What this statement covers

BalletBoyz is committed to protecting your personal information and being transparent about what information we hold, whether you are a supporter, donor, volunteer, job applicant, shopper, or someone who takes part in our classes and projects.

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The purpose of this policy is to give you a clear explanation about how BalletBoyz uses the personal information you provide to us and that we collect, whether online, via phone, email, in person, in letters, through your engagement with us on social media, or in any other correspondence or from third parties.

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BalletBoyz is much more than a stage show company – we make films and documentaries as well as delivering unique creative learning programmes. We’d love to tell you about everything we do and from time to time to ask for your financial support to keep doing it, but you’ll need to opt in to receiving newsletters and appeals from us.

If you’re not sure whether you’re on our mailing lists or would like to subscribe or unsubscribe, then please contact us on 020 8549 8814 or info@balletboyz.com.

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Please note that as tickets for our shows are booked through the venues we perform at, joining a venue’s mailing list when you book tickets for one of our shows does NOT mean that you are joining BalletBoyz’ mailing list(s). We do not receive your details from venues and so you will not hear from us directly unless you sign up with us.

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The same applies when you sign up for other third party events through BalletBoyz.

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We ensure that we use your information in accordance with all applicable laws concerning the protection of personal information. This policy explains:

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• What information we may collect about you;

• How we will use that information; including specifics for:

        Donors and supporters

        Job applicants and volunteers

        Children

• Under what circumstances we disclose your details to anyone else;

• How we keep your data safe and who has access to it;

• Your choices regarding the information you provide to us.

 

If you have any queries about this privacy policy please contact us on:

• 020 8549 8814

• info@balletboyz.com

• BalletBoyz® Ltd., 52a Canbury Park Road, Kingston Upon Thames, Surrey KT2 6JX

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What personal information we collect from you and how

We may collect personal information about you when you ask about our activities, register for classes/activities/events, volunteer or fundraise for us, make a donation, buy something in our shop, sign up for a newsletter or fundraising campaign, telephone, write, contact us online or text us or otherwise provide us with your personal information. This can include information such as your name, communication preferences, email address, postal address, telephone number, mobile number, or bank account details so we can process donations/sales, or information as to whether you are a taxpayer to help us to claim gift aid.

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We may hold sensitive personal information about you when there is a clear reason for doing so, for example if you attend our classes and activities we may need to know about your health etc. Certain funders may also require us to collect information about your ethnicity, religious beliefs etc. and we also collect this anonymously for job applicants. Such information may be asked of you, although you have the option not to answer such questions. 

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Third party services may also collect information on our behalf e.g. Charity Checkout, Big Give (for processing donations) Eventbrite (for administering events), Paypal/Stripe for purchases made via our online shop. These companies will also have their own privacy statements.

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Social Media

Depending on your settings or the privacy policies for social media and messaging services like Facebook, WhatsApp or Twitter, you might give us permission to access information from those accounts or services.

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How do we use this information?

The information you provide to us may be used in the following ways: (more detailed information in relation to supporters/donors, job applicants/volunteers, children is provided below)

• to provide you with information about our activities or online content you have agreed to receive

• for marketing purposes where you have specifically consented to receive marketing communications from us

• for recruitment purposes

• for fundraising purposes

• to process card payments and to set up Direct Debits (via third party suppliers)

• to claim Gift Aid

• to fulfil sales and purchases

• for service administration purposes where we may contact you in regards to the fulfilment or completion of a purchase, promotion, class, membership of our Friends and Patron scheme or donation

• for internal record keeping

• to invite you to participate in surveys or research

• to develop aggregated data for analysis and reporting to funders

• to analyse and improve the activities and content offered

 

Find out more about how we may use your information if you are:

• Donor/supporter

• Volunteer/job applicant

• Child

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Our Donors and Supporters

• If you support us, for example, by signing up to one of our mailing lists, or making a donation we will usually collect your name and contact details. We may also ask you about how you heard about us.

• For donors we may ask for other information such as date of birth (for our Young Friends scheme) or your motivation or personal experience in supporting us. We will use the information you provide, including in communications you send to us and in conversations we have with you, for case notes about your involvement with and interest in us, to give you the services (including the benefits of our Friends and Patrons scheme) or information you asked for, to administer your donation including processing gift aid, or to manage your marketing preferences.

• Where you give us your consent we will let you know about the work we carry out and update you with our latest fundraising activities. You decide how you want us to contact you, whether by mail, email or by phone.

• We may also send you service communications, for example confirming a direct debit instruction when you have made a donation to us.

• We may carry out analysis of the personal information you give us and add publicly available information (for example, from the Charity Commission, Companies House, Linked In, newspaper articles, publications and company/non profit websites) to create a profile of your interests, preferences and level of potential donations. We do this because it allows us to understand the background of the people who support us and because it helps us to make appropriate requests to supporters who may be able and willing to give more than they already do. You can opt out of your data being augmented and analysed in this way by contacting info@balletboyz.com

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Volunteers, job applicants and volunteers

If you apply for a job with us or volunteer, we’ll hold the personal information you provide to process your application and we may undertake monitoring of recruitment statistics in line with employment and data protection law.

If we want to disclose information to a third party, for example where we want to take a reference up or obtain “disclosure” from the Disclosure and Barring Service, we will not do so without asking you beforehand unless the disclosure is required by law.

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We’ll only hold the personal information we need depending on the nature of your volunteering and when we don’t need it we’ll delete in accordance with our retention policy.

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If you apply to work with us we’ll only hold your data for the purposes of that application. We won’t hold your personal information for any longer than is necessary for the purposes of that application.

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Children's Data

We’re committed to protecting the privacy of young people who take part in our classes and projects or who join our Young Friends scheme.

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If you are under 18 and would like to get involved, please ensure that you have consent from a parent or guardian before giving us your personal information. When we collect information about a child or young person aged under 18 we will make it very clear as to the reasons for collecting this information and how it will be used.

 

Under what circumstances we share your data with someone else

We will never share, sell or swap your details with any third parties for the purposes of their own marketing or the monetising of your data.

BalletBoyz may disclose your personal information in the following circumstances:

• To suppliers or service providers only to provide the products or services you’ve requested from us where, for example, we use a separate company to deliver goods to you.

• If we hold an event in partnership with other organisations/venues we may need to share your name with them, but we will not share your contact details.

• To third parties who provide a service to us and are data processors (such as direct mailing companies and fundraising software platform providers, among others)

• Where we are under a duty to disclose your personal information in order to comply with any legal obligation (for example to government bodies and law enforcement agencies), or in order to enforce or apply our rights (including in relation to our website or other applicable terms and conditions) or to protect BalletBoyz, for example in cases of suspected fraud or defamation.

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How we keep your data safe and who have access to it

We ensure that there are appropriate technical controls in place to protect your personal details.  For example our online forms are always encrypted and our network is protected and routinely monitored.

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We undertake regular reviews of who has access to information that we hold to ensure that your information is only accessible by appropriately trained staff, volunteers and contractors.

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Where we use external companies to collect or process personal data on our behalf we do checks on these companies before we work with them to ensure that they comply with the law and our policy.

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

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

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Telling us when things change, and your choices

You can help us keep our records up to date by telling us when your contact details and other personal information changes. You can also change your mind at any time about how we contact you or ask us to stop contacting you altogether.

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Access to your information and corrections

You have the right to request a copy of the information that we hold about you. If you’d like a copy of some or all of your personal information, please contact us at the address provided below.

We want to make sure that your personal information is accurate and up to date.  You may ask us to correct or remove any information you think is inaccurate.

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Privacy Policy review

We regularly review this Privacy policy and will post details of changes under this section so please check it from time to time. We will notify you about significant changes in the way we treat personal information by sending a notice to the primary email address you have provided to us or by placing a prominent notice on our website.

 

Date when the policy was reviewed: May 2018

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How to contact us

Please contact us if you have any questions about our Privacy policy or information we hold about you. You can email us info@balletboyz.com or write to us at: BalletBoyz® Ltd., 52a Canbury Park Road, Kingston Upon Thames, Surrey KT2 6JX