and our network is protected and routinely monitored.
We undertake regular reviews of who has access to information that we hold to ensure that your information is only accessible by appropriately trained staff, volunteers and contractors.
Occasionally, we may use external companies to collect or process personal data on our behalf. We do comprehensive checks on these companies before we work with them, and put a contract in place that sets out our expectations and requirements, especially regarding how they manage the personal data they have collected or have access to.
Personal data is shared with third party organisations in a limited number of instances (e.g. partner arts organisations and touring companies), and only when you have consented to do so.
We may need to disclose your details if required to the police, regulatory bodies or legal advisors.
We will only ever share your data in other circumstances if we have your explicit and informed consent.
We never sell your data to third party organisations.
Keeping your information up to date
Where possible, we may use publicly available sources to keep your records up to date; for example, the Post Office’s National Change of Address database and information provided to us by other organisations as described above.
We really appreciate it if you let us know if your contact details change.
How long personal data is held by us
We consider our relationship with audiences, supporters and other stakeholders to be life-long. This means that we will maintain a stakeholder record for you until such time as you tell us that you no longer wish us to keep in touch.
You have a right to ask us to stop processing your personal data. If you do so, we will delete all of your personal data we hold if it’s not necessary for the purpose you provided it to us for (e.g. processing ticket sales or registering you for an event),
Changes to the Policy
This policy was last updated in September 2017.