David Adkin Limited | Privacy Notice

PRIVACY NOTICE

INTRODUCTION

This Privacy Notice explains in detail the types of personal data we may collect about you when you interact with us. It also explains how we store and handle that data, and keep it safe. We handle any information you supply to us in accordance with this statement and with the law and only for the purposes for which you have explicitly consented. Should we ask you to provide certain personal information then you can be assured that it will only be used in accordance with this Privacy Notice

DAVID ADKIN LIMITED (also referred to in this Notice as “we", "us", or "our") is a Private Limited Company (Company Registration Number: 8075666) producing and managing Theatre Productions and Events

THE LEGAL BASES WE RELY ON:

The law on data protection, based on the General Data Protection Regulation and formerly the Data Protection Act, sets out a number of different reasons for which a company may collect and process your personal data, including:

Consent:

In specific situations, we can collect and process your data with your consent. This may be when you have ticked a box to receive regular communications from us in a paper or electronic document or on our website

When collecting your personal data, we’ll always make clear to you which data is necessary in connection with a particular service

Contractual obligations:

In certain circumstances, we need your personal data to comply with our contractual obligations. If you have engaged us as Producers or General Managers or if you are engaged to provide your Services on any Production or Event we produce or general manage then we will need your contact details for example

Legitimate interest:

In specific situations, we require your data to pursue our legitimate interests in a way which might reasonably be expected as part of running our business and which does not materially impact your rights, freedom or interests. For example, we may need to store your data in order to be compliant with our legal and statutory filing obligations

WHEN DO WE COLLECT YOUR PERSONAL DATA?

When you engage our Services
When we engage your Services directly or when your Services are engaged on a Production that we are managing or for which we are otherwise engaged
When you invest in a Production with us or express an interest in doing so
When we speak to you by telephone
When we correspond by email
When we meet you in person
When you visit our website
When you engage with us on social media
When you contact us by any means to make enquiries

WHAT DATA DO WE COLLECT?

We may collect the following information:

Your name, address, telephone and mobile numbers
Details of your interactions with us such as with our website, email, telephone and social media
Copies of documents you provide to us or signed contracts
Payment information including invoices and receipts
Your social media username, if you interact with us through those channels, to help us respond to your comments, questions or feedback.
Your IP address and other data associated with your computer
Passively, through cookies and other advert tracking technology
Other information relevant to the Services you engage us to carry out or Services we (or a Production we are engaged to manage) engages you to carry out

HOW AND WHY DO WE USE YOUR PERSONAL DATA?

To perform any contract we’ve agreed with you. If we don’t collect your personal data during this process, we won’t be able to provide the required services and comply with our legal obligations
To respond to your queries or complaints. Handling the information you sent enables us to respond. We may also keep a record of these to inform any future communication with us and to demonstrate how we communicated with you throughout. We do this on the basis of our contractual obligations to you, our legal obligations and our legitimate interests in providing you with the best service and understanding how we can improve our service based on your experience
To protect our business from fraud and other illegal activities. We’ll do all of this as part of our legitimate interest
To send you communications required by law or which are necessary to inform you about our changes to the services we provide you. For example, legally required information relating to your or our Services. These service messages will not include any promotional content and do not require prior consent when sent by email or text message. If we do not use your personal data for these purposes, we would be unable to comply with our legal obligations
To send you feedback requests to help improve our services. These messages will not include any promotional content and do not require prior consent when sent by email or text message. We have a legitimate interest to do so as this helps make our products or services more relevant to you

HOW WILL WE PROTECT YOUR PERSONAL DATA?

We know how much data security matters to all our clients and those engaged to carry out Services on our Productions and Productions we manage. With this in mind we will treat your data with the utmost care and take all appropriate steps to prevent unauthorised access or disclosure

Our computers and mobile devices are all password protected

HOW LONG WILL WE KEEP YOU PERSONAL DATA?

Whenever we collect or process your personal data, we’ll only keep it for as long as is necessary for the purpose for which it was collected

At the end of that retention period, your data will either be deleted completely or anonymised, for example by aggregation with other data so that it can be used in a non-identifiable way for statistical analysis and business planning

Her Majesty's Revenue and Customs (HMRC) requires us to keep records of contracts, payments and invoices for 7 years. We will therefore normally hold information of any contracts for this long

WHO DO WE SHARE YOUR PERSONAL DATA WITH?

Your personal data will not be sold to any third parties. We will only share your information with trusted third parties (such as our business affairs, legal advisors and accountants) in order to fulfil our role and to administer our services. If further consent is required to pass your personal data to third parties, you may be contacted in order to give your positive consent for this purpose. All information sharing is only done on the basis of it being necessary and to fulfil a legitimate business purpose

Your personal data may also be shared if we are under a duty to disclose or share your personal data in order to comply with any legal obligation or in order to enforce or apply terms of agreements

If you Services are engaged for a production or event that we are producing or managing your personal data may be shared on a Production Contact Sheet. The document will be password protected and will be distributed on an ‘as needed’ basis. All individuals will be expected to delete said contact sheet within seven days of the Production or Event closing

WHERE WILL MY DATA BE PROCESSED?

Some of our third parties (including, but not limited to, Dropbox) may store your data outside of the EU

WHAT ARE MY RIGHTS OVER MY PERSONAL DATA?

You have the right to request:

•Access to the personal data we hold about you, free of charge in most cases.

•The correction of your personal data when incorrect, out of date or incomplete

•The right to deletion, for example when you withdraw consent, or object and we have no legitimate overriding interest, or once the purpose for which we hold the data has come toan end (such as the end of a warranty)

•That we stop any consent-based processing of your personal data after you withdraw that consent

You have the right to request a copy of any information about you that we hold at any time, and also to have that information corrected if it is inaccurate. To ask for your information, please contact us at office@davidadkin.com. If we decide not to action your request we will explain to you the reasons for our refusal

Whenever you have given us your consent to use your personal data, you have the right to change your mind at any time and withdraw that consent

WHERE WE RELY ON OUR LEGITIMATE INTERESTS

In cases where we are processing your personal data on the basis of our legitimate interest, you can ask us to stop for reasons connected to your individual situation. We must then do so unless we believe we have a legitimate overriding reason to continue processing your personal data

WHERE WE COLLECT INFORMATION FROM YOU ABOUT OTHER PEOPLE

We may collect information from you about other people; including but not limited to your employees, creative teams, cast members and / or star performers who are engaged and delivering Services for you. If you provide us information about another person it is your responsibility to ensure and confirm that:

you have told the individual who we are and how we use personal information, as set out in this Privacy Notice; and
you have permission from the individual to provide that personal information to us and for us to use it, as set out in this Privacy Notice

CONTACTING THE REGULATOR

If you feel that your data has not been handled correctly, or you are unhappy with our response to any requests you have made to us regarding the use of your personal data, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO)

You can contact them by calling 0303 123 1113. Or go online to www.ico.org.uk/concerns (opens in a new window; please note we can't be responsible for the content of external websites)

If you are based outside the UK, you have the right to lodge your complaint with the relevant data protection regulator in your country of residence

IF YOU LIVE OUTSIDE OF THE UK

By using our services or providing your personal data to us, you expressly consent to the processing of your personal data by us or on our behalf. Of course, you still have the right to ask us not to process your data in certain ways, and if you do so, we will respect your wishes. Sometimes we’ll need to transfer your personal data between countries to enable us to supply the goods or services you’ve requested. In the ordinary course of business, we may transfer your personal data from your country of residence to ourselves and to third parties located in the UK. By dealing with us, you are giving your consent to this overseas use, transfer and disclosure of your personal data outside your country of residence for our ordinary business purposes. This may occur because our information technology storage facilities and servers are located outside your country of residence, and could include storage of your personal data on servers in the UK. We’ll ensure that reasonable steps are taken to prevent third parties outside your country of residence using your personal data in any way that’s not set out in this Privacy Notice. We’ll also make sure we adequately protect the confidentiality and privacy of your personal data

IF YOU HAVE ANY QUESTIONS…

We hope this Privacy Notice has been helpful in setting out the way we handle your personal data and your rights to control it.

If you have any questions that haven’t been covered, please contact us at:

office@davidadkin.com

We may change this policy from time to time by updating this page. You should check this page from time to time to ensure that you are happy with any changes. This Privacy Notice is effective from 24 May 2018 and was last updated on October 2018