Privacy Policy

The purpose of this Privacy Policy is to give you a clear understanding of how we collect your personal information from you directly and from third parties and how we use it. We will ensure that it is used and stored in accordance with the Data Protection Act (1998) and Electronic Communications Regulations (2003) and, as of 25th May 2018, the EU General Data protection Regulation (EU 2016/679).

It’s your information, we respect that and will do everything we can to maintain your trust and confidence in us.

If you have any comments or questions about this notice, please contact us at privacypolicy@inkfestival.org

1. Personal data that we process

The following outline explains the types of data we collect and the legal basis, under current data protection legislation, on which this data is processed.

Enquiries about INK

What Data: Name, email and message

Legal Basis: Legitimate interest; it is necessary for us to read and store your message so that we can respond in the way that you would expect

Submitting a script for INK Festival consideration

What Data: Name; email; DoB (writers of all ages are encouraged to submit work and there are specific categories from time to time such as Young Writer); address; connection to East Anglia (INK’s remit is to develop work by writers with an East Anglian connection); information about your work

Legal Basis: Consent – you have given your active consent by submitting your work and agreeing to receive information from INK by email

Making a donation or sponsorship

What Data: Name, email, address, payment information

Legal Basis: Legitimate interests – this information is necessary for us to fulfil your intention of donating money and your expectation of receiving a confirmation

Communicating with writers, directors, actors, musicians, photographers, volunteers, technical support, festival supporters/visitors

What Data: Name, email, telephone number

Legal Basis: Legitimate interest – this information is necessary for us to inform you about deadlines for play submissions, auditions, rehearsals, volunteer opportunities, festival performances and events

Paying for Festival tickets

What Data: Name, email, address, payment information including card details

Legal Basis: Contract – by buying a ticket you have entered into a contractual relationship with us

Marketing communications

What Data: Name, email, address, events you have booked in the past, and preferences you have told us about

Legal Basis: Legitimate interest – we aim to communicate with you about the work that we do in a way you find relevant, timely and respectful. In the case of postal mailings, you may object to receiving these at any time using the contact details at the start of this policy. In the case of email, we will give you an opportunity to opt out of receiving them during your first purchase with us. If you do not opt out, we will provide you with an option to unsubscribe in every email that we subsequently send you, or you can alternatively use the contact details at the start of this policy.

Workshops

What Data: Names, email, telephone number, payment information including card details

Legal Basis: Legitimate interest – INK develops and nurtures new writing and Ink’d Up and INKling workshops are part of this process

Website functionality

What Data: Website activity collected through submission of scripts, purchasing tickets or making a donation

Legal Basis: Legitimate interest – it is necessary for us to store a small amount of information to deliver functionality that you would expect, such as remembering the contents of your submission or purchase before you have fully completed the process

2. Who We Are

INK is a registered charity and is funded by various trusts, foundations and individual donors and supporters. Our registered charity number in England and Wales is 1175770.

3. How we use your data

We will only use your data in a manner that is appropriate considering the basis on which that data was collected, as set out in section 1.

For example, we may use your personal information to:

• reply to enquiries you send to us
• handle donations or other transactions such as ticket sales that you initiate
• communicate matters concerned with festival productions, such as script submissions or rejections, acting roles, technical support roles, volunteering matters
• send you marketing communications by email and post relating to our work which we think may be of interest to you as outlined in section 1

4. Information from third parties

WE OCCASIONALLY RECEIVE INFORMATION ABOUT YOU FROM THIRD PARTIES. HOWEVER, THIS WILL ALWAYS BE PUBLICLY AVAILABLE DATA FROM A RESPONSIBLE SOURCE

5. When we share your data

We will only pass your data to third parties in the following circumstances:

• you have provided your explicit consent for us to pass data to a named third party
• we are using a third party purely for the purposes of processing data on our behalf and we have in place a data processing agreement with that third party that fulfils our legal obligations in relation to the use of third party data processors
• we are required by law to share your data
• we will only pass data to third parties outside of the EU where appropriate safeguards are in place as defined by Article 46 of the General Data Protection Regulation.

6. HOW LONG WE KEEP YOUR DATA

We take the principles of data minimisation and removal seriously and have internal policies in place to ensure that we only ever ask for the minimum amount of data for the associated purpose and delete that data promptly once it is no longer required.

We store your personal information for a period of five years since your last engagement with us. We class contact as opening an email from us, emailing or writing to us, submitting a script, taking part in workshop or performance, purchasing a ticket or giving a donation. We store this personal information so that for any subsequent engagement you make we are able to link them back to a single unique record that we hold for you on our system.

7. Rights you have over your data

You have a range of rights over your data, which include the following:

• Where data processing is based on consent, you may revoke this consent at any time and we will make it as easy as possible for you to do this (for example by putting ‘unsubscribe’ links at the bottom of all our marketing emails)
• You have the right to ask for rectification and/or deletion of your information
• You have the right of access to your information
• You have the right to lodge a complaint with the Information Commissioner if you feel your rights have been infringed
• A full summary of your legal rights over your data can be found on the Information Commissioner’s website here: https://ico.org.uk/

If you would like to access the rights listed above, or any other legal rights you have over your data under current legislation, please get in touch with us via the email at the start of this policy.

Please note that relying on some of these rights, such as the right to deleting your data, will make it impossible for us to continue to deliver some services to you.

8. Cookies and Tracking

Cookies are small text files that are automatically placed onto your device by some websites that you visit. They are widely used to allow a website to function (for example to keep track of your basket) as well to provide website operators with information on how the site is being used.

We use cookies to keep track of your purchases, donations and script submissions as well as to identify how the website is being used and what improvements we can make.

Your debit and credit card information

If you use your credit or debit card to purchase from us or to make a donation, we will ensure that this is carried out securely and in accordance with the Payment Card Industry Data Security Standard (PCI-DSS).

9. MODIFICATIONS

We may modify this Privacy Policy from time to time and will publish the most current version on our website. If a modification meaningfully reduces your rights, we’ll notify people whose personal data we hold and who are affected.

Date: 01 November 2023
Signature: Chair: Anthony Mackintosh