Nevill Holt Festival and Nevill Holt Community Arts are committed to protecting your personal information. We respect that it’s your information and it’s personal. We also want to maintain the trust and confidence of our audience members, supporters, and visitors who use the Nevill Holt Festival website.
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.
The information you share with us means you’ll receive a more personalised and rewarding experience e.g. information about performances, and events that may interest you as well as a smoother ticket-buying process.
Nevill Holt Festival is a company limited by guarantee incorporated in England and Wales (Company number 08351346). Nevill Holt Festival is the trading organisation through which the charitable activities of Nevill Holt Community Arts are delivered. Nevill Holt Festival is the data controller of your personal information.
Nevill Holt Community Arts is a charitable company limited by guarantee incorporated in England and Wales (Company number 09514461) and a registered charity (number 1163614). Nevill Holt Community Arts are the sole owner and shareholder of Nevill Holt Festival Ltd.
Contact details for Nevill Holt Festival and Nevill Holt Community Arts are
Nevill Holt Festival
By phone +44 (0)1858 437 451
By email at firstname.lastname@example.org
HOW DO WE COLLECT YOUR INFORMATION?
We collect your information when you interact with us. This could include booking tickets online, by phone, or in person, or ordering an item from our online shop. It could also be when you sign up to receive updates from us by email and other digital channels. We also monitor how audiences use our websites to help us understand how they could be improved.
We collect personal information in a number of ways, which are listed below:
- When you create an account at nevillholtfestival.com, which allows you to:
a. Buy tickets, vouchers or food and drink packages
b. Join as a member
c. Make a donation
d. Buy programmes or merchandise
e. Register for special interest lists
- When you register for updates via our website
- When you phone us
- When you write to us
- When you browse our website
- When you use the services of one of our third-party providers, for example, our festival catering and dining facilities, or when you have attended an event at another venue.
If you are involved in an incident that relates to our premises or business, we may collect information from you for incident reporting and investigation purposes and to meet our health and safety obligations.
WHAT INFORMATION DO WE COLLECT ABOUT YOU?
We only collect the information that’s necessary to carry on our business, operate our premises safely (including to reduce the spread of coronavirus), provide the particular product or service you’ve requested and to keep you informed. There are occasions when you can choose not to give us certain information, but this may mean that we cannot provide you with certain products or services and that our communications are less relevant and personalised. For example, you may not hear about an event that we think would appeal to you.
The type of information we collect depends on where and when it is gathered:
Directly from you
When you register via our website, create an account, purchase tickets, or contact us online or by phone, we need to collect information from you to provide the service you request.
We may collect:
Prefix and name
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.
When visiting our website, we may collect the following information:
Automatically populated IP address: A public IP address is a unique number that allows a computer, group of computers, or another 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, audit the geographical make-up of users, and establish how they have arrived at the website.
Information we receive from third parties:
In certain circumstances, your information will be shared with us by third parties. For example:
- Arts organisations: we collect personal information from other arts organisations that the Nevill Holt Festival works with.
- Service providers: we collect personal information from our website developers, IT support providers, payment services providers, restaurant and bar booking service agents and agents who sell tickets on our behalf. For donors, we sometimes use service providers to verify source of funds as required by law.
- Publicly available sources: we combine information you have given to us with information available from external sources. This will only be done when you give permission to the relevant third-party organisations to share with us the data they hold on you, or if the data is already publicly available, or if we are required by law or requested by the police or a regulatory or government authority investigating potentially illegal activities. From time to time we screen our database against recognised data sources such as National Change of Address to check and update the data we hold.
- Social media plugins: we may use social media plugins from the following service providers who are based both inside and outside the UK and EU: Facebook; WhatsApp; and Twitter. Such plugins allow you to register with us using your social media account, and you will be aware when this is happening. By providing your social media account details you are authorising that third party to share with us certain information about you.
- Employers and referees: if you are a job applicant we may contact your recruiters, current and former employers and/or referees, who may be based inside or outside the EU, to provide information about you and your application.
We might also receive information about you from third parties if you have indicated to such third parties that you would like to hear from us.
From time to time we may screen our database against recognised data hygiene files such as National Change of Address file and cleanse our file or correct inaccurate data. We may also update inaccurate data if the information is available.
WHY DO WE COLLECT YOUR PERSONAL INFORMATION, AND WHAT DO WE DO WITH IT?
The main reasons we collect information are to provide a service you have requested, to keep you up to date with news and events, to personalise your communications, or to contact you if we need to obtain or provide additional information (e.g. cast changes, travel disruption). The information we collect about our audiences also helps us understand how we can best meet their needs.
To carry out our business and to provide a service or carry out a contract with you:
- To fulfil ticket, donation, and membership requests.
- Process payments. Please note that Nevill Holt Festival and Nevill Holt Community Arts do not store any Credit Card or other payment information once the transaction has been completed.
- Provide the best possible customer services 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, or letting you know about cast changes or other important circumstances that may affect your visit.
Where we have your consent or a legitimate interest:
- Send you updates via email about what’s on, offers and news or about supporting us
- Email you about a specific topic you’ve requested to hear more about.
Where we have justifiable reason (including legal obligation and legitimate interest):
- Learn about your interests and preferences so that we can contact you with relevant information.
- Help us create marketing communications and adverts that are more relevant to you.
- For classifying our audience into groups or segments, using booking and publicly available information. These segments help us understand our audience better and ensure we send relevant messages to each group.
- Measure and understand how our audiences respond to a variety of marketing activities so we can ensure our activity is well-targeted, relevant and effective.
- Undertake research: we may contact you to ask you to participate in 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, Nevill Holt Festival will inform you how any further information will be used.
- Analyse and continually improve our services, including our artistic output, website and other products.
- Detect and reduce fraud and credit risk.
To ensure safety and security of our premises and protect our business interests. In certain circumstances, we use your information to ensure the safety and security of our services, buildings, and people, including to protect against, investigate and deter fraud, incidents or accidents related to our premises or business, unauthorised or illegal activities, systems testing, maintenance and development (on the basis of our legitimate interests to operate a safe and lawful business or where we have a legal obligation to do so).
To comply with our legal obligations. In certain circumstances, we will need to use your information to comply with our legal obligations, for example to comply with any court orders or subpoenas, carry out due diligence in accordance with statutory regulations or keep our database accurate and relevant, for example, using National Change of Address (on the basis of our complying with a legal obligation).
To identify individuals for memberships and philanthropic support (on the basis of our legitimate interests to seek support, promote fundraising or legacy campaigns by post to a select number of our supporters, and issue invitations to some of our fundraising events). We explain this further below.
Where we want to understand better people’s engagement with Nevill Holt Festival and their potential interest in supporting us further:
Before contacting some individuals, we may seek additional information, including Nevill Holt Festival booking and connections, business network information and publicly available information relating to residential location, wealth and assets, family, 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 background of the people who may choose to support us and helps us to make requests for gifts to those who may be able and willing to give. We may also use publicly sourced images to help identify individuals who attend our special events.
For a small number of people, we may use basic research tools to estimate potential interest in other membership levels or in supporting us further. This helps us understand the background of the people who may choose to support us and helps us to make appropriate requests for gifts to those who may be able and willing to give. This research may include information we hold (for example, payment methods and postcodes) and publicly-available information.
In some cases, we may carry out initial research on potential higher-level donors prior to requesting consent on the basis of our legitimate interests to seek potential supporters. This information will also help us to meet our obligations to protect the charity from financial fraud and risk.
In addition to general use of the internet for research we make use of company, director and shareholder information from publicly available, officially registered information providers, such as the organisations in the table below.
|Information we gather
|Examples of sources for this information
|Donations made to other organisations
|Google, charity and arts organisations’ annual reports, donor boards, FactaryPhi as well as Foundation Center
|Employment and directorships current and past
|Google, Companies House, Who’s Who, and social media
|Charity Commission, New Trust Update, and US resources including Foundation Center and PRO iWave, trustfunding.org.uk
|Family details (not including minors) or the confirmation of a person’s middle initial – usually to confirm an individual is who we think they are
|Other publicly available information
|Factiva; Sunday Times Rich List, Financial Times
Are you under 18?
If you are under 18, please ensure that you obtain your parent/guardian’s consent beforehand whenever you provide personal information to our website. If you don’t have that consent, you must not provide personal information to us.
We may also use your information to further the legitimate interests of others, such as other partner organisations we work with or the general public.
Where we rely on legitimate interests to use your information for our legitimate interests, we make sure that we take into account any potential impact that such use may have on you. Our legitimate interests don’t automatically override yours and we won’t use your information if we believe your interests should override ours unless we have other grounds to do so (such as your consent or a legal obligation). If you have any concerns about our processing, please refer to the ‘How can you manage your personal information?’ section below.
IS YOUR INFORMATION SHARED WITH ANY THIRD PARTIES?
Nevill Holt Festival will never share, sell, rent or trade your personal information with or to any third parties for marketing purposes without your prior consent. We will ask for your consent to share personal information with arts organisations who have collaborated with us on shows you have seen.
Some of our service providers may have access to your data in order to perform services on our behalf. This could include:
- a payment process provider;
- our telephone ticket sales service provider;
- a third party venue where you are attending a performance that is not taking place at our premises so that you can receive any specific venue information you need before you attend the performance;
- our catering providers; or
- where we require a third party to advise us (such as legal advisors).
- We make sure anyone who provides a service for the Nevill Holt Festival 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 or advice that they are providing.
We may disclose personal information to appropriate third parties to assist in anti-fraud checks and investigations.
HOW WE PROTECT YOUR DATA
Nevill Holt Festival and Nevill Holt Community Arts are 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.
Everyone who works for or with us has a responsibility to ensure data is collected, stored and handled appropriately and in accordance with both this policy and any applicable laws relating thereto.
The length of time we keep data for will vary according to the purpose, for example if purchasing a ticket only, we will typically keep your data for up to ten years from the date of your last transaction whereas if you have pledged a legacy to Nevill Holt Community Arts, we will hold your details until notified by your executors. For further information about how long we will keep your information, please get in touch with us using the contact details outlined in this notice.
If you ask us to stop sending direct marketing communications to you, we will keep the minimum amount of information (e.g. name, address or email address) to ensure we adhere with such requests.
Storing data outside the European Economic Area (EEA)
As part of the services offered to you through the Nevill Holt Festival website, the personal information you provide may be transferred to countries outside the European Economic Area (EEA) – for example, by being stored on a server outside the EEA. We use the following systems:
We want to make sure you feel in control of any personal data and information that we hold about you. You should find it easy to access and amend the personal information that we hold on you, or request that we stop contacting you. You can do this by phoning, emailing, writing using our contact details below.
Every email we send you will include details on changing your communications preferences or unsubscribing from future communications.
You can request full details of personal information we hold about you under the Data Protection Act 2018, by contacting our Data Protection Lead. Within 30 days, you are entitled to:
- Ask what information the company holds about you and why.
- Ask how to gain access to it.
- Be informed how to keep it up to date.
- Be informed how the company is meeting its data protection obligations.
- At any time, you have the right to ask Nevill Holt Festival and Nevill Holt Community Arts to amend or stop how it uses your personal information including for marketing and fundraising purposes. You can do this by phoning, emailing, writing using our contact details below or submitting a message via the form on our website.
If you would like us to remove the personal information we hold about you, please get in touch with us using the below contact details.
By email: email@example.com
By phone: +44 (0)1858 437 451
Nevill Holt Festival
You have the right to complain with the supervisory authority, The Information Commissioner’s Office – www.ico.org.uk
This notice was updated on 14 December 2023. It may be updated to take into account changes at Nevill Holt Festival and Nevill Holt Community Arts or for example to reflect changes to regulation or legislation.
Updates to this policy 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:
Data Protection: https://ico.org.uk/for-the-public
Fundraising regulator: https://www.fundraisingregulator.org.uk/code
Policy updated on 14 December 2023.