WHO WE ARE
The Guildhall Trust, the organisation that manages and operates Portsmouth Guildhall, is a registered charity (Charity Number: 1153358).
We receive limited grant funding from Portsmouth City Council which is used toward the maintenance and running costs of the building but this has been reducing annually. We rely on hire income, a split of Box Office takings, food and beverage income, corporate events and private functions, donations and sponsorship to fund our programme and work in the community.
We are committed to protecting your privacy, being transparent about the information we hold and how we use this information.
WHAT INFORMATION DO WE COLLECT
We collect various types of information and in a number of ways:
Information you give us
You give us your information when you buy a ticket, sign up for an event, buy something from our café, Box Office shop or our website, make a donation, update your preferences or communicate with us in some way. We will store personal information you give us such as your name, email address, postal address, telephone number, card details and store a record of your purchases and donations.
Information about your interactions with us
When we send a mailing we store a record of this, if you respond and in the case of emails we record which ones you have opened and what links you have clicked on.
We use social media to broadcast messages and updates and you may see adverts from us that are tailored to your interests. We may reply to comments or questions that you post to us on social media platforms.
Information from third party organisations
We may receive information about you from third parties.
We my also use third party research companies to provide general information about you compiled using publicly available data.
Sensitive Personal Data
Certain categories of data are considered more sensitive such as health, race, religious beliefs and political opinions. We do not collect this information unless there is a clear reason to do so. Ie. Health information may be required to participate in some classes or activities or when you apply for a job (Please see our separate Pre-Employment Privacy Notice). As with all personal information we hold, sensitive information is held securely, restricted to those who need it and deleted when it is no longer needed.
HOW DO WE KEEP YOUR INFORMATION SAFE AND SECURE
Your personal data will be held and processed on The Guildhall Trust’s systems or systems managed by suppliers on behalf of the Trust.
Your data is always held securely with access to customer information strictly controlled to only those who need it to do their job. Sensitive personal data has additional controls and is only made visible to those who have reason to work with it.
If you use your credit or debit card to purchase from us or make a donation, we will ensure this is carried out securely and in accordance with the Payment Card Industry Data Security Standard (PCI-DSS).
We store your personal information indefinitely so that any subsequent purchases you make can be linked back to a single unique record that we hold for you on our system. If there are aspects of your record that you would like to be amended or removed please contact us using the details in this policy. Any objections you make to the processing of your data will be stored against your record on our system so that we can comply with your requests.
We will not transfer, process or store your data anywhere that is outside of the European Economic Area.
We may need to disclose your details if required to the Police, regulatory bodies or legal advisors.
WHAT DO WE USE YOUR INFORMATION FOR
We will not do anything with your data that you wouldn’t reasonably expect.
To fulfil a contract – when you make a purchase or donation with us you are entering into a contract and for us to perform this we need to process and store your data. For example, we may need to contact you by phone, email or post to let you know of a show cancellation/change or if there is a problem with your payment.
For legitimate business interests – we collect and process your information for purposes that are in our legitimate organisational interest and will only do so if there is no overriding prejudice to you in doing so.
- Marketing Communications – we aim to communicate with you about our programme, events, workshops, activities, exhibitions, café & dining and fundraising initiatives in ways that you find relevant, timely and respectful.
We may communicate with you by email, post or text and may use information about your past bookings and preferences you have informed us of to tailor the information you receive. To opt out of receiving postal communications you can do this at any time using the contact details at the end of this policy. In the case of text, you may unsubscribe at anytime following the instruction on the text or by contacting us using the contact details at the end of this policy. In the case of email, you may unsubscribe at any time using the links at the bottom of the emails or by contacting us using the contact details at the end of this policy.
- We may also contact you by telephone if you are not registered with the Telephone Preference Service. To opt out of receiving telephone communications you can do this at any time using the contact details at the end of this policy
- We may analyse data that we hold about you to ensure that the content and timings of our communications are as relevant as possible.
- We may analyse data that we hold about you to help us understand and target audiences more effectively.
- We may analyse data we hold about you in order to identify and prevent fraud.
- We may analyse information about how you use our website and your interaction with our content/adverts within it to improve usability.
- We may use profiling techniques or third party wealth screening and insight companies to provide us with information that will help us to communicate with you in a relevant way, and particularly if we approach you for potential philanthropic support (such information is compiled using data publicly available about you).
- Occasionally, we may include information in our communications from partner organisations or organisations who support us.
With your explicit consent – if it is not appropriate to process your data under a ‘contract’ or ‘legitimate business interest’ we will ask you for your explicit consent before using your personal information in that specific situation.
In all cases we will keep your rights and interests at the forefront to ensure they are not overridden by your own interests or fundamental rights and freedoms. You have the right to object to processing at any time. If you wish to do so please contact us using the details on this policy.
WHO DO WE SHARE YOUR INFORMATION WITH
We do not sell your personal information to third parties for any purpose.
We may share anonymised personal information with other organisations for the purposes of analysing our ticket sales and understanding the impact of our audience development work.
Your information may be shared with Government Agencies or other authorised bodies where permitted or required by law.
YOUR RIGHTS TO YOUR PERSONAL INFORMATION
You have a right to request a copy of the personal information that we hold about you and to have any inaccuracies in this data corrected. Please use the contact details in this policy to exercise this right.
Please get in touch with us if you have any questions about any aspect of this policy, and in particular if you would like to object to any processing of your personal information that we carry out for legitimate business interests.
023 9387 0204
This policy was updated on 21st September 2022.
Changes to this policy may be made periodically of which you will be notified and updated on our website.