Privacy notice

This privacy notice tells you what to expect us to do with your personal information.

Contact details

Email: hello@greendoortheatre.com

What information we collect, use, and why

Members and volunteers

We collect and use the following information to manage our membership and coordinate activities:

• Names and contact details (email, phone, address)
• Pronoun preferences
• Emergency contact information
• Skills, experience, and availability
• History of involvement with Green Door Theatre
• Accessibility needs (where relevant)

Cast, crew, and production team members

In addition to the member information above, for people involved in our productions we also collect and use:

• Audition information and casting decisions
• Rehearsal and performance availability
• Photographs and video recordings from rehearsals, performances, and related activities

Audience members and ticket purchasers

We collect and use the following information to provide ticketing services and communicate about our productions:

• Names and contact details
• Payment details for ticket purchases
• Accessibility needs
• Booking history
• Marketing preferences (where you’ve given consent)

Donors and supporters

We collect and use the following information to process donations and maintain supporter relationships:

• Names and contact details
• Addresses (for Gift Aid purposes)
• Payment or banking details
• Donation history
• Gift Aid declarations and taxpayer information
• Marketing preferences (where you’ve given consent)

Communications and digital platforms

We may also collect and use the following information across all our activities:

• Records of your communications with us (emails, messages, letters)
• Information you have shared with us through our digital platforms (such as Instagram, Facebook, and Slack)
• Photographs or video recordings from our events and activities

Lawful bases and data protection rights

Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.

Which lawful basis we rely on may affect your data protection rights which are set out in brief below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:

• Your right of access – You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. Read more about the right of access.
• Your right to rectification – You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. Read more about the right to rectification.
• Your right to erasure – You have the right to ask us to delete your personal information. Read more about the right to erasure.
• Your right to restriction of processing – You have the right to ask us to limit how we can use your personal information. Read more about the right to restriction of processing.
• Your right to object to processing – You have the right to object to the processing of your personal data. Read more about the right to object to processing.
• Your right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. Read more about the right to data portability.
• Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time. Read more about the right to withdraw consent.

If you make a request, we must respond to you without undue delay and in any event within one month.

To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.

Our lawful bases for the collection and use of your data

Our lawful basis for collecting or using personal information for most purposes is legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:

In order to coordinate our activities and provide services to our members, we need to:

• maintain contact details so we can communicate about opportunities, meetings, and events
• understand members’ skills and availability to match them with suitable roles
• keep emergency contact information for safety purposes
• accommodate accessibility needs where necessary

In order to produce and publicise shows, we need to:

• coordinate cast, crew, and production teams through auditions, rehearsals, and performances
• create promotional materials including photographs and recordings
• maintain records of past productions for archival and marketing purposes

In order to provide tickets to audience members, we need to:

• process bookings and payments securely
• maintain booking records for customer service purposes
• accommodate accessibility needs where necessary

For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.

When you purchase tickets from us, our lawful basis is contract – we need to process your payment and contact details to provide the tickets you’ve purchased.

When we store names and contact details for the purposes of marketing, our lawful basis is consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

For a few types of data, our legal basis is legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability. This applies specifically to:

• Information related to financial transactions such as donations, payments, or reimbursements to volunteers (in order to comply with regulatory reporting requirements under charity law)
• Names, addresses, and Gift Aid declarations given in relation to a donation (in order to comply with HMRC requirements)
• Names and details of members and trustees (to comply with charity law requirements for maintaining membership and trustee registers)

Where we get personal information from

Most of the time, we get your personal information directly from you when you:

• Join as a member or volunteer
• Audition for or get involved in a production
• Book tickets for our shows
• Sign up for our mailing list
• Make a donation

Sometimes we receive information from other sources:

• Other members or volunteers may provide your contact details when they recommend you for roles or suggest you might be interested in getting involved
• Partner organisations (such as venues, other theatre groups, or arts organisations) may share information with us while working on joint projects or events
• Publicly available sources such as professional directories or social media (where you’ve made information public and it’s relevant to our activities)
• Photography and filming at events or performances where you might be visible (including by audience members or media)

How long we keep information

• Active members and volunteers: We keep your information while you’re actively involved with Green Door Theatre, plus 2 years after your last involvement to allow for potential re-engagement.
• Production records: We keep cast, crew, and production information for 5 years after each production to maintain our artistic archive and for potential future reference (such as reunion events or historical documentation).
• Financial records: We keep donation records, payment information, and Gift Aid declarations for 6 years to comply with charity law and HMRC requirements.
• Photographs, recordings, and participant lists: For public performances, we may keep promotional images, recordings, and participant lists (such as might appear in a printed programme) indefinitely as part of our historical archive, but will remove images of individuals upon request where practically possible.
• Audience/ticket data: We keep your personal booking information for up to 3 years for customer service purposes and to allow us to analyse audience patterns. After this time, we will only keep de-identified or aggregated data on ticket sales.
• Marketing communications: We keep marketing contact details until you withdraw consent or ask to be removed from our communications.
• Audition information: We delete audition notes and other records within 1 year, unless you’ve given permission for us to keep them for future casting opportunities.

We regularly review our records and delete information when it's no longer needed. If you have questions about how long we keep specific information, please contact us.

Where we store your information

We primarily use the following platforms to store and process your information:

• Google Workspace (for documents, emails, and file storage)
• Mailchimp (for marketing contact details and records of your consent to receive marketing communications)
• Slack (for team communication and coordination)
• TicketTailor (for ticket sales and audience data)
• Stripe, Paypal, and Royal Bank of Scotland (for financial transactions)
  • We don’t store payment card details ourselves – these are processed securely by our payment providers.

We may also use other specialist software and services from time to time. You can contact us for a full list of current data processors.

Who we share information with

We only share your personal information with other organisations when necessary for specific purposes:

For productions and events:

• Venues and technical suppliers (cast, crew, and production team details, technical requirements, and safety information as needed for specific productions)

For legal and regulatory compliance:

• HMRC (for Gift Aid claims and charity tax obligations)
• Charity Commission/OSCR (for regulatory reporting requirements)
• Local authorities (where required for licensing or safeguarding)

For safety and emergencies:

• Emergency services (if there’s an incident during our activities)
• Your emergency contacts (if we need to reach them about your welfare)

For publicity (with appropriate consent):

• Local media and journalists (for production coverage and interviews)
• Other arts organisations (for joint marketing of events)
• The public (through our website, social media or other marketing and information media)

We never:

• Sell your information to third parties
• Share your information for others’ marketing purposes
• Give out your contact details without a clear reason related to our activities

In all cases, we only share the minimum information necessary for the specific purpose.

How to complain

If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.

The ICO’s address:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113

Website: https://www.ico.org.uk/make-a-complaint

Last updated

18/06/2025