Foreign Affairs theatre company is dedicated to safeguarding the privacy and data of our stakeholders and collaborators. This privacy notice explains how we collect, use, and protect your personal data in compliance with the General Data Protection Regulation (GDPR) and UK legislation. We encourage you to read this notice carefully to understand how we handle your personal information.
who we are
Foreign Affairs is a micro theatre company based in Hackney, East London. We are an incorporated not-for-profit organisation registered as a company Limited by Guarantee (England & Wales) 08257355 with charitable aims. As the Data Controller of your personal information, we are responsible for its security and proper usage. If you have any questions or concerns about your information or its use, please contact our directors at:
Rose Lipman Building
43 De Beauvoir Rd
personal data we collect
We collect various types of personal data through different channels:
Information we collect from you
- Contact information: We collect your full name, email address, telephone/mobile number, job title (if applicable), and the organisations you are associated with.
- Records of engagement: We maintain records of your event registration, attendance, formal/informal meetings, and contact history (emails, phone calls, face-to-face meetings).
- Donation records: We keep records of your donations, including the value and frequency.
- Subscription records: If you subscribe to our email newsletters, we collect details of your subscription, including email opens and link clicks.
- Media recordings: We may capture photographs, videos, and sound recordings of events and training sessions for promotional and archival purposes.
- Job and audition applications: If you apply for a job or audition, we collect your personal contact details, employment history, references (if applicable), equality monitoring information, unspent criminal convictions (if applicable), and conduct right to work checks to ensure compliance with relevant employment laws and regulations. In some cases, we may also perform additional checks, such as DBS (Disclosure and Barring Service) checks, as required by the nature of the role or applicable legal obligations.
- Internship and work placement applications: If you apply for an internship or work placement, we collect your personal contact details, references (if applicable), and equality monitoring information.
- Health and safety information: We collect dietary and access requirements, as well as medical and emergency contact information, to ensure a safe environment for your involvement.
Information we collect about you from other sources
- Website usage information: When you visit our website, we collect information such as your IP address, website navigation, and clicked links using Cookies and Google Analytics.
Donation information: When you make a donation, we collect the value of the donation and your contact details through our donation platforms, PayPal or Crowdfunder.
- Newsletter subscriptions: When you subscribe to our newsletters, we collect your contact details and consent to send you our newsletters through our email marketing platform, MailChimp.
- Online forms and applications: When you complete online forms or applications on our website, we collect your contact details and the requested information to respond promptly.
Special category data
We do not usually collect sensitive personal information unless necessary, such as understanding access requirements or reporting to funders. If we collect such data, we ensure lawful and GDPR-compliant processing. When shared internally or with external funding organisations, we collate and anonymize this data.
how we collect your personal data
We collect personal data through the following means:
- Digital forms on our website or sent as weblinks
- Email, phone, or letter communication
- Website visits and interactions
- Surveys or evaluation forms
- Job or audition applications
- Internship or work placement applications
how we use your personal data
We use your personal information for the following purposes:
- Managing attendance and participation in our activities, including feedback evaluation to enhance our services.
- Providing digital products and services, such as email newsletters, website content, and social media updates.
- Analysing statistics related to email opening, website traffic, and social media engagement to improve our digital products.
- Analysing statistics on your donations to communicate effectively, particularly regarding potential philanthropic support.
- Maintaining records of services, advice, or support provided by our staff.
- Providing information as required by our funders.
lawful bases for processing your personal data
We process personal data based on the following lawful bases:
- Consent: When you give us consent to collect, store, and use your personal data, such as subscribing to a newsletter. You can withdraw this consent at any time.
- Legitimate interests: When we use your data for our legitimate organisational interests, provided they do not override your rights and freedoms.
- Legal obligations: When processing is necessary to comply with UK or EU laws, prevent fraud, or fulfil other legal obligations.
- Contractual obligations: When processing is necessary to fulfil a contract or pre-contractual obligations, such as completing a booking, receiving a donation, or making a purchase.
- Vital interests: When processing is necessary to protect someone’s vital interests, such as identifying a safeguarding issue.
sharing your personal data
We do not share your information with third parties for direct marketing purposes. However, we may engage data processors who provide services to us, and we have contracts in place to ensure the protection and limited use of personal data. In some cases, we may have a legal obligation to share information for law enforcement purposes or cooperate with investigations.
Sharing with other people or organisations
- Funding bodies: We may share data with our funding bodies as part of reporting requirements, usually related to participation and diversity. In such cases, data shared will be collated and anonymized, unless we obtain your consent to share your information with a specific funder.
- Freelance practitioners and third parties: Attendee data may be shared with our freelance practitioners or other third parties involved in delivering training, workshops, or participation activities. Only necessary data, such as participant names for registration and medical data for access requirements, will be shared.
- Named third parties: In all other cases, we will only share data if we have obtained your consent to share your information with named third parties.
your rights under data protection laws
Under the General Data Protection Regulation (GDPR), you have the following rights:
- The right to be informed about the processing of your personal information.
- The right to have your personal information corrected if inaccurate or incomplete.
- The right to object to the processing of your personal information.
- The right to restrict the processing of your personal information.
- The right to have your personal information erased (the “right to be forgotten”).
- The right to request access to your personal information and obtain information about how we process it.
- The right to move, copy, or transfer your personal information (“data portability”).
- Rights regarding automated decision-making with a legal or significant impact on you.
To exercise your rights or seek further clarification, please contact us using the details provided at the end of this Privacy Notice. Please note that the exercise of your rights depends on the lawful basis used for each processing activity. We aim to respond to any queries within one month.
data security and retention
We minimise the personal data we retain about you and the duration for which we hold it. We retain records for the required legal duration (e.g., invoices, payment information, job applications) or apply our retention schedule for other cases. We regularly review our data practices to ensure data collection is necessary and securely deleted when no longer required.
When using third-party and cloud services for processing personal data, we carefully select reputable providers with appropriate data protection practices.
We collect information about your website visit, including your IP address, operating system, and browser type. This data helps us understand your website usage patterns, such as the pages visited, links clicked, and time spent browsing. We utilise Google Analytics, a third-party analytics software, to gather and analyse this information. The data we collect is anonymous and helps us improve our website’s functionality and provide relevant content to our users. Please note that this data cannot be used to identify individuals.
You have the option to opt-out of Google Analytics tracking by clicking here.
Cookies are small files stored on your computer’s hard drive that allow websites to record certain information for record-keeping purposes. They can enhance your website experience by remembering your preferences on a specific site. Most internet browsers are set to accept cookies by default.
Our website utilises the following types of cookies:
- Anonymous Performance Cookies: These cookies are set by third-party analytics software and collect information about the pages visitors frequently visit, as well as identify missing pages or broken links. This information is completely anonymous and aids us in improving the functionality of our website.
If you wish to turn off cookies, you can usually do so through your web browser settings. Visit the help menu in your browser for specific instructions.
For more information about cookies and how they are used, you can visit the websites: allaboutcookies.org and youronlinechoices.com/uk/.
links to other websites
This Privacy Notice does not cover any websites linked from our own website.
changes to this privacy notice
We may update this privacy notice periodically to reflect changes in the law, our work, and privacy practices. The last update was made on Tuesday 6 June 2023.
contact details and further information
If you have any questions or concerns regarding the processing of your personal information or this Privacy Notice, please contact us using the following details:
Rose Lipman Building
43 De Beauvoir Rd
Information Commissioner’s Office
If you are unhappy with how we have used your data, you can also contact the Information Commissioner’s Office:
Information Commissioner’s Office
https://ico.org.uk/concerns 0303 123 1113