[Updated Dec 2024]
How we respect privacy when we deal with personal information collected by The Zodiac (THE ZODIAC).
This Privacy Policy applies to information we, The Zodiac, collect about individuals who interact with our organisation. It explains what personal information we collect and how we use it. If you have any comments or questions about this notice, feel free to contact us at secretary@thezodiac.org
1. Personal data that we process
This Privacy Policy covers our treatment of ‘personally identifiable’ information (meaning it can be used to specifically identify you as a unique person) or ‘non-personally identifiable’ information (meaning it cannot be used to specifically identify you) that we may collect in your use of our Services. We use both types of information, and combinations of both types, as described in this Privacy Policy. This Privacy Policy does not apply to the practices of any other company or individual that we do not own or control.
The following table explains the types of data we collect and the legal basis, under current data protection legislation, on which this data is processed and any tools we use to process that data.
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Purpose |
Data (key elements) |
Basis |
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Enquiring about THE ZODIAC and our work |
· Name · Message |
Legitimate interests – it is necessary for us to read and store your message so that we can respond in the way that you would expect. |
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Visiting our website
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Website activity collected through cookies |
Legitimate interests – it is necessary for us to store a small amount of information, usually through cookies, to deliver functionality that you would expect, such as remembering the contents of your order before you have fully completed the process and ensuring the site ongoing performance. When You Visit Our Websites even if you do not subscribe to our mailing list, whenever you interact with our services, we may collect the following: IP address, operating system type, the page you requested, user agent, and time stamp. |
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Subscribing to email updates about our work. Brevo is the tool we use to manage our mailing lists |
· Name |
We receive and store any information you provide to us when subscribing to our newsletter such as your name, username, password, county and email address. Consent – you have given your active consent through a two-step consent process. You can change your mind at any time by clicking the unsubscribe link in the footer of any email you receive from us, or by contacting us at xxxx. We will treat your information with respect. We use Brevo as our marketing platform. By clicking below to subscribe, you acknowledge that your information will be transferred to Brevo for processing. Learn more about Brevo’s privacy practices here: https://www.brevo.com/legal/privacypolicy/ |
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Purchasing Tickets – For the sale of tickets we use TicketSource |
TicketSource only collects personal information about you when you specifically provide us with such information on a voluntary basis. The information that we collect includes: · Name · Address · Contact number · Business name/position (for some business events) · Payment card details – card details are encrypted for processing. TicketSource does not store card details within its system. · IP address – we may collect information about your computer, including where available your IP address, operating system and browser type, for system security, customer support and site analytics. This statistical data cannot be used to identify a customer. · Cookies – cookies are used to track visitors through our site and to save booking information as you move from page to page of the booking process. |
Processing is necessary for the performance of a contract (i.e. the processing of ticket bookings on behalf of the Event Organiser – THE ZODIAC) and legitimate interest (storage or IP Addresses for risk management or Cookies to allow full access and smooth progression through our website). We use your personal data for the following purposes: To process ticket bookings (including the booking, payment processing and ticket delivery) To send you email communication regarding your booking (to include booking reminders or to advise you of an event cancellation) To assist you with any query that you may have with your booking or payment We may also use your data to perform quality assurance, sales analysis or other business analysis. Read the full TicketSource Customer Data Privacy Policy here.
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Making a donation For some donations we use a tool called GiveTap |
Name, email, address, payment information, Gift Aid opt in details |
Legitimate interests – this information is necessary for us to fulfil your intention of donating money and your expectation of receiving a confirmation message. If you agree to Gift Aid your donation we will need to store your information for the purpose of claiming Gift Aid from HMRC. The full privacy policy for GiveTap can be found here. |
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Membership of the company Our membership database is held on Brevo, see above |
We will collect basic personal details such as your name, address, date of birth, height, parents’ names, address, e-mail address and telephone number, subscription amounts and dates paid. We may also take your photograph and ask for your biography. Prior to the auditions we will ask you and/or your parents/ guardians to consent to the collection of this personal information and the uses to which it will be put. |
Contract – by paying your membership fees you have entered a contractual relationship with us as set out in our membership terms and conditions. We will use your personal information and your parents’/ guardians’ personal information: · for planning any aspect of the production · to send you details of our Rehearsals and communicate with you about any aspect of the production · to support your health and well-being whilst you are taking part in rehearsals and performances · to comply with any legal requirements regarding your participation in the production · and to compile entries in our show Programme Data we hold is stored securely with Google Workspace Drive storage which is secured via 2-step verification and access only provided to individuals with a need to access that data. For example, for the purpose of administrating membership lists and fees paid. |
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Social Media – Follows and likes |
Profile name |
If you have chosen to ‘like’ or ‘follow’ our social media accounts, you will see our posts in your news feeds. Each social media site has its own policy: · Facebook: https://en-gb.facebook.com/policy.php · Twitter: https://twitter.com/en/privacy · Instagram: https://help.instagram.com/155833707900388 · TikTok: https://www.tiktok.com/legal/page/us/privacy-policy/en |
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Invoicing For invoicing we use a software tool called Zoho |
Zoho will process customer data regarding sales and payments received and contact details required to send invoices. |
Zoho’s privacy policy can be found at https://www.zoho.com/en-uk/privacy.html |
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Committee task management |
The committee use a task management tool called ClickUp to manage tasks and progress. No personal data is stored here but work relating to it could be referenced or draft documents circulated |
ClickUp’s privacy policy can be found here
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Documentation, minutes and data storage |
Zodiac use Google Workspace to store secure documents, manage shared files such as rehearsal schedules, minutes of meetings etc. |
Google’s privacy policy can be found here |
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2. How we use your data
We will only use your data in a manner that is appropriate considering the basis on which that data was collected, as set out in the table at the top of this policy.
For example, we may use your personal information to:
- reply to enquiries you send to us
- handle donations or other transactions that you initiate
- where you have specifically agreed to this, send you marketing communications by email relating to our work which we think may be of interest to you.
3. When we share your data
We will only pass your data to third parties in the following circumstances:
- you have provided your explicit consent for us to pass data to a named third party.
- we are using a third party purely for the purposes of processing data on our behalf and we have in place a data processing agreement with that third party that fulfils our legal obligations in relation to the use of third-party data processors; or
- we are required by law to share your data.
In addition, we will only pass data to third parties outside of the EU where appropriate safeguards are in place as defined by Article 46 of the General Data Protection Regulation.
4. How long we keep your data
We take the principles of data minimisation and removal seriously and have internal policies in place to ensure that we only ever ask for the minimum amount of data for the associated purpose and delete that data promptly once it is no longer required.
Where data is collected on the basis of consent, we will seek renewal of consent at least every three years.
5. Rights you have over your data
You have a range of rights over your data, which include the following:
Where data processing is based on consent, you may revoke this consent at any time and we will make it as easy as possible for you to do this (for example by putting ‘unsubscribe’ links at the bottom of all our marketing emails).
- You have the right to ask for rectification and/or deletion of your information.
- You have the right of access to your information.
- You have the right to lodge a complaint with the Information Commissioner if you feel your rights have been infringed.
A full summary of your legal rights over your data can be found on the Information Commissioner’s website here: https://ico.org.uk/
If you would like to access the rights listed above, or any other legal rights you have over your data under current legislation, please get in touch with us.
Please note that relying on some of these rights, such as the right to deleting your data, will make it impossible for us to continue to deliver some services to you. However, where possible we will always try to allow the maximum access to your rights while continuing to deliver as many services to you as possible.
6. Cookies & usage tracking
A cookie is a small file of letters and numbers that is downloaded on to your computer when you visit a website. Cookies are used by many websites and can do a number of things, e.g. remembering your preferences, recording what you have put in your shopping basket, and counting the number of people looking at a website.
Where cookies are used to collect personal data, we list these purposes in section 1 above, along with other personal data that we collect. However, we also use some cookies that do not collect personal information but that do help us collect anonymous information about how people use our website. We use Google Analytics for this purpose. Google Analytics generates statistical and other information about website usage by means of cookies, which are stored on users’ computers.
The information collected by Google Analytics about usage of our website is not personally identifiable. The data is collected anonymously, stored by Google and used by us to create reports about website usage. Google’s privacy policy is available at http://www.google.com/privacypolicy.html.
7. Modifications
We may modify this Privacy Policy from time to time and will publish the most current version on our website. If a modification meaningfully reduces your rights, we’ll notify people whose personal data we hold and is affected.