Policies & Procedures

This policy was last updated on 24 May 2018.

As a valued friend of Dorchester Arts, we are committed to protecting your privacy and keeping your personal data safe. 

Privacy Policy

Dorchester Arts is committed to protecting your privacy. We will use the information that we collect about you in accordance with the General Data Protection Regulations 2018 and the Privacy and Electronic Communications Regulations 2003.

Who we are

Dorchester Arts is an arts organisation supported by West Dorset District Council, Dorchester Town Council; individual donors and corporate sponsors, as well as receiving Box Office revenue.

Dorchester Arts is a Charity Registered in England and Wales (number 1015546) and a Company Limited by Guarantee (number 2752793).

What information do we collect?

You give us your information when you buy a ticket, sign up for one of our events, update your preferences on our website or make a donation online. We also keep your details when you sign up to receive email from us.

We maintain a record of your transaction history, but we never store your card number (although we may keep a note of the last four digits to help us identify transactions).

We keep a record of the emails we send you, and we may track whether you receive or open them so that we can make sure we are sending you the most relevant information. We may then track any subsequent actions online, such as buying a ticket, so that we can make sure our communications are working efficiently.

Like most websites, we receive and store certain details whenever you use the Dorchester Arts website.  We use “cookies” to help us make our site – and the way you might use it – better. Cookies mean that a website will remember you and enable online transactions. It also helps us understand how you use our website, where we can make improvements and how best to tell our audiences about events they might be interested in.

We may also obtain personal information about you from other sources, such as if a family member or friend contacts us on your behalf. We may combine information you provide to us with information available from external sources in order to gain a better understanding of our audiences, visitors and supporters to improve our fundraising and marketing methods. This may include information found in the public domain such as Companies House, your biography on a work website or information that has been published in articles/ newspapers.

Third party organisations

Your information may be shared with us by independent fundraising sites such as JustGiving, Crowdfunder or Virgin Money Giving if you make a donation to Dorchester Arts, but only when you have indicated that you give your consent to hear from us. You should check their Privacy Policy when you provide your information to understand fully how they will process your data.

Social Media

We use social media to broadcast messages and updates about events and news. On occasion we may reply to comments or questions you make to us on social media platforms. You may also see adverts from us on social media that are tailored to your interests.

Depending on your settings, the privacy policies of social media and messaging services such as Facebook, LinkedIn or Twitter, may give third parties (such as Dorchester Arts) permission to access information from those accounts or services.

How we keep your details safe and secure

Your personal data will be held and processed on Dorchester Arts’ systems or systems managed by suppliers on behalf of Dorchester Arts. We maintain a customer relationship management (CRM) system to hold contact details and a record of your interactions with Dorchester Arts such as ticket purchases, donations, memberships, queries, complaints and attendance at special events. Where possible we aim to keep a single record for each customer.

Your data is always held securely. Access to customer information is strictly controlled. The CRM system can only be accessed by people who need it to perform their role. Certain data, for example some sensitive information, is additionally controlled and is only made visible to members of staff who have a reason to work with it.

We may need to disclose your details if required to the police, regulatory bodies or legal advisors.

We will only ever share your data in other circumstances if we have your explicit and informed consent.

What we use your personal information for

We aim to be clear when we collect your data and how we use it in a responsible way.

If you make a purchase, sign up for an event or give a donation we usually collect your name, contact details and your bank or credit card information if making a transaction (however this is not stored).  Where it is appropriate (and you have the right to decline to give this information) we may also ask for your age, gender, and ethnicity. We use this data to provide you with the events, products, services or information you asked for, ensure we know how you prefer to be contacted, understand how we can improve our communications or events, administer your donation or to process Gift Aid.

When you register on our website, you can choose whether you would like to receive marketing and fundraising communications from Dorchester Arts by email or post. You can manage your preferences at any time by telling our Ticket Office team over the phone, in person or by email. We will not contact you for marketing and fundraising purposes unless one of these boxes is ticked. We will include opt-out instructions in any marketing or fundraising communications you receive from us.

Giving you control

With your consent, we will tell you about events, priority booking and information about our activities. Occasionally, we may include information in these communications from partner organisations or organisations who support us. You can tell us how you want to hear from us by telling our office team over the phone, in person or by email (hyperlink). You can opt out from these marketing communications at any time – every email sent to you will tell you how to do this.

We do not sell personal details to third parties for any purpose.  We will only share personal details for the purposes of marketing if you have given explicit consent for us to do this.  If we run an event in partnership with another named organisation and your details need to be shared, these would then be protected by their privacy policy.

If you have opted out of marketing communications, we may still get in touch with you. For example, we may email you to give you important information about the events you’ve booked or to tell you about any changes.

Dorchester Arts as a charity and how we respect our donors

Dorchester Arts relies on charitable support to maintain our high-quality programme and to make this available to everyone.

You can opt in to receive information about supporting Dorchester Arts by telling our office team or our Development Manager over the phone, in person or by email. We will tell you about our current campaigns that we think are most relevant to you, ways that you can make a real difference to our programmes, and send you invitations to events.

We want to ensure our communications to our supporters are personal, relevant and timely and we want to give you an enhanced experience.  We may analyse geographic, demographic and publicly available information relating to you in order to better understand your interests, to send you the most relevant communications and to give you an exceptional experience at our events by introducing you to artists or members of staff that we think you might enjoy meeting.

We feel that tailored and relevant communication is a priority and we constantly review this and listen to you to make sure we are getting this right.

Third Parties

We may share anonymised personal information with other organisations to analyse our audience development programmes, ticket sales and self-generated funding to understand the impact of the public investment made in Dorchester Arts.

Sensitive information

We may ask you to provide sensitive information, for example when you book for certain events or participate in some activities, or when you apply for a job. As with all the personal information we hold, sensitive information is held securely and restricted to those who need to use it. We will delete sensitive information when we no longer need it.

Your Rights

You have the following rights related to your personal data:

The right to request a copy of personal information held about you
The right to request that inaccuracies be corrected
The right to request us to stop processing your personal data
The right to withdraw consent
The right to lodge a complaint with the Information Commissioner’s Office or Fundraising Regulator

Contact Us

Please contact us if you have any questions about our privacy policy or information we hold about you:

Email us on enquiries@dorchesterarts.org.uk

Or write to us at: Data Protection, Dorchester Arts, The Corn Exchange, High East Street, Dorchester, DT1 1HF

Cookie Policy

We receive and store certain details whenever you interact with us. We log your Internet Protocol (IP) address so we can receive and send information from and to you online.

Our website uses cookies to enable online transactions (first party cookies) and to track website usage patterns and inform our digital advertising (third party cookies). We may also track receipt, opening, click-through, purchase and unsubscribe information for the emails we send.

This site, like many others, uses small files called cookies to help customise your experience. ‘Cookies’ are small text files that are stored by the browser on your computer or mobile phone. Websites are able to read and write these files, allowing them store things such as personalisation details or user preferences. Cookies provide a “memory” for the website, enabling it to recognise a user and respond appropriately. Each web domain can only access cookies stored by that specific web domain, meaning that only the Dorchester Arts servers can access the cookies set by the dorchesterarts.org.uk domains

Data Protection Breach Management Policy

A personal data breach means a breach of security leading to the destruction, loss, alteration, unauthorised disclosure of, or access to your personal data. If a breach is likely to adversely affect your personal data or privacy we will notify you without unnecessary delay. If this happens you will be provided with, as recommended by the ICO

  • Dorchester Arts’ name and contact details
  • the estimated date of the breach a summary of the incident
  • the nature and content of the personal data
  • the likely effects
  • any measures we have taken to address the breach
  • how you can mitigate any possible adverse impact

If you wish to contact us about a suspected data protection breach please contact Dorchester Arts  by telephone (01305 266926), in person (The Corn Exchange) or by email (enquiries@dorchesterarts.org.uk).