Privacy notice
Who we are. Williams Creatives is a not-for-profit community theatre company in Leicester. We are the controller of the personal information in our members' portal. Contact our data protection lead at [privacy@williamscreatives.co.uk].
What we collect
- About you: name, email, phone, address, your relationship to each child, and payment records.
- About your child: name, date of birth, school and school year, photo (headshot), short biography, costume sizes, emergency contacts and who may collect them.
- Medical and support needs: conditions, allergies, medication, access and learning support needs. This is special category data.
- Audition and casting: audition registration, panel scores and notes, roles offered, your replies.
- Consents you give or withdraw, and when.
- Optional equality monitoring, used only as anonymous totals.
- Safeguarding declaration (adults): yes/no answers to five questions, once a year. We never ask for details in the Hub.
- For volunteers and staff who work with children: DBS check, chaperone licence and training dates (never full certificate numbers).
- Rehearsal attendance, volunteer shifts, costume returns, lost property claims, and (only if you opt in) birthday and show milestone shout-outs using a first name.
- Rehearsal notes, which scenes and costumes each cast member has, audition day check-in times, and photos of rehearsals and shows (shared only with that show's cast families, and never including anyone without photo consent).
- Bookings for socials and workshops, merchandise orders and invoices, messages you send to the committee, after-show feedback, and reactions or votes on announcements.
- Technical data: log-in times and the device's IP address, for security.
Why we use it, and our lawful basis
| Purpose | Lawful basis |
|---|---|
| Running membership, auditions, casting, rehearsals and shows | Contract with you, and our legitimate interests |
| Keeping children safe, emergency contacts, chaperoning | Legal obligation and legitimate interests; health data under the safeguarding of children condition (Data Protection Act 2018, Schedule 1) and your explicit consent |
| Applying for child performance licences | Legal obligation |
| Fees, discounts and payment plans | Contract and legal obligation (accounts) |
| Photos and filming, headshots and biographies in programmes | Your consent |
| Equality monitoring | Your explicit consent |
| Safeguarding declaration and approving new adult members | Legitimate interests in keeping children safe; any information about offences under the safeguarding of children and individuals at risk condition (Data Protection Act 2018, Schedule 1) |
| Socials, workshops, merchandise orders and invoices | Contract with you |
| Messages to the committee and after-show feedback | Our legitimate interests in running and improving Williams Creatives. Feedback reports never show names. |
| News and marketing emails | Your consent |
Who sees it
Only volunteers and staff whose role needs it. Medical, support and safeguarding information is seen only by our Designated Safeguarding Leads and the chaperones caring for your child. The audition panel sees only any audition adjustments you tell us about. We share information with Leicester City Council and your child's school when we apply for a child performance licence, and with emergency services if your child needs urgent help.
Our service providers
Supabase (database and log-in, data stored in London), our website host (cPanel) and [Resend or Brevo] (emails). Each works under a data processing agreement. Where a provider can access data from outside the UK, it is protected by the UK International Data Transfer Addendum or an equivalent safeguard.
How long we keep it
| Record | Kept for |
|---|---|
| Family account and child profile | 2 years after the child's last production |
| Audition scores and panel notes | 12 months after the audition |
| Fees and payments | 6 years after the end of the financial year |
| Headshots and biographies | Until the production closes, unless reused |
| Equality monitoring answers | 12 months, then anonymous totals only |
| Safeguarding records | In line with national safeguarding guidance |
| Safeguarding declarations | Until replaced by the next year's declaration, plus 12 months; a reviewed "yes" is kept with the safeguarding record |
| Merchandise orders and invoices | 6 years after the end of the financial year |
| DBS, licence and training records | While the person volunteers with us, plus 12 months |
| Lost property | 6 months, then given to charity |
| Show photo galleries | Reviewed every year; photos are removed straight away if you ask |
| Messages to the committee and feedback | 2 years |
Your rights
You can ask to see, correct or delete your data, object to or restrict how we use it, take a copy, and withdraw any consent at any time in your account. Children can make these requests themselves when old enough to understand them. Contact [privacy@williamscreatives.co.uk]; we reply within one month.
Complaints
Please tell us first. You can also complain to the Information Commissioner's Office at ico.org.uk or 0303 123 1113.
Last updated: [date]