With the changes to General Data Protection Regulations (GDPR), we’re required to clarify what personal information you have provided to us, why we store it and how we store it. All data captured will be used and held in accordance with the requirements of the Data Protection Act 1998. You can opt out of any or all of our communications at any point simply by contacting firstname.lastname@example.org or email@example.com
Whose contact details do we hold on file and for what purpose?
If you’re a member of either Musical Theatre Network (MTN) or Mercury Musical Developments (MMD), signing up as a member is understood as a contract giving your consent to receive communications from us, and for us to keep relevant data on file in order to communicate with you. We are only able to fulfil our contractual obligations to members by keeping in touch via those contact details. We will communicate with you about your membership, about member benefits/opportunities, events and relevant activities of the wider membership (such as within our Friday mailout). Details of what contact data is retained follows.
If you have previously signed up to receive our newsletter, we similarly take that as an opt-in indication of legitimate interest for us to continue communicating with you, although we will always include an unsubscribe option on communications sent, so you can cease to receive these at any point.
We also keep an industry database of relevant organisational representatives and freelance practitioners within the theatre industry. These individuals have either attended one of our past events, met with us, been employed by us, supplied products or services to us, or indicated interest in being kept informed of our activities (eg by giving their business card to us, or emailing us their contact details), and we occasionally send email information to these industry contacts about events of particular relevance – such as the UK Musical Theatre Conference and BEAM industry showcases. Again, the option to unsubscribe from all future communication is always included in communication with these individuals, and information is sent in the expectation that the recipient will want to be made aware of the event, as an industry peer who has expressed interest in our organisations’ activities.
Will we ever share your contact details with a third party?
As MMD and MTN operate jointly as a consortium for many of our activities and communicate mostly to the members of both organisations at the same time (for example when we send the Friday Mailout), we operate a shared contacts database, so it is only possible for both organisations to hold your individual contact details and have permission to communicate with you. We will never share your contact details with a third party outside our partnership, without prior written consent from you.
When will your contact data be updated or deleted?
If you cease to be a Member, and/or unsubscribe from receiving further communication from us, we will delete your contact details from our database in a timely manner. If you cease to be in the professional role within which we had contact with you as a professional industry peer, and do not move into a role indicating similar legitimate interest in our activities, we will delete your contact details from our database once we are aware of this. You are entitled to ask for a copy of the information we hold on record about you at any time (such a request must be made in writing, with proof of identity, and may take up to one calendar month to be fulfilled, although we will respond as promptly as staff capacity allows), and can request this information is deleted or updated at any point. If you would like to read our Data Protection & Retention Policy, we’re happy to email this to you on request. To request any of these, please email our Membership & Communications Manager, also our Data Controller, Rosie Archer firstname.lastname@example.org or email@example.com or call our office on 0207 395 5461.
What information of yours do we hold, and where?
Upon signing up to Mercury Musical Developments or Musical Theatre Network, our members provide us with the following mandatory details:
– Email Address
– Postal Address
– Telephone Number
– Job Title/Role
And the following optional details;
– How you heard about MMD/MTN?
– PayPal details (for automatic renewals)
– Profile Image
– Details of your website
These details are retained on our Membership Database, an electronic file which is only accessible to the staff of MTN and MMD. Name and emails are also kept on our subscribers emailing list on Mailchimp, which is a secure account accessible only to the staff of MTN and MMD. Members making payments via our websites will have the following information attached to those transactions: name, email address and (in some cases) postal address – these details are stored securely in the backstage area of our websites and are only accessible to MTN and MMD staff processing those payments. These details are essential to online processing of those transactions.
Upon signing up to receive the MMD/MTN weekly mailout, subscribers provide us with:
– Email Address
These details are retained on our subscribers emailing list on Mailchimp, which is a secure account accessible only to the staff of MTN and MMD.
After professional contact with theatre industry peers/suppliers who we understand to have expressed a legitimate interest in being kept informed of our activities/new musical theatre, we will sometimes retain the following contact details in order to do so appropriately:
– Job title /role
– Email Address
– Telephone Number
– Postal Address
We may update these details from publicly available websites to ensure we have appropriate contact details for you. These details are retained in our Industry Database, and replicated on the Mailchimp platform for sending emails, both are electronic files which are only accessible to the staff of MTN and MMD. As with all contact details, you can request that these be deleted at any time, and we will always include an unsubscribe option on emails.
What Rights do I have?
Individuals have several rights under GDPR which MTN and MMD will adhere to; these are listed below:
Right to be informed: Individuals can be informed of how their data is collected, stored and processed in a clear, accessible way.
Right of access: Individuals can request access to a copy of their data in electronic form and details of how it is processed .
Right to rectification: Individuals are entitled to have their data corrected if it is inaccurate or incomplete.
Right to erasure: Also known as ‘the right to be forgotten’, this permits individuals to request the deletion of their data.
Right to restrict processing: Individuals can request a halt on processing if they object to accuracy or purpose.
Right to data portability: Individuals can request their data in a suitable digital format, sent either directly to them or to a third party.
Right to object: Individuals can, in certain cases, object to the processing of their data, eg. in direct marketing.
Rights in relation to automated decision making: Individuals can object to potentially damaging decisions being taken against them based only on automated data processing.
(Before processing any data requests concerning the rights above, we will require valid proof of identification from the individual before proceeding with the request.)
If you have any questions regarding the information above, please feel free to contact us.
This privacy is subject to occasional amendments – the current draft was last updated on 10 May 2018.