The Poly

24 Church St, Falmouth : 01326 319461
The Royal Cornwall Polytechnic Society

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PRIVACY POLICY

At The Poly, we are committed to protecting your personal information and privacy.

This privacy policy describes how we collect and use personal information and for what purpose, how we store it and use it, and how you can talk to us about it.

By visiting our website, using our services or participating in our activities, you agree to your personal information being collected and used in the manner set out in this Privacy Policy as updated from time to time.

Last updated: 19 September 2020

About us

The Royal Cornwall Polytechnic Society (The Poly) is a Registered Charity (108119) and Company Limited by Guarantee (No 1983586). We are based at 24 Church Street, Falmouth Cornwall TR11 3EG.


What information do we collect?


There are several ways in which we collect information about you:
• When you contact The Poly directly by phone, e-mail or otherwise.
• When you take part in a The Poly project or workshop
• When you buy tickets to see a show at The Poly.
• When you make a donation
• When you supply us with feedback about your Poly experience.

We collect personal information that you provide to us which may include; name, address, postcode, email and telephone number.

We also collect & profile your preference for a type of activity, if you are an audience member, a venue, if you attend workshops or if you donate to The Poly.

If you participate in a project or attend an event, we may collect evaluation data from you. It is your choice to add your name or keep it anonymous.

We use Google Analytics to analyse the use of our website. Google Analytics gathers information about website use by means of cookies. You can view and control cookies in your web browser using the privacy settings in your browser.

How do we use this information?

Developing a better understanding of people who we work with, watch our shows and who support us either through donations or by booking our shows, allows us to make better decisions about our work and communicate more efficiently.

We use your personal contact information to communicate directly with you, with information which we think will be of interest to you. This may at times include information from organisations who we are working in partnership with.

We use your feedback from our activities to evaluate the activity, assess quality and to improve and develop The Poly.

We use statistical data from our social media platforms & Google Analytics to track the effectiveness of our marketing and how our website is used.

We use anonymised information to create reports for funders and partners and to help us fundraise for The Poly’s future. This includes but is not limited to geographical, age, social and economic reports.

We use anonymised information to create reports to measure how effective our marketing is and to understand more about how people like to book our work.

We use information you give us in order to fulfil a request you have made to us which may include sending you information about our company and services.

We do not sell, rent or share personal data to third parties for the purpose of marketing.

 
Legitimate Interests

The term ‘legitimate interests’ applies to the business interests that we as an organisation have in collecting, holding and processing your personal data. These do not supersede your personal rights and interests.

Our legitimate interests are:

  • Direct marketing to you, ensuring you are aware of The Poly’s productions, activity and opportunities and that the marketing is relevant to you.
  • Maintaining a relationship with you if you are an artist, venue, partner organisation, participant, donor, funder, stakeholder, media, community group, education centre or business.
  • Photography
    We occasionally take photographs at our shows and events to showcase our work, our building, audience and participants
    Photography is a part of our ‘legitimate interests’ to market our work.
    Here are the most common ways in which we use our photographs:
    - On our website
    - On our Social Media
    - In Press
    - In reports to stakeholders and funders

All images are stored on our secure, password protected network. It can only be accessed by staff who have a legitimate business need. The latest released updates from our software and network providers are applied to our systems which ensure their continued security. However, no company or system can guarantee complete security as this can be affected by unknown, outside factors.

How is my information stored?
Your personal information is stored on our secure, password protected network. It can only be accessed by staff who have a legitimate business need. The latest released updates from our software and network providers are applied to our systems which ensure their continued security. However, no company or system can guarantee complete security as this can be affected by unknown, outside factors.

How long will my data be stored for?
We will keep your personal data for as long as it is relevant and appropriate to our legitimate business uses as outlined above. We believe it is reasonable to obtain new consent to holding personal data every 5 years, so that individuals can re-evaluate how and why their data is held by us.

What rights do I have to access, change or remove my information?
You do not have to provide your personal contact information to us, but do please be mindful there may be instances that may hinder our ability to provide the service to you.

You do not have to provide us with evaluation data, and if you do, you can anonymise it.

You have the right to a copy of the information we have collected from you. Additionally, you are entitled to have inaccurate personal data rectified or destroyed.

You have the right to remove your personal information by ‘opting out’ at any time, by either clicking on the unsubscribe link at the bottom of all emails or:

Email: info@thepoly.org
Call on: 03126 319461 or
Write to: The Poly, 24 Church Street, Falmouth Cornwall TR11 3EG 

We welcome any amendments you may suggest. It is our obligation to keep any data we collect as accurate as reasonably possible and in accordance with GDPR regulations.
Go to www.ico.org.uk to find out more about your individual rights.

NHS Test & Trace

The Poly is working with NHS Test and Trace as part of the country’s ongoing COVID-19 response. 

NHS Test and Trace is a contact tracing service run by the Department of Health and Social Care (DHSC).

We’ll collect the names and contact telephone numbers, and date of visit and arrival and departure time of all customers attending an event at The Poly, or if it is a group of people, the name and number of one member of the group. We’ll collect the information when you book a ticket through our ticketing system. You will not need to provide this information to us if you are visiting to browse in our Guild shop or Spring Gallery.

Your information is shared with Department of Health and Social Care (who run NHS Test and Trace). This is only shared in the event that someone who has tested positive for COVID-19 has listed The Poly as a place they visited recently, or if The Poly is identified as potential location of a local outbreak of COVID-19.

The data you provide for the purpose of NHS Test and Trace will be deleted after 21 days by The Poly. Where your data is passed to NHS Test and Trace in the case of a suspected outbreak, your information will be kept for up to 8 years, as part of the standard contact-tracing retention period set out by Public Health England. 

For more information on how your data is used by NHS Test and trace services see their website here.

Any questions?

If you are unhappy with our use of your personal data, you have the right to complain to the Information Commissioner’s Office . We would encourage you to contact us in the first instance so we can attempt to resolve any concerns on 01326 319461 or info@thepoly.org

We may change this Privacy Policy from time to time. If we make any significant changes in the way we treat your personal information, we will make this clear on The Poly website.

 

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Contact us:

T: 01326 319461
E: info@thepoly.org

Address:

The Poly, 24 Church Street, Falmouth, TR11 3EG

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© The Poly - The Poly is the trading name of the Royal Cornwall Polytechnic Society Limited, a company limited by guarantee and incorporated in England and Wales with company registration number 03909555 and registered charity number 1081199, with its registered office at 24 Church Street, Falmouth TR11 3EG