Privacy Information for Members

You and us

We are Co-op Juniors Theatre Productions Ltd, a charitable co-operative (“we” or “us”). We manage the data we hold on you (ie. we are the data controller). Our contact details are below.

This notice is for members of the company members of Co-op Juniors Theatre Productions Ltd (“you”). You are a “member” of Co-op Juniors Theatre Productions Ltd if you have applied to the trustees to join the society and been approved, and hold a minimum of one share in the society.

You may also have another relationship with the Co-op Juniors, for example many of our members are also performers or volunteers. If so, please read the other relevant information on our Privacy Portal

Information we collect

We collect information directly from you when you apply to join us. We collect and hold the following:

  • Personal information (such as name, address, email address, telephone number, date of birth)
  • Any information you provide in your supporting statement for your application

The legal basis for using your information

We are a registered society and are legally required to hold a register of our members that includes the name, postal address and, if provided, the email of our members. [1] We have determined we have a legitimate interest in processing the remaining information we collect. Our rules do not permit those under 16 to join the society; processing individuals’ dates of birth enables us to ensure this is the case. The trustees use any additional information provided in your supporting statement to assess applications for membership.

How we use and share your information

We take your privacy seriously. We use your information to:

  • Keep record on our official registers (as required under clauses 109-111 of our rules)[2]
  • Contact members regarding company meetings, including AGMs and EGMs (as required under clauses 26-35 of our rules)
  • Enable our trustees to make their decisions about approving membership

We only share this information with our regulatory authority, the UK Financial Conduct Authority, who has the legal right to inspect our registers, which include the names and addresses of our members only.

We do not share you information with any other individuals or organisations.

How we protect your information and who has access to it

The information you provide us may be confidential. We keep this information secure.

The information is stored in encrypted digital form on our IT equipment or a secure cloud storage system (currently GoogleDrive) and, in the form or written documents, securely at our premises in Paul’s Road.

Further privacy information on GoogleDrive: https://policies.google.com/privacy?hl=en-GB&gl=uk  

We limit access to this information to our trustees and officers, who need it to carry out their roles.

How you can find out about the personal data we hold on you

You have the right to ask for a copy of the information we hold about you. If you want to review the basic membership information we hold about you, please email us or write to us using the contact details below.

We want to make sure that your information is accurate and up to date. You may ask us to correct or remove any information that you think is no longer up to date. Please contact us using the contact details below if you would like any corrections made to your information.

You can contact us with a “Subject Access Request” if you want to ask us to provide you with any other information we hold about you. If you are interested in any particular aspects, specifying them will help us to provide you with what you need quickly and efficiently. We are required to provide this to you within one month. There is not usually a fee for this, though we can charge a reasonable fee based on the administrative cost of providing the information if a request is manifestly unfounded or excessive, or for requests for further copies of the same information.

You have the right to lodge a complaint about the processing of your data with the Information Commissioner’s Office

What happens to your data when you leave us

If you cease to be a member we will maintain a record of the fact that you were a member. We will securely destroy (either via securely deleting electronic information or shredding paper documents) all personal data except for your name and the dates between which you were a member of the society. We may keep additional information if, as well as being a member, you are or were a performer and/or volunteer.

Our contact information

Under the GDPR (General Data Protection Regulation) we do not have a statutory requirement to have a Data Protection Officer. The person who is responsible for ensuring that we discharge our obligations under the GDPR is our data protection lead.

If you have any questions about this Privacy Notice, or if you would like to contact us to exercise your rights as detailed above, you may contact us at or via post at Co-op Juniors Theatre Productions Ltd, The Warehouse, Paul’s Road, Ipswich, Suffolk IP2 0AN           

Changes

We may change this privacy information from time to time by updating this page. You should check this page from time to time to ensure that you are happy with any changes. This notice is effective from 22 May 2018.

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[1] We are registered under the Co-operative and Community Benefits Act 2014 (section 30 article 2)

[2] Our rules refers to the Rules of Co-op Juniors Theatre Productions Limited under the Co-operative and Community Benefit Societies Act 2014

 

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