Who we are
What information do we collect about you?
We collect information about you when you subscribe to our mailing lists, buy tickets from us, become a member or volunteer or hire the theatre for an event. We also collect information when you complete surveys, provide feedback , register to attend auditions or submit entries into our writing festivals. Website usage information is collected using cookies. If you use social media you will also be sharing information on there too. Some of the companies we use require you to create user accounts and have passwords.
We also use CCTV recording equipment in and around our premises to safeguard our volunteers, customers and visitors to the building. We may take photographs or video at our events and productions for promotional purposes and share these through our e-newsletters and social media.
How will we use your information?
We collect information about you to process your order for tickets, manage your memberships, create invoices for you and, if you agree, to email you about other events at the theatre we think you may be interested in or news about our charity. To do this we use several companies online that store and process your information for us.
We use your information collected from the website, and those of the companies who provide services on our behalf such as our box office, to personalise your repeat visits to that service.
We will not share your information for marketing purposes with anyone.
In processing your orders and registrations we will use several online companies and these are accessed as required, to run the theatre, by our board and necessary production team members under a Bring Your Own Device policy.
We would like to send you news and information regarding upcoming events at the theatre and information about or charity which may be of interest to you. If you have consented to receive marketing, you may opt out at a later date.
You have a right at any time to stop us from contacting you for marketing purposes.
If you no longer with to be contacted for market you can click on the link which appears in all our e-newsletters or email us directly by clicking here.
Cookies are text files placed on your computer to collect standard internet log information and visitor behaviour information. This information is used to track visitor use of the website and to compile reports on how the website is used.
You can set your browser not to accept cookies and the above websites tell you how to remove cookies from your browser. In a few cases some of our website features may not function as a result.
Access to your information and correction
You have a right to request a copy of information that we hold about you. If you would like a copy of some or all of your personal information, please email or write to us at the address below.
We want to make sure that your personal information is accurate and up to date. You may ask us to correct or remove information you think is inaccurate or if you don't want us to process your personal information anymore.
Changes were made to our card processing services switching from Worldpay to iZettle and how we may use your information; adding Xero and Trello / Atlassian to our list or service providers.
How to contact us
By email at firstname.lastname@example.org
Or write to us at: The Dilys Guite Players, Lantern Theatre, Kenwood Park Road, Sheffield, S7 1NF
What types of information we collect
You may, of course, purchase tickets in person at the theatre without supplying any personal data. We use the same system, TicketSource, but are able to give you a paper ticket meaning we don't have to put your personal details into TicketSource's system. If you pay by credit card we will process your card information using a card machine and software provided by iZettle.
If you call our box office at the venue, on a show night, we will need your email address to send you a link to the iZettle payment system. You will be asked to complete your transaction via the iZettle system and we will not ask you to provide your card details to our front office volunteers.
Please be assured that we do not share your personal details with any other company.
When you buy your tickets you also have the opportunity to sign up to our mailing lists. In these instances TicketSource will send your name and email address to MailChimp who deliver our e-newsletters.
There are additional questions when registering for the DGP Youth Group and this helps us to keep the members of that group safe when attending classes. Parents and guardians of a child under 16, who they think may be register as members, now or in the past, may contact us to request access to and deletion of that child's personal data. We will, of course, ask you to prove your relationship to the chid before discussing any data with you.
WebCollect accept two payment methods when purchasing a paid membership online. These are processed through PayPal and GoCardless, depending on the method you select. If you become a member in person at the theatre, you can also choose to pay by card and that will be processed by iZettle.
Auditions, New Writing Submissions, Theatre Hire and Surveys
We use Google Forms to collect personal information in all these instances. This is part of the G-Suite for Nonprofits service and is a cloud based facility that we use for all our email and office administration. We collect your name and contact details plus information relating to your event (if you are hiring the theatre). These forms will only be kept for the duration of the production/event.
New Writing Submissions are collected through our website and you will upload your entries to DropBox. These will also be transferred after uploading to our G-Suite service.
When you hire the theatre for an event we will invoice you using a system called Xero. We will use your name, address and contact details in order to create an invoice for the event and email it to you directly from their service. These invoices are kept online by Xero and a printed copy is given to our accountants each year for the purpose of producing our end of year financial accounts. We will also keep the printed documents and accounts at our venue for the period of time required by HMRC. Our accountants also have access to the Xero system for the purposes of producing our year end accounts.
Photography and Video
We may also capture your image in photography or in the video recording of a production or special event. These may be displayed online through Social Media, in our e-newsletters or in future promotional items (such as theatre programmes).
When you take part on social media forums (such as Facebook, Twitter and Instagram) you should be aware of and understand the options provided by those sites regarding how you share your personal data when using them.
Depending on the tools you use on these sites certain personal data may be shared with us (e.g. interests, marital status, gender, user name, photo, comments and content you have posted/shared etc.). We do not actively look for or use this information but we may reply to comments or questions you make to us on social media platforms.
When you visit our theatre and pay by card at the box office or bar, your card will be securely processed using a card machine and software provided by iZettle.
How will we use your information?
Storage and Access
We may store your personal information in a cloud service. This means that your personal data may be processed on behalf of the Dilys Guite Players by a cloud service provider and could be stored in different locations outside the United Kingdom or European Union. The cloud based companies we use are certified under the EU - U.S. and Swiss - U.S. Privacy Shield frameworks, which are a legal mechanism to enable the transfer of personal data from the EU to the US, where certified organisations guarantee to provide a level of protection in line with EU data protection law.
Your personal information is accessed only as necessary to respond to an enquiry, for use during a production or to aid with your role as a member or volunteer. This access is reviewed regularly and, where appropriate, removed after productions have ended.
Bring Your Own Device (BYOD)
Due to the nature and size of our charity, we operate a Bring Your Own Device or BYOD policy. This is when a board or production member uses a device of their choice (tablet, smartphone, laptop or computer etc) to work on behalf of the charity. The member will be given the required account access to carryout work on behalf of the Dilys Guite Players by the Board. This access and appropriate permission levels is only granted for as long as necessary to carry out the work in question. The BYOD scheme has a separate policy the members are made aware of when given access explaining how it works and what the expectations are.
When we email you or receive emails from you through any of our online forms, the service we use is called G-Suite for Nonprofits. They also provide us with cloud storage facilities for keeping any documents or information we may need at a later date to process your requests or services. Our administration work is primarily carried out through G-Suite and supported by the organisations below. As a result, it may mean we will need to transfer your personal data between services to enable us to process your requests or to deliver our productions. In some rare instances this may mean downloading information to a local drive to transfer the data. This is kept to a minimum and downloaded information is deleted once completed.
You could receive communications from us from G-Suite, WebCollect, MailChimp, Xero, Trello / Atlassian and TicketSource all using information you provide to us. The service used will depend on the request you've made or relationship we have with you.
All the services we operate our charity through notify us via our G-Suite email addresses of how they've been used and this may include your details as part of that notification.
The following are the companies we use to in our day to day running of the charity. This shows the name of the company, why we use them, the information collected (either by us or the website directly) and other companies they link to on our behalf.
Emails and office administration
Email addresses, name, postal address and contact phone number
Memberships and volunteering management
Email addresses, name, postal address, date of birth and telephone numbers
Links to PayPay and GoCardless and GSuite
Name, email address and IP address
Links to G-Suite
Name, address, email, contact phone number and card number
Links to MailChimp and G-Suite
Project / Event Planning
Name, email address, telephone numbers and additional information relating to your event
Links to Atlassian
Theatre hire invoices and accounting
Name, address and contact phone number. Document PDFs (for services we have received)
Links to HubDoc
Through the link on our website or as part of the ticket purchasing process you can choose to sign up for our e-newsletter, called Front Row usually sent no more than twice a month (this could be more frequently depending on the productions and events coming up). For that to happen we collect personal information. We use that information to tell you about all the different kinds of events that are coming up at the Lantern Theatre. We may also use the information if we need to obtain or provide additional details regarding those events and to check our records are right every now and then. We don't rent or trade email lists with other organisations and businesses.
We use a company called MailChimp to deliver our e-newsletters. We gather statistics around email opening and clicks using industry standard technologies to help us monitor and improve our e-newsletter. For more information, please see MailChimp’s privacy notice. You can unsubscribe to general mailings at any time of the day or night by clicking the unsubscribe link at the bottom of any of our emails or by emailing us at email@example.com.
What are they?
While many of us think of cookies as a delicious baked treat, there is another kind that lives online. Cookies are small pieces of data stored on your browser, usually used to keep track of your movements and actions on a site. They help the site display properly or save you from having to input information when you come back to the site later. Our website is hosted on a platform called Wix.com. There are two types of cookies used by Wix.com:
There are two types of cookies (both used on Wix sites):
Session (Transient) cookies: these cookies are erased when you close your browser, and do not collect information from your computer. They typically store information in the form of a session identification that does not personally identify you
Persistent (Permanent/Stored) cookies: these cookies are stored on your hard drive until they expire (ie based on a set expiration date) or until you delete them. These cookies are used to collect identifying information about the user, such as Web surfing behaviour or user preferences for a specific site.
When you first come to our website, Wix will advise you that cookies are being used and you need to either change the cookie settings by clicking an option it gives you or accept that they use these technologies.
You can also change your settings within the browser on your device and the following links explain how to access cookie settings in various browsers:
To opt out of being tracked by Google Analytics across all websites, visit this link: http://tools.google.com/dlpage/gaoptout.