Mailing list privacy notice
If you register an account with us online you will have the option to tell us how you would like us to contact you (email, mail, phone). You can opt in and out whenever you like just by logging in with your account details.
If you request to be added to our mailing list we will also use your email/postal address to send you updates about future events.
Your email address will be kept for as long as you are subscribed. You can remove your email address from our mailing list at any time by emailing our Box Office firstname.lastname@example.org or by clicking on the unsubscribe link on the bottom of the emails you receive from us or if you have an online account with us, you can unsubscribe by logging in and opting out.
If you are buying tickets for events organised by other organisations we can pass your contact information on to them for marketing purposes so that they may inform you about their events and future performances you might be interested in. If you wish us to do so you can give us your consent by logging on to your online account and ticking the appropriate contact method. You may opt out of this later at any time.
Online feedback form privacy notice
We will only use the personal data you provide for replying to your feedback and to assess and improve our service. It will not be shared with third party organisations apart from our survey provider. The feedback is submitted through SmartSurvey, you can read their privacy statement for details of how they process your personal data. We will keep your personal data for 6 months after which it will be securely destroyed.
Box Office privacy notice
The following Privacy Notice applies to Warwick District Council’s Box Office service.
Being transparent and providing accessible information to you about how we will use your personal data is a key requirement of the EU General Data Protection Regulation (GDPR). A Privacy Notice is a single document used to inform you about what personal data we collect from you, why we collect it, who we share it with and how long we keep it.
Purpose for Processing and Legal Basis
The personal data that you provide to us when purchasing tickets from our Box Office will be used:
- To process your booking and facilitate your visit
The legal basis for this is called the ‘performance of contract’. This means that you must provide us with this information in order for us to allocate tickets to you and to enable the effective delivery of safe, secure events.
For example, this information might help us to manage entry to venues or establish proof of purchase, resolve seating issues, notify you if the event is cancelled, contact you with directions or event information, or to ask you for feedback following an event. We are unable to do this without the personal data we ask you for.
- For audience analysis and statistical reporting
We process your booking information to help us make informed business decisions and grow and develop our audiences. This is necessary to improve our services and is in our legitimate business interests. For example, you would reasonably expect that we may use this data to forecast sales or to find solutions to questions about our audiences.
- For marketing and communications
This includes the use of demographic information such as your postcode and booking preferences to target the marketing of our products and services. If you have consented we will process your information for marketing purposes in order to let you know about our services and other performances or future events you might be interested in. If you have given your consent for the Council to process your data you can withdraw that consent whenever you wish so we will not send you information about future events through our marketing campaigns. If you no longer wish to be contacted for marketing purposes then please contact:
The Box Office,
The Royal Pump Rooms,
Royal Leamington Spa,
Alternatively, you can also log in to your Box Office customer account online at any time and edit your own personal information and marketing preferences at www.royalspacentreandtownhall.co.uk.
To stop receiving marketing emails from us you can also click on the ‘unsubscribe me from this list’ link at the bottom of our emails.
Personal Information Collected
When you purchase tickets from our Box Office we collect information in person, over the telephone or online. The personal information we collect from you to process that transaction includes:
- Full Name
- Full Postal Address
- Contact Telephone Number
- Email Address
- Accessibility Requirements
- Payment Details
From the information you provide we then hold information about your booking and attendance history against your Box Office customer account. This includes the name of event, date of event, start time of event, location of event, type of event, value of purchase, quantity of tickets purchased, payment method, date and time of purchase. We also hold your preferences in relation to marketing and being informed about other events.
Who We Share Your Information With
When you book tickets through our Box Office your data is shared between Warwick District Council and our ticketing platform, Tickets.com, in order to process the transaction. Tickets.com acts as a Data Processor on behalf of Warwick District Council and our Box Office database is stored on their servers which are located outside of the EU. Tickets.com and its controlled U.S. subsidiaries comply with the EU-U.S. Privacy Shield Framework as set forth by the U.S. Department of Commerce regarding the collection, use, and retention of personal information transferred from the European Union to the United States.
Your information may also be processed by Warwick Town Council as they are authorised to sell tickets on our behalf using our ticketing platform and are a Data Processor for the Council.
Warwick District Council acts as a ticketing agency and sells tickets through its Box Office for events organised and delivered by other organisations. Warwick District Council may share your information with these companies under certain circumstances. Your personal data may be shared with:
- Leamington Music, Northgate, Warwick, CV34 4JL
- Warwick Words, 24 Littleton Close, Kenilworth, CV8 2WA
- Armonico Consort, 2 New Street, Warwick, CV34 4RX
- Ragley Hall, Alcester, B49 5NJ
The Council shall only share your personal data with those companies with which it has a Data Sharing Agreement in place. The Council will only share the personal data of those customers that have attended events managed and organised directly by these organisations.
It is necessary for us to share your booking data with these companies in order to facilitate the delivery of their event, under the ‘performance of contract’.
If you have provided consent we will also pass your personal data on to these companies for marketing purposes so that they may inform you about their other events and future performances you might be interested in.
How Long We Will Hold Your Information
Your personal data will be kept for a period of 3 years after using our Box Office service. After this time, if you have not used our Box Office service, all of your personal information will be deleted from our Box Office database.
Your Information Rights
You have the right to access your personal data and to complain if you think your data is being used incorrectly. You may also have other rights, such as to have your data corrected or erased. For full details on your personal data rights please see the Council’s main Privacy Notice on www.warwickdc.gov.uk/privacynotices.
Contact Information and Further Advice
If you have any worries or questions about how your personal information is handled please contact our Data Protection Officer at DPO@warwickdc.gov.uk or call 01926 456114.
For independent advice about data protection, privacy and data sharing issues, you can contact the Information Commissioner (www.ico.org.uk) at:
Information Commissioner's Office
0303 123 1113 (local rate)
01625 545 745 (national rate number)
We will regularly review and update this policy.
This version was adopted on 25/05/2018.
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