Privacy Policy

Privacy statement

This privacy statement covers www.theapex.co.uk, www.moyseshall.org, www.weststow.org and www.whatsonwestsuffolk.co.uk websites processed by or on behalf of West Suffolk Council.

Purpose of statement

We are committed to protecting your personal information and being transparent about what information we hold about you.

Using personal information allows us to develop a better understanding of our patrons and in turn to provide you with relevant and timely information about the work that we do - both on and off stage. It also helps us to engage with potential donors and supporters.

The purpose of this statement is to give you a clear explanation about how we (and all of our subsidiaries) collect and use the information we collect from you directly and from third parties.

We use your information in accordance with all applicable laws concerning the protection of personal information. This policy explains:

• what information we may collect about you
• how we may use that information
• in what situations we may disclose your details to third parties
• our use of cookies to improve your use of our website
• information about how we keep your personal information secure, how we maintain it for and your rights to be able to access it.

Who we are

West Suffolk Leisure and Culture are funded by West Suffolk Council. West Suffolk Council is a Data Controller and the Data Protection Officer can be contacted at: West Suffolk House, Western Way, Bury St Edmunds, Suffolk, IP33 3YU. Phone: 01284 757173: email data.protection@westsuffolk.gov.uk

If you have any queries about this statement, please contact the Data Protection Officer by any of the above channels.

Information collection

We collect various types of information and in a number of ways:

Information you give us

For example when you register on our website, buy tickets or make a donation, we’ll store personal information you give us such as your name, email address, postal address, telephone number and card details. We will also store a record of your purchases and donations.

Information about your interactions with us

For example, when you visit our website, we collect information about how you interact with our content and ads. When we send you a mailing we store a record of this, and in the case of emails we keep a record of which ones you have opened and which links you have clicked on.

Sensitive personal data

Data Protection law 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 patrons unless there is a clear reason for doing so. (As an example, we could be requested to collect health information about participants in our programme of classes and courses which at times could be shared with event partners, so they are aware of any health, dietary or mobility concerns).

Legal basis

There are three bases under which we may process your data:

Contract purposes

When you make a purchase 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. For example we may need to contact you by email or telephone in the case of cancellation of a show, or in the case of problems with your payment.

Legitimate business interests

In certain situations we collect and process your personal for purposes that are in our legitimate organisational interests. However we only do this if there is no overriding prejudice to you by using your personal information in this way. We describe below all situations where we may use this basis for processing.

With your explicit consent

For any situations where the two bases above are not appropriate, we will instead ask for your explicit consent before using your personal information in that specific situation.

Marketing communications

We aim to communicate with you about the work that we do in ways that you find relevant, timely and respectful. To do this we use data that we have stored about you, such as what events you have booked for in the past, as well as any preferences you may have told us about.

We use our consent organisational interest as the legal basis for communications by email. In this case we will give you an opportunity to opt in for receiving them during your first purchase with us. We will provide you with an option to unsubscribe in every email that we subsequently send you, or alternatively you can email marketing@westsuffolk.gov.uk

We may contact you by a telephone call related to your purchases (as above).

Other processing activities

In addition to marketing communications, we also process personal information in the following ways that are within our legitimate organisational interests:

• We may analyse data we hold about you to ensure that the content and timing of communications that we send you are as relevant to you as possible
• We also analyse marketing data to allow us to understand the effectiveness of our marketing activity.
• We may analyse data we hold about you in order to identify and prevent fraud.
• In order to improve our website we may analyse information about how you use it and the content and ads that you interact with.

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

Third parties

There are certain circumstances under which we may disclose your personal information to third parties. These are as follows:

• To the subsidiaries when it is necessary for them to be able to provide you with products or services that you’ve requested.
• To our own service providers who process data on our behalf and on our instructions (for example our ticketing system software provider). 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.
• 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).
• To visiting artists or companies, who may wish to contact you about their future events. In such cases we require the third party to comply strictly with our instructions and data protection law to keep the information confidential. In the case of disclosure to visiting artists and companies, we will always ask for your prior consent.

Your debit and credit card information

If you use your credit or debit card to purchase from us or to make a donation, we will ensure that this is carried out securely and in accordance with the Payment Card Industry Data Security Standard (PCI-DSS). Find more information about this standard: PCI Security Standards Council

We optionally allow you to store your card details for use in a future transaction. This is carried out in compliance with PCI-DSS and in a way where none of our staff members are able to see your full card number. We never store your 3 or 4 digit security code.

Maintaining your personal information

We store your personal information as long as your account is active such that for any subsequent purchases you make we are able to link them back to a single unique record that we hold for you on our system.

If there are aspects of your record that are inaccurate or that you would like to remove, you can usually do this by logging in to your account through our website or alternatively you can email marketing@westsuffolk.gov.uk

To remove your account record please contact us by us via email marketing@westsuffolk.gov.uk

Any objections you make to any processing of your data will be stored against your record on our system so that we can comply with your requests.

Security of your personal information

We will put in place appropriate safeguards (both in terms of our procedures and the technology we use) to keep your personal information as secure as possible. We will ensure that any third parties we use for processing your personal information do the same.

We will not transfer, process or store your data anywhere that is outside of the European Economic Area.

Your rights to your personal information

You have a right to request a copy of the personal information that we hold about you and to have any inaccuracies in this data corrected. In the first instance, please contact the Data Protection Officer at data.protection@westsuffolk.gov.uk

Contact details and further information

Please get in touch with us if you have any questions about any aspect of this privacy statement, and in particular if you would like to object to any processing of your personal information that we carry out for our legitimate organisational interests, please contact the Data Protection Officer at data.protection@westsuffolk.gov.uk

Cookies

Cookies are small pieces of information that are stored by your browser on your computer's hard drive. They make it possible for us to provide our online ticketing service and track visitor statistics, such as returning visitors.

For information on how we use cookies visit our Cookies page.